All-in-One Department Security Administrator Guide
Contents
1. Release or Approval Capability Approver APR DEPT CT APPR RQSB RL TRVL RL Update Capability updates a data base Preparer CATS DU CT PREP LVPA DU RQSB DU TRVL DU TRV NUM Browse Capability read only Read only AC BRWSE CATS DB CS BRWSE IN BRWSE VE BRWSE 282. Group Security Group Description LAFS Center ject 1 CATS DB_ BROWSE INVENTORY DATA 2 DSA DEPARTMENT SECURITY ADMINISTRATORS i 3 L Y PA DU_ DEPT LYPA ACCESS UPDATE CAPABILITY ie 4 RQSB DU_ DEPT PURCHASE REQUISITION UPDATE K 5 TRY NUM_ Y CAL AIRFARE AUTHORIZATION TRACKING vi denotes existing authorizations Direct Command Enter PF1 PF2 PF3 PF4 PF5 PFb PF PF8 PF9 PF10 PF11 PF12 confm help retrn quit flip pref bkuwrd frurd main 1 In the upper left are the Action codes In this example an action code of M Modify is selected 2 Move the cursor to the LAFS column that corresponds to the Security Group to be modified in this example RQSB DU and mark the column with a character in this example the letter x is used then press Enter The LAFS screen is displayed ready for your input 20 Scrolling performed 02 18 03 KKK Financial Systems Authorization System WKK FSAUPOOL SAMPLE Maintain Userid Authorizations ALLND Action A B C D M N P M Userid SAMPLE USER EXAMPLE Dept INFO INFORMATION SYSTEMS OFFICE Group RQSB DU DEPT PURCHASE REQUISITION UPDATE Use x to authorize all Accounts Funds and or Subs for this Dept xL Accnt Fund S OVNA wne px Direct Command Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 confm help retrn quit flip pref bkwrd frurd main There are two ways to authorize accounts A you can aut
3. All in One Financial System Authorization Functions Guide Terry Malosh Information Systems and Computing University of California Santa Barbara August 28 2008 Introduction The purpose of this document is to provide an overview of your duties as a Department Security Administrator DSA All in One is a suite of financial applications that includes a distributed role based authorization system Within All in One there is an authorization system which controls access permissions for both mainframe and web based financial applications All in One ALLNO1 itself is a Natural application that runs under Com Plete Access to Com Plete requires TN3270 access such as Host On Demand to login Some of the systems that are accessible via ALLNO1 include Requisition Express REx Capital Assets CATS Chart of Accounts Vendor Queries Liens Checks Invoices and the Authorization System for example In addition there are several web based applications Access to these applications will require a properly configured web browser such as Internet Explorer Netscape or Firefox to login Some of these systems which are accessible via a web browser include BORIS BARC the Purchase Order Repository System Transfer of Funds Transfer of Expenditures and Web Travel for example All these systems either Web based or within ALLNO1 itself are administered by a department DSA by using the Authorization System w
4. BORIS BORIS is Communications Services web based Billing Order and Repair Information System This system will enable your department to review monthly billing for telephone services track any installation work orders or repair requests and review account information The BORIS help system and FAQ are available at the Communication Services Accounts web Site http www commserv ucsb edu faculty 5Fand 5Fstaff accounts default asp Capital Assets Tracking System and EIMR Forms This system commonly known as CATS enables a department to review modify loan transfer or dispose of inventorial equipment Instruction manuals that provide detailed help on CATS and EIMR are available from the Equipment Management web site http www busserv ucsb edu Forms CATS 20User 20Manual pdf http www busserv ucsb edu Forms EIMR_User_Manual pdf Chart of Accounts Access to this system enables one to browse the Account Profile System for detailed information for all accounts Review accounts for your department and other UCSB departments While there is no on line help or formal training for this system it is largely self explanatory and is easy to use Questions regarding the Chart of Accounts can be directed to General Accounting Checks amp Invoices Browse invoices by Vendor or Purchase Order or search on a Check Number General questions regarding checks and invoices can be directed to Accounts Payable Department Liens Bro
5. an existing user was modified a P auser was purged from the system 3 The right side of the screen under Log User Log Date and Log Time is information about the modifier such as you the DSA For example from the above log file you can see that JLPOL Polan Jeffrey was added by user SCDOC on 09 12 1997 and was purged by user TAMAL3 on 01 17 2001 17 SG_Browse Security Group Members The Browse Security Group Members screen provides a snapshot of the current permission settings within your department This is an excellent way for you to keep track of who can do what for your department SAMPLE Group AC BRwW CATS D DSA RQSB D RQSB R TRYL D TRYL R Direct 02 07 03 wkk Financial Systems Authorization Browse Security Group Members Security Security Group Description Userid SE CHART OF ACCOUNTS BROWSES SAMPLE TAMAL2 U UPDATE INVENTORY DATA TAMAL2 DEPARTMENT SECURITY ADMINISTRATORS SAMPLE U DEPT PURCHASE REQUISITION UPDATE SAMPLE L DEPT PURCHASE REQUISITION RELEASER TAMAL2 U TRAVEL FORMS DEPARTMENT UPDATE SAMPLE L TRAVEL FORMS DEPARTMENT RELEASE TAMAL2 xxk End of Data xxx Security Group E Dept Code LMRP command ystem KKK USER EXAMPLE MALOSH TERRY MALOSH TERRY USER EMAMPLE USER EXAMPLE MALOSH TERRY USER EXAMPLE MALOSH TERRY Fb Pe FSAUPO13 ALLND Dept Code LMRP LMRP LMRP LMRP LMRP LMRP LMRP LMRP Ent er PF1 PF
6. gt 5 TRY NUM_ Y CAL AIRFARE AUTHORIZATION TRACKING 6 iy es 8 mal denotes existing authorizations Direct Command Enter PF1 PF2 PF3 PF4 PF5 PF6 PF PF8 PF9 PF10 PF11 PF12 confm help retrn quit flip pref bkwrd frurd main You are returned to the Maintain Userid Authorizations screen and will see a message like Authorized Userid DEPT USERID modified successfully A gt is now visible under the LAFS column for the security group just modified as indicated by the large yellow arrow above the presence of this character denotes that an existing authorization has been established If you do not see a gt have not successfully updated this person s entry B To authorize one or more specific Account Funds Scrolling performed 02 18 03 kk Financial Systems Authorization System KHK FSAUPOOL SAMPLE Maintain Userid Authorizations ALLND Action A B C D M N P M Userid SAMPLE USER EXAMPLE Dept INFO INFORMATION SYSTEMS OFFICE Group RQSB DU DEPT PURCHASE REQUISITION UPDATE Use to authorize all Accounts Funds and or Subs for this Dept L Accnt Fund S SOunmywmMnhwne e Direct Command Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 confm help retrn quit flip pref bkwrd frurd main 22 1 Position your cursor to any line below the L column in the above screen the cursor has been moved to line 1 then p
7. s confm help retrn quit flip pref bkwrd frwrd main Screen Elements The major screen elements of the LAFS screen have been numbered 1 In the upper left are the Action codes A B C D M N P These action codes are the very same that you use to maintain user authorizations 2 The Userid Dept and Group are displayed for the person you have selected on the user authorization screen 19 3 Under the columns labeled L Accent Fund S there are 10 rows visible on this screen there are 20 rows maximum 4 At the bottom of the screen are the Function keys such as PF1 PF2 PF3 and so on on your keyboard they may appear as F1 F2 F3 etc Note that by pressing F7 PF7 you scroll back one screen pressing F8 PF8 scrolls you forward one screen and your row counter shows lines 11 through 20 How to access and fill out the LAFS screen In order to fill out the LAFS screen you must first be at the Maintain Userid Authorizations screen the below example assumes that you are already at this screen Enter changes 02 18 03 kk Financial Systems Authorization System Wkk FSAUPOOL SAMPLE Maintain Userid Authorizations ALLND Action A B C D M N P M Userid SAMPLE__ USER EXAMPLE Dept INFO INFORMATION SYSTEMS OFFICE Default Dept Y Y Y Assign this Dept at Logon E Mail Nickname NICKNAME IS amp C Security Add Modify or Blank Out Security Groups Mark to Authorize Userid for Security Cost Pro
8. system are available from Travel Accounting The UCLA Travel Center web site is at http www travel ucla edu index shtml Authorization Screens The Application Menu Below is an example Application Menu screen This menu displays all the Natural applications that you are permitted to use The Application Menu is a special menu available only to our All in One users Your Application Menu screen may differ somewhat from the example below If you have been permitted access to any other Natural applications for example STARO1 these will be displayed on your particular Application Menu 02 07 03 xk NATURAL Application Selection k x UNAPPOOO SAMPLE Application Menu UNAPO2 ib teh al Code Application Description 1 ALLND Financial System Functions Demo 2 ALLNO1L Financial System Functions 3 eT Public Utilities lt lt Com Pass Help Terminate Code HL Select Code or Type in Desired Application Enter Pris PF2 PEd PPa lt FPS Pbo Frr Phe P ee o P Pl e Prii Peie help quit A small number of All in One users do not use this Application Menu There is a variety of reasons for this for example if the user needs access to a variety of special Com Plete utilities such as UQ UEDIT or UDS this menu is unsuitable If you are one of these users you will see the Com Pass screen see below example If you have any questions about why you have or someone in your department has the A
9. 2 PF3 PF4 PF5 PFb PF1 PF8 PF9 PF10 PF11 PFi2 help retrn quit bkurd frurd main 1 For each Security Group 2 The Userid Name and Department Code of each person linked to it are displayed For example there is one person linked to the CATS DU security group TAMAL2 MALOSH TERRY A 18 LAFS LAFS is an acronym meaning Location Account Fund Sub Certain systems in All in One require that this special screen be completed to authorize account funds and or subs You will need to fill out the LAFS screen for the following security groups All RQSB and LVPA security groups The CS BRWSE security group and The APR DEPT security group If you fail to complete this screen your user will not be able to process Purchase Requisitions or manage low value purchase order numbers for your department Scrolling performed 02 07 03 AKA Financial Systems Authorization System xk FSAUPOOL SAMPLE Maintain Userid Authorizations ALLND Action A B C D M N P Userid SAMPLE MALOSH TERRY SAMPLE USER Dept INFO INFORMATION SYSTEMS OFFICE Group L PA DU DEPT L PA ACCESS UPDATE CAPABILI Use 3 authorize all Accounts Funds and or Subs for this Dept xL Accnt Fund S t 2S ep ea S SiS fee So ages Ahh es Sa Sid say ane N gr see lc rae E 7 ee ae ee oe ia DEAS Direct Command Enter PF1 PF2 PF3 0 PFFF b PF Pree Pr S gt PE 1O P Fil PFl2
10. QSB RL Software Depot Visit the SWDEP AP Sherene Strobach Instructional Computing Software Depot Web Site TV Y CAL Airfare Authorization Tracking Also visit the TRV NUM Asger Pederson Accounting Services amp Number UCLA Travel Controls Center Web Site Asger Pederson Accounting Services amp Vendor File Queries VE VE BRWSE Controls Lisa Klock Purchasing Access via UCSB TOF DB Transfer Of Funds Espresso Web TOF DU Arliene Shelor Budget amp Planning Site TOF RL Access via UCSB TOE PRE1 Connie Feeley Accounting Services amp Transfer Of Expenditures Espresso Web TOE REV1 Controls Site Web Travel Voucher Access via TRVL DU Asger Pederson Accounting Services amp WEB TEV Site TRVL RL Controls 26 Security Group Naming Conventions Suffix or Prefix Examples Meaning DU RQSB DU Department Update preparer TRVL DU RL RQSB RL Department Release approver TRVL RL DB CATS DB Database Browse LVPA DB BRWSE AC BRWSE Database Browse VE BRWSE NUM TRV NUM Number RQSB RQSB DU Requisitions Santa Barbara System TOF TOF DU Transfer of Funds System TRVL TRVL RL Travel System LVPA LVPA DB Low Value Purchase Authorization System CATS CATS DB Capital Assets Tracking System Permission Structure of All in One generalized Level of Permission Security Level Security Group Examples Department Security Administrator Administrator DSA
11. SG Browse Security Group Members by Group 5 To select a function input one of the above Codes and press Enter each Code and Function is discussed in the sections below 6 All departments Dept have a 4 character code You must know your own department code s If you are responsible for more than one department you can switch between departments by typing other department codes here 7 The Function keys PF1 thru PF12 are displayed here on your keyboard these normally correspond to F1 thru F12 Function keys differ slightly depending where you are in the Application or what function you may be using 11 UA Maintain Userid Authorizations The Maintain Userid Authorizations screen is used to execute the Action you wish to perform for your department As a DSA you are responsible for adding purging and modifying security permissions for members of your department 02 07 03 xxkkk Financial Systems Authorization System ekACk FSAUPOO1 SAMPLE Maintain Userid Authorizations ALLND Action A B C D M N P W Userid Dept INFO Default Dept Y _ Y Assign this Dept at Logon E Mail Nickname Add Modify or Blank Out Security Groups Mark to Authorize Userid for Security Cast Pro Group Security Group Description LAFS Center ject 1 2 Es 3 4 D 5 gt denotes existing authorizations Direct Command Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 confm help retrn qu
