Security Management System for Department Sponsors Session #20244 March 15, 2006 Alliance 2006 Conference Nashville, Tennessee

2 Your Presenters Jeralyn Snow

3 Your Presenters (Continued) Terri Pinkston Controller for OUController for OU HRMS and Financials Functional LeadHRMS and Financials Functional Lead 16+ years of Higher Ed experience16+ years of Higher Ed experience 20+ years of accounting experience20+ years of accounting experience

4 Your Presenters (Continued) Karen Sturtz HRMS and Financials Implementation Technical LeadHRMS and Financials Implementation Technical Lead 10+ years of PeopleSoft experience10+ years of PeopleSoft experience 20+ years of IT experience20+ years of IT experience

5 Overview Department sponsors use an on-line system called Financial Account Management System (FAMS) to maintain what data Campus Users have access to in HRMS and Financials and what functions they can perform. Information from FAMS is fed to HRMS and Financials to update various tables within the systems.

6 Agenda/Contents Overview of OUOverview of OU The Birth of Financial Account Management System (FAMS)The Birth of Financial Account Management System (FAMS) FAMS sideFAMS side PeopleSoft side with focus on FinancialsPeopleSoft side with focus on Financials

7 The University of Oklahoma

8 Located in Norman, a city of ~ 100,000 residents, located 20 miles south of OKC. Enrollment on Norman Campus: 24,569 Faculty & Staff FTE: 3,935

9 The University of Oklahoma Total Norman Campus Budget: $511,240,169 Total Norman Campus Sponsored Programs: $122,890,974

10 University of Oklahoma and Oracle HRMS November 2002HRMS November 2002 HRMS 8.8 – Upgrade 2004HRMS 8.8 – Upgrade 2004 Financials 8.8 – July 2005Financials 8.8 – July General Ledger - Purchasing - Accounts Payable - Asset Management Budgeting 8.9 (go live April 2006)Budgeting 8.9 (go live April 2006)

11 The Birth of FAMS HRMS was the first ERP module implemented Moved from a legacy system with on-line capabilities HRMS department vs Financials department (funding source) Decentralized functions Approximately 500 department sponsors Many “non-sponsors” using legacy system

12 The Birth of FAMS In-house system created in Oracle Departments and sponsors fed from Financials “Roles” were developed for HRMS Sponsors given access to their departments to add “proxies” for their departments. Allowed us to have row level security in PS based on roles assigned to proxy in FAMS. Leveraged existing system when Financials was implemented Developed roles for Financials Enhanced the process for updating security in PS

13 FAMS

14 FAMS

15 FAMS

16 FAMS Must have an EmplID in HRMS to access FAMS. Must have an EmplID in HRMS to be designated a proxy. Create Proxy – gives individual same abilities as sponsor. FAMS is used for the security of an in house Personnel Action Form (PAF) system as well as HRMS and Financials.

17 FAMS

18 FAMS Sponsored Program departments = xx5xxxxxx Teams of Sponsored Program specialists are responsible for groups of Sponsored Program departments “Grants and Contracts Teams” captures the members of the teams “Grants and Contracts Departments to Teams” captures the departments that belong to each team

19 FAMS FAMS does not govern the security of all employees. Financial Support Services Internal Auditing Purchasing

20 FAMS – The PeopleSoft Side Create Record / Page Definitions for the Deptid / Project Authorization tables. Create Search / Add views to select / retrieve Deptids / Projects that a Campus User has access to, based upon the Authorization Tables. Modify Prompt tables in Record Definitions to use Custom Security Views. Modify identified Component Definitions to use Custom Security Views.

21 FAMS – The PeopleSoft Side 1.PeopleTools Customizations 2.Interface / Data Requirements 3.Detail Design −Custom Field Definitions and Translate Values −Custom Record Definitions −Customized Record Definitions −Custom View Definitions −Customized Components −Custom Page Definitions 4.Custom Interface Batch Process – SQR 5.Modified Delivered SQR Reports 6.Row Level Security 7.Maintenance

22 FAMS – PeopleTools Customizations Custom Field Definition - OU_GL_AUTHCODE. Auth Code Translate values: −001Financials Inquiry Only −002Requisition Add / Update / Cancel −003Requisition Approve −004PO Receiving

23 FAMS – PeopleTools Customizations Custom Record Definitions OU_GL_DEPTAUTH −Captures Deptid(s) and corresponding Fund Codes per User ID. −Data retrieved from FAMS, updated by batch process. OU_GL_PROJAUTH −Captures Project(s) and corresponding Fund Codes per User ID. −Data retrieved from FAMS, updated by batch process.

24 FAMS – PeopleTools Customizations Customized Record Definitions: Prompt Tables pointed to custom views. Enforces row level security by retrieving Deptids / Projects for specific Auth Codes CFCC2_AKS_SBRINQ_CRIT_TBL JRNL_ERROR_REQJRNL_PANELS_WRK PO_ACTG_ENT_WRK PV_RECV_FILTERPV_REQ_HDR_WRK REQ_ACTG_ENT_VWREQ_HDR REQ_HDR_VW REQ_INQ_WRKREQ_LN_DISTRIB REQ_PNLS_WRKREQ_RECON_SEL

25 FAMS – PeopleTools Customizations Custom View Definitions: Various Custom views cloned from original views Retrieves Deptids / Projects for specific Auth Codes. OU_GL_DAUTH_VWOU_JRNL_HDR_VWOU_INQ_EDALL_VW OU_GL_PAUTH_VWOU_JRNL_NPST_VWOU_INQ_EPALL_VW OU_GL_SPDATH_VWOU_KKQ_BDLD_VWOU_PO_DAUTH_VW OU_INQ_DALL_VWOU_KKQ_BDLL_DVWOU_PO_PAUTH_VW OU_INQ_DAUTH_VWOU_KXCP_BD_VW1OU_PO_RQSTR_VW OU_INQ_PALL_VWOU_KXCP_GL1_VW1OU_REQ_SRCH OU_INQ_PAUTH_VWOU_KXCP_PO2_DVWOU_RQID_ACTG_VW OU_JRNL_ALL_VWOU_KXCP_PO2_VW1OU_RQSTR_ACT_VW OU_ JRNL_DATE_VWOU_SPEEDTYP_VWOU_SPEEDAUTH_VW OU_JRNL_HDR_FVWOU_XCP_INQ_SRCH

26 FAMS – PeopleTools Customizations Customized Components: Changed Search records to Custom Views Retrieves Deptids / Projects for specific Auth Codes. JOURNAL_ENTRY_IE JOURNAL_FS KK_INQ_BD_DETAIL KK_XCP_BD KK_XCP_GL1 KK_XCP_PO2 REQUISITIONS

27 FAMS – PeopleTools Customizations Custom Department Auth Page:

28 FAMS – PeopleTools Customizations Custom Project Auth Page:

29 FAMS – Custom Interface Batch Process SQR Process that: Updates PS Financials Security tables with User Roles: PSROLEUSER −ReportSuperUser −EOPP_USER −OU_GL_INQ_CAMPUS - Financials Inquiry Only −OU_PO_REQADD_CAMPUS - Requisition Add / Update / Cancel −OU_PO_REQAPPR_CAMPUS - Requisition Approve −OU_PO_RECV_CAMPUS - PO Receiving PS_ROLEXLATOPR

30 FAMS – Custom Interface Batch Process Updates Department and Project Authorization tables OU_GL_DEPTAUTH OU_GL_PROJAUTH with authorized Deptid / Project values and Auth Code information from FAMS.

31 FAMS – Custom Interface Batch Process Retrieves Fund Code for the Deptid / Project ID from the PeopleSoft SPEEDTYP_TBL. Inserts the appropriate FUND_CODE into the Authorization tables. Updates the PS_REQUESTOR_TBL and the Requisition Setup section of the User Preferences (PS_OPR_DEF_TBLs). NOTE: In order to retrieve data efficiently, FAMS must have a LAST UPDATE DTTM stamp on every row that it stores. This enables the PS Financials system to retrieve data based on a date or a date range.

32 FAMS – Modified Delivered SQR Reports GLS General Ledger Activity FIN Journal Entry Detail GLS Journal Error Report GLS Budget Transaction Detail GLS Budgets / Actuals GLS Budget Status Report GLS Ledger Details report

33 FAMS – Row Level Security Permission Lists and Roles were developed to control Campus user access to the Maintain Requisitions pages. Row level security then ensures that the Campus user only adds, approves or changes requisitions for Deptids / Projects for which he or she is authorized. On specific pages, when a SpeedChart is selected, the DEPTID /PROJECT_ID is validated against the PS_OU_GL_DEPTAUTH / PS_OU_GL_PROJAUTH custom Authorization tables to ensure the Campus user has the appropriate Add authority for the Deptid / Project selected.

34 FAMS – Row Level Security When a Campus users clicks on Speedchart, the values are limited to what is stored in the Authorization Tables.

35 FAMS – Maintenance Interface Monitoring: Should be monitored daily. Can be re-run many times in batch mode or on an ad-hoc basis. Can be run for a date range, or default to current date Application Message Monitoring: Partial Sync application message sync’s the User Profile (only) data between HR and Financials. Monitor message on a daily basis. If errors or remains in a NEW status, OPRIDs may not be created in Financials.

36 FAMS – Maintenance Changes to FAMS: Changes to table structures in FAMS must be addressed in the FAMS to PS interface. The rest of the row level security code in PS will not be affected. The PS Financials row level security hinges on the Authorization tables PS_OU_GL_DEPTAUTH and PS_OU_GL_PROJAUTH tables. Changes to these custom tables will affect Row Level Security.

37 FAMS – Maintenance Impact of Patches and Fixes: Care must be taken not to overwrite custom Search views for components and prompt table edits for Record Definitions. Document all modifications, including SQR’s. Run compare reports prior to applying patches to show comments and customizations.

38 Questions?

39 Contacts Terri Pinkston Controller University of Oklahoma Karen Sturtz PeopleSoft Team Lead Information Technology University of Oklahoma

This presentation and all Alliance 2006 presentations are available for download from the Conference Site Presentations from previous meetings are also available