Kuali Security and Access – Organization Code Security Catherine Maddaford Director of Training, Kuali Access Manager Office of the Comptroller

Where to start? Before you decide how to set up access for each of your employees, you need to review your organization code/account structure and how it applies to your business practices. Each employee needs to know the following: – What processes in Kuali/eMarket/BI do I need to use? – What security is appropriate for my job as it relates to those processes that I use?

KFS Org Code Security Business Intelligence Balance Inquiries PET view EC view IBR initiator and reports Document lookups, such as Chart of Accounts Budget Change Now applies to the following:

Security – no change Fiscal officer Account delegates for DV and DVQE eMarket account and org code security Pcard reallocation Supervisors for pcard and DVQE PET approvers JV initiators and approvers Accounting reviewer

Sample Org Chart In the following slides we will use our example for the fictitious “School of Agriculture” to illustrate the structure. We have created several departments and divisions within this school, added employees with their job titles and added the org codes. Follow along to see how we can apply the new org code access to the employees in the school.

School of Agriculture

Create your Org Chart Where are the accounts for each department in the org structure? Are the 10-digit org codes shared by more than one division or department? Where is the demarcation for the 7- and 5- digit rollup org code masks? Use your own org chart and add the organization codes to see how it will work for you.

Business Office Access should be at the top level, or the 5-digit org code level. Use the org code mask 12300* for any access set by org code.

SBO – Daisy Bovine Daisy needs access to all sub fund groups and all accounts for her school for reporting, inquiries, and lookups. Add org code security for 12300* for GL view and reporting, as well as specific chart of accounts or document lookups.

Allow and Deny Access As you add org code access, you may be concerned about giving access to “all” accounts in your organization. You can use a combination of allow and deny access to org codes, using 5-,7-, and 10-digit org codes. Deny accounts or account masks to exclude specific groups of accounts within the allowed org codes.

HR Manager John Farmer will need to be able to review payroll reports that are related to the GL. Add org code access 12300*. Deny 9* accounts because they are not used for payroll.

Procurement Specialist Berry Pye needs to monitor purchases for the business office and the departments. Add org code 12300* so that he can review any procurement transaction for the school and run any needed reports.

Budget Analyst Forrest Rice generates reports for the school and for the SBO, so he needs access to all accounts for GL view and reporting. Add KFS org code 12300* access, no exceptions.

Plant Science All accounts for the Plant Science program are in the organization codes that rollup to the 7-digit mask *. Dr. Rose Vine- add KFS org code access for *.

Entomology Add KFS org code mask * or a combination of 10-digit org code security and account security for the department users and faculty.

Animal Science Rex Shepherd, Bunny Lamb, and Pepys Pullet, all work at the program level, so they need access to the org code mask *.

Animal Behavior Pavlov Canis and Jack Gato– add KFS org code access Gouda, Wolf, Aulet, and Gander – add KFS Org code access for their specific org codes.