12. a name is easy just type a name or part of a name in the User name field and press Enter gt As Items in the window are cursor sensitive you can select the User Name you want by moving the cursor to it and pressing Enter How to List All Security Groups gt Move the cursor to the Security Group field gt Press PF1 gt Anew window will open up which displays a list of all Security Groups as in the below example Position cursor or ENTER screen value to select 02 07 03 Financial Systems Authorization System FSAUHOO4 SAMPLE Help for Security Groups ALLND Security Group Security Group Description TR NUM Y CAL AIRFARE AUTHORIZATION TRACKING TRAVEL REQUEST UNRESTRICTED AUTHORIZATIN TRYL DU TRAVEL FORMS DEPARTMENT UPDATE TRAVEL FORMS ENTRY TRAVEL FORMS MAINTENANCE TRAVEL APPLICATION MAIN MENU WEB TRVL RL TRAVEL FORMS DEPARTMENT RELEASE TRAVEL APPLICATION MAIN MENU WEB TRAVEL FORMS RELEASE U CHART OF ACCOUNTS BROWSES Security Group RV Enter PFl PP2 PRd FF4 lt P Po sP Fh Oe F i ts P oP Ro help retrn bkwrd frwrd pri gt Window functions such as PF7 backward and PF8 forward can be used to scroll through this list gt Searching on a Security Group is easy just type a group or part of a group in Security Group field and press Enter gt As items in the window are cursor sensitive you can select the Security Group you want by moving the cursor to it and pressi
13. as indicated by the large arrow above the presence of this character denotes that an existing authorization has been established If you do not see a gt you have not successfully updated this person s entry 24 System Cross Reference ALLN Menu System Name Code and or Security Contact Web Site Group s Authorizations AU DSA Terry Malosh Information Systems amp Computing Approvals AP APR DEPT Lisa Klock Purchasing of Requisitions AR DA Steve Kriz Billing Accounts Receivable amp BARC Access via AR DAU Cashiers Office BARC Web Site AR DAPR Access via BORIS Comm Services CS BRWSE Reilly Pollard Communication Services Web Site Chart of Accounts CA AC BRWSE Dale O Donnell Accounting Services amp Controls Checks Invoices CI IN BRWSE Asger Pederson Accounting Services amp Controls Browse Update CATS CATS DB Inv and EIMR data CT CATS DU Vaughn Boyle Purchasing CT APPR CT PREP Department Account DA AC DEPT Dale O Donnell Accounting Services amp Profile Functions Controls Liens LN LIEN DEP Asger Pederson Accounting Services amp Controls Purchase Order Access via UCSB PORS DB Lisa Klock Purchasing Repository System Espresso Web PORS EM1 Site Continued on next page 25 ALLN Menu System Name Code and or Security Contact Web Site Group s LVPA DB Requisition Express RX LVPA DU Lisa Klock Purchasing RQSB DU R
14. emble Authorized Userid DEPT USERID modified successfully This means you have modified this user s entry How to display Next User 14 hS gt Action N press Enter gt The next authorized user is displayed How to Purge a User gt Action P gt Type a Com Plete userid in Userid Press Enter gt Respond to the WARNING message Are you sure you want to purge this record gt Watch for the appropriate confirmation message at the top of the screen that the user has been purged How to List All Userids gt Move the cursor to the Userid field gt Press PF1 gt A new window will open up with a list of all Com Plete Email and other Userids as in the below example CAUTION do not assume that a user in this list has All in One access Position cursor or ENTER screen value to select 027 07 03 xxkxKk Help for Userid xKx FSAUHOOB SAMPLE ALLND User Name Userid Dept DAGATA JOHN CHRISTOPHER JCDAG ATHL DAGGETT TRACY R TRDAG GEOL DAGLI NADIR NDAGL ELEG DAHLEH MARIE D MDDAH ENGR DAHLEN LISA R LRDAH BUSS DAI KHOA D KDDAI LERN DAI XLANZHE XDAI MATH DAILO GRACIE L GLDAI EFPR DAL POZZ0 WENDY Y WYDAL BISE DAMEREL TERRY A TADAM1 FNAD DAMEREL TERRY A TADAM FNAD User name Enter PFi PF2 PF3 PF4 PF5 PF6 PF PF8 help retrn bkwrd frurd gt Window functions such as PF7 backward and PF8 forward can be used to scroll through this list 15 gt Searching on
15. horize all Account Funds for this user or B you can authorize specific Account Funds for this user A To authorize all Account Funds specific to a departmental code Scrolling performed 02 18 03 wkk Financial Systems Authorization System soko FSAUPOOL SAMPLE Maintain Userid Authorizations ALLND Dept INFO INFORMATION SYSTEMS OFFICE Action A B C D M N P Userid SAMPLE USER EXAMPLE Group RQSB DU DEPT PURCHASE REQUISITION UPDATE Use to authorize all Accounts Funds and or Subs for this Dept xEVAcent Fund Ss 6 x x SOwuawynmonhwne e Direct Command Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 confm help retrn quit flip pref bkwrd frwrd main 1 Select an action code of M Modify 2 Online 1 input an 8 in the L column and a single under the Acent Fund and S columns press Enter 21 Authorized Userid INFO SAMPLE modified successfully 02 18 03 xk Financial Systems Authorization System sek FSAUPOOL SAMPLE Maintain Userid Authorizations ALLND xAction A B C D M N P E xUserid SAMPLE__ USER EXAMPLE xDept INFO INFORMATION SYSTEMS OFFICE Default Dept Y Y Y Assign this Dept at Logon xE Mail Nickname NICKNAME IS amp C Security Add Modify or Blank Out Security Groups Mark to Authorize Userid for Security Cost Pro Group Security Group Description LAFS enter ject 4 RQSB DU_ DEPT PURCHASE REQUISITION UPDATE
16. ions you can exercise Add Browse Clear screen Display Modify display Next record and Purge Userid This field is where you input the Com Plete userid of the All in One user or select the userid from a list Dept This field is where you can input a 4 character department code In addition it lists the departments for which you have been authorized to use Default Dept This field is where the default or initial department is designated Because a user can be authorized for more than one department the default department is the one that is automatically assigned when the user logs on to All in One E mail Nickname All in One has a mini Email directory that is maintained by IS amp C All in One requires each user to have an email address and IS amp C will assign an email nickname that corresponds to that email address Normally this is the Com Plete userid Security Group This field is where you input the Security Group that you wish to link user to or select from a list To unlink a user blank out the unwanted Security Group LAFS This function enables a DSA to allow input of the LAFS to be authorized for the REx Security Groups Cost Center Not implemented Project Not implemented Direct Command Direct Commands allow one to quickly navigate through the All in One system bypassing the normal menus To use this feature you must be familiar with the two character function codes used by this system 13 Comm
17. it flip pref bkwrd frwrd main Screen Elements What You Need to Know Fields This screen displays the fields that are used to maintain authorizations for individuals in your department such as for the field named Action for example Help There is an online help facility Most fields on this screen have additional information that can be displayed by positioning the cursor to the field of interest and pressing PF1 Message Line The top line of the screen is a message line Whenever an Action is executed the system will respond with a message regarding what action was taken Scroll Forward Backward Press PF8 frwrd to Scroll Forward and view additional Security Groups if any Pressing PF8 for example once will result in lines 6 thru 10 being displayed As of this writing a maximum of 30 Security Groups may be linked for an individual Pressing PF7 bkwrd will enable you to Scroll Backward Return to previous Menu Press PF2 to return to the previous menu 12 Return to Main Menu Press PF12 to return to the Main Menu Quit To quit the All in One application press PF3 Department Codes All departments at UCSB have a 4 character code that is maintained by the Accounting Services and Controls department For example the code for Information Systems is INFO As a DSA you must know all department codes for which you are responsible The Fields What You Need to Know Action This field has 7 funct
18. ithin All in One ALLNO1 The purpose of DSA training and this overview is to acquaint you with this authorization system There are two versions of All in One a ALLNO1 is the production system and contains production data and a ALLND is the demonstration version and contains test data TABLE OF CONTENTS The BASICS mnnn 4 How To Request All In One scscsscsssssssssesscssccssescsssssssssnsscessessescessnesessnessessssossossnssessnessessessoseessoss 4 System Requirements cccssscscscssccscscscscccssccssccsscsssscsscssscssscsssssccssscssesssssscssscsssscessessessssecssessoeses 4 Your Duties as a Department Security Administrator DSA e sessessessesessoesesoessesessoesessossesosssesoesossesso 5 Duties of the Campus Security Administrator CSA ssesessessesoessescosoesseseosoesessossesoessesoesoesessossesoesseee 5 How t Become a DSA ssicsscsccccaccssesiccsscccceccetacsestesdesecuses sosseivndassatheseddesvesesiadusessscsdesvadadsetasiasdeisededseisadesle 5 What Can I Use All in One For scsccsssssesscsscsssescssssssessncsccssessescsssnesscsnsscessessessossnssessnessessessoseseoes 6 Authorization Screens 8 The Application Menu ccccssssssesscssssscsscsssncssssssscesssssescsssnsssssnescesenessssnessessessossossnesessneseessessoseeseoss 8 TURE Mian MI E AE A A EAEN 9 The Authorization System Main Menu e sessesseseosoesessessesoosoesessossessossesoesseseesossesoossesoesoe
19. lete service center html gt If the user is new to Com Plete fill out and submit the IS amp C Services Request Form Be sure to check the boxes for Com Plete and ALLNO1 which will appear on a subsequent page after you press Submit gt Ifthe user already has Com Plete you still need to fill out and submit the IS amp C Services Request Form The request will be transmitted to IS amp C security for processing Once IS amp C staff has finished setting up the applicant you will be notified by email Please allow adequate time for processing Retain your copy of the request form for audit purposes for a period of two 2 years after the authorization has been deactivated System Requirements In order to use an All in One secured application the following are required Approval of a DSA Department Head or acting Head to use All in One TN3270 emulation software Host on Demand HOD or equivalent Information about HOD is available at http www isc ucsb edu osg hod index html A Computer Center Account A Com Plete userid and Com Plete password An Email address An entry in the UCSB Directory and An entry in the All in One authorization system Your Duties as a Department Security Administrator DSA As a DSA you will Initiate requests for All in One access Add users to All in One Link or unlink users to All in One security groups Set up LAFS account information as needed Purge user
20. ng Enter 16 UL Userid Authorizations Log File You can always review the history of which permissions have been added modified or purged for any user in your department Any action that updates the authorization database generates a log item that is added to this log file Position cursor or ENTER screen value to select 02 07 03 xxx Financial Systems Authorization System KKK FSAUPO19 SAMPLE Browse hy Authorizations Log File ALLND Loy Lo Log Log Dflt E Mail Userid Name Action User Date Time Dept Nickname JLPOL POLAN JEFFREY L A scbpoc sakepel EIR Nal eee LFR M scboc 1997 09 12 09 48 436 Y JLE M SCDOC WEES AE e aie aiek JLP P TAMALS okoa oe aa eas JLP JMGOV GOVEAN JANET M A LNLUI EE joss a piee lo ag JG E GSJOH 1995 10 20 12 51 416 Y JG A LNLUI 1997 04 03 12 09 108 Y JG M LNLUI he b ee OL tad Oke fn a OP ag JZG M YJGOY 2003 01 14 13 14 018 Y VIGOV JMLOR LEVY JILL M A VIGOV 2003 02 04 08 22 524 JMLOR M VIGOV 2003 02 04 08 23 021 JMLOR Dept Userid YYYYMMDD HHMMSST INFO WLP Direct Command Enter PF1 PF2 PF3 PF4 PF5 PF6 PF PF8 PF9 PF10 PF11 PF12 help retrn quit bkwrd frurd print main These log files are permanent and cannot be altered Audit Services can review these log files at any time 1 The left side of the screen under Userid and Name is information about the person that was modified 2 The Log Action codes are a A anew user was added to the system a M
21. nual is available on line at the TOE web site Transfer of Funds By using the web based Transfer of Funds TOF system you can create track modify forward approve or reject a transfer of funds General questions regarding the TOF system can be directed to the office of Budget and Planning A user manual is available on line at the TOF web site Vendor Query Look up Vendors and obtain business addresses phone numbers and other information This system may be a helpful research tool for identifying and selecting Vendors for commodities or services that your department may be considering There is an on line help facility included in this easy to use system General questions regarding the Vendor System can be directed to Asger Pedersen in Accounting or Lisa Klock in Purchasing Web TEV This web based system enables departments to create modify and browse on line travel vouchers As a DSA you must designate approvers who are charged with the review and approval of travel vouchers Formal training from Travel Accounting is required to use this system The Web TEV web site is https apps accounting ucsb edu travel Y Cal Airfare Authorization Generates a Tracking Number that can be used to authorize the purchase of a State of California Contract Airfare if traveling on official university business through the UCLA Travel Center Your department may be able to save on airfare by using this system Instructions on how to use this
22. on Tasks Cheat Sheet Presented below are the most common tasks you may be called on to perform in the execution of your DSA responsibilities How to Add a User to your Department gt Fill out and submit the All in One Access Request Form Once you hear back from IS amp C proceed with the below steps Action A Type a Com Plete userid in Userid Verify that Dept is correct Set the Default Dept to Y or leave blank if another department is the default Type a nickname in E Mail Nickname normally the Com Plete userid Input one or more Security Groups press Enter Watch for the confirmation message at the top of the screen that should resemble Authorized Userid DEPT USERID added successfully This means that you have added the user to your department VVVVVVV How to Browse Users in your Department gt Action B press Enter gt A list of your users will be displayed for your review How to Clear the Screen gt Action C press Enter gt This screen is cleared How to Display a User gt Action D gt Type a Com Plete userid in Userid Press Enter gt The user is displayed How to Modify a User gt Action M gt Change any field on the screen as necessary press Enter Normally pressing will result in the fields being capitalized Press Enter a second time to update gt Watch for the appropriate confirmation message at the top of the screen that should res
23. ou that you have been added to the DSA security group you will see the AU code on your Main Menu To access the Authorization System input AU as the Code press Enter The Authorization System Main Menu The Authorization System Main Menu is only available to a DSA The three functions displayed codes UA UL amp SG on this menu enable a DSA to fully maintain and monitor permissions within the All in One system There are several important components common to All in One screens Please refer to the below annotated screen for a detailed explanation 02 07 03 kkk Pi nancial Systems Authorization System Kk FSAUPO10 SAMPLE Main Menu ALLND Code Function UA Maintain Userid Authorizations UL Browse Userid Authorizations Log SG Browse Security Group Members by Group See Dept INFO Direct Command Enter PFl PF2 PF3 PF4 PF5 fFFo PF PFe PF9 PFig PFii PFi2 help retri quit main 10 Screen Elements 1 In the upper left corner today s date and your Com Plete userid are displayed 2 In the center of the screen the title is displayed Financial Systems Authorization System Main Menu 3 In the upper right the Application is displayed ALLND Normally you would be in the production application for your regular work ALLNO1 4 The three Codes amp Functions that are available to DSAs are a UA Maintain Userid Authorizations a UL Browse Userid Authorizations Log a
24. pplication Menu versus the Com Pass screen do not hesitate to ask ial Sate p ae TID We UCSBMYVS User SAMPLE 02 07 03 o GUNES o USTS Suspended Programs Program Services Programs Name C Level PF Service Description Programs ID PF 1 i NATURAL NAT 22 fal lout 2 14 UPROF UPROF BETOZ 3 15 COST OF SESSION UCOST ie ahs FULL SCREEN EDITOR UEDIT D 04 UPDS UPDS ESIOS UDS UDS F 06 Ug ug CEAT Enter Input HELP LU Name TCPOOO65S HC TID Recall Language 001 Devtype 3279 VS Device Suspend lt PAL Case 2 UPPER Lines 24 Key PA2 Jump NO NO Columns 80 The Main Menu Once you log into All in One either the production version ALLNO1 or the demo version ALLND you will see the Main Menu as in the below example 02 07 03 kk Financial Systems Functions All In One Wkk FSAUPO17 SAMPLE Main Menu ALLND Code System Ra Requisition Express AP Approvals of Requisitions AU Authorizations Cir Browse Update CATS Inv and EIMR data TV Y CAL Airfare Authorization Tracking Num Code BL Dept INFO Direct Command Etar PFI PE Pr RRE P roRe Ea E RFP ROEP FII ERR help retrn quit main Keep in mind that your screen may look quite different The Systems and Codes that appear on a Main Menu depend on the Security Groups to which one is linked Rule as the DSA you can setup access to any security group for anyone you want including yourself Once the IS amp C Campus Security Administrator CSA has informed y
25. ress F1 or PF1 help Scrolling 02 18 03 Position cursor or ENTER screen value to select FSAUPOOL SAMPLE 02 18 03 xx Active Accounts by Department FSAUHO1O ALLND SAMPLE xAction A GE Loc Account Fund i N UPDATE Use ept xL Acc 8 668500 4 EQUIPMENT AND FACILITIES 1 8 668 8 668500 05397 5 SYSTEMS amp PROGRAMMING AEA 8 668500 07427 2 GENERAL ASSISTANCE are oe 8 668500 07427 5 SYSTEMS AND PROGRAMMING A Pen ee 8 668500 07427 6 EMPLOYEE BENEFITS alee 8 668500 19900 SALARIES ACADEMIC By 8 668500 19900 1 Psacaaies STAFF coe pacar 8 668500 19900 2 GENERAL ASSISTANCE Ciel hee oe 8 668500 19900 3 IJ SUPPLIES AND EXPENSE Sara Scere 8 668500 19900 4 EQUIPMENT AND FACILITIES TOS 8 668500 19900 5 SYSTEMS amp PROGRAMMING Department Loc Account Fund Sub INFO _ Direct Com Enter PF1 PF2 PF3 PF4 PF5 PF6 PF PF8 Enter PF1i help retrn bkurd fruwrd 1 PF12 confm help main 18 036 2 A new window will open up which will display all your department s Active Accounts You can then scroll through this list move up to an Account Fund Sub with your cursor in this instance 8 668500 19900 3 was selected press Enter Scrolling performed 02 18 03 xk Financial Systems Authorization System kkk FSAUPOOL SAMPLE Maintain Userid Authorizations ALLND Action A B C D M N P M Userid SAMPLE USER EXAMPLE Dept INFO INFORMATION SYSTEMS OFFICE Group RQSB DU DEPT PURCHASE REQUISITION UPDATE Use to a
26. s from All in One and Function as your department s liaison with IS amp C Duties of the Campus Security Administrator CSA The responsibility of the Campus Security Administrator is to Train DSAs to use the All in One system Support DSAs in their All in One duties Set up DSAs to use the All in One applications ALLNO1 and ALLND Coordinate the creation of new Com Plete userids and accounts Troubleshoot problems as they arise within All in One and Announce new All in One components as they are released How to Become a DSA In order to become a DSA you must be a UCSB employee and your Department Head or Acting Department Head must grant formal approval If your department is interested in using this system the Campus Security Administrator will contact your Department Head to explain the requirements What Can I Use All in One For The suite of systems available within All in One has broadened considerably over the years and now includes the following systems Q Authorizations The Authorization system enables a DSA to administer access for any of the systems available through All in One BARC The web based Billing and Accounts Receivable system will enable your department to view customer accounts prepare and submit batch jobs or receive notification to review transactions The BARC system and on line tutorial is available at the following web site http www busserv ucsb edu barc tutorial htm
27. seosossessossesossse 10 UA Maintain Userid Authorizations esseseroesesesccocsosoesesecceeeroroesesecoesecoeroroesesecocoerororsesesoeoesoroesesecoee 12 Screen Elements What You Need to Know ccccccccesseescesseeesceseceeeeseceaecaecaecaeecaeeeaeeeeeeeneees 12 The Fields What You Need to Know 0 cccccceseesseesseeseeeseeeeescceseceseceseceaeceaeceaecaaecaeeeaeeeneenneens 13 Common Tasks Cheat Sheet cccccccsceescessceeeceeeeesecesecaeceaecaeecaeeeneeeeeeeeeeeeeeeeeeeeeseeeseenaeenaeeaes 14 UL Userid Authorizations Log File cscccsssscsssscsscssssscssenssscsssscessnesssssscessessessssssesssssessessessesseees 17 SG Browse Security Group Membe 5 scccssccsssccsscssccssscscssscecscecscssscsssscsssssesssecsseessesseesseessesssees 18 LAES saves E E E E E E E EE NE OE O EE O OA EOE O E 19 Screen E OO O e T e sea loan E EE E N EEE 19 How to access and fill out the LAFS screen cccccccccesseesceeseeeeceeceseceseceseceaeeaecaecaeeeaeeeneeeeeees 20 System Cross Reference 25 Security Group Naming Conventions occcccocoeoonnnsnee 27 Permission Structure of All in One generalized 2s The Basics How To Request All In One To request All in One access you must be a current DSA Department Head or acting Department Head The request form can be accessed via the web by visiting the Com Plete Service Center at http www isc ucsb edu osg complete comp
28. uthorize all Accounts Funds and or Subs for this Dept KL Accnt Fund S ff 668500 19900 3 oon mahune 1 Direct Command Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 confm help retrn quit flip prer bkuwrd frurd main 3 The Account Fund Sub is grabbed from the window and inserted into the line you selected 23 4 Press Enter to update this entry Authorized Userid INFO SAMPLE modified successfully 02 18 03 wk Financial Systems Authorization System sek FSAUPOOL SAMPLE Maintain Userid Authorizations ALLND Action A B C D M N P J Userid SAMPLE__ USER EXAMPLE Dept INFO INFORMATION SYSTEMS OFFICE Default Dept Y Y Y Assign this Dept at Logon E Mail Nickname NICKNAME IS amp C Security Add Modify or Blank Out Security Groups Mark to Authorize Userid for Security Cost Eros Group Security Group Description LAFS enter ject 4 RQSB DU_ DEPT PURCHASE REQUISITION UPDATE gt 5 TRY NUM_ Y CAL AIRFARE AUTHORIZATION TRACKING as 6 r 8 vi denotes existing authorizations Direct Command Enter PF1 PF2 PF3 PF4 PF5 PFb PFr PF8 PF9 PF10 PF11 PF12 confm help retrn quit flip pref bkwrd frurd main You are returned to the Maintain Userid Authorizations screen and will see a message like Authorized Userid DEPT USERID modified successfully A gt is now visible under the LAFS column for the security group just modified
29. wse department lien balances for departments by Purchase Order or Location Account Fund Sub LAFS General questions regarding department liens can be directed to Accounts Payable Purchase Order Repository System PORS Purchase or change orders are transmitted electronically to a on line repository where it is saved as an Adobe PDF Portable Document Format file The PORS Instruction manual is available at http www purchasing ucsb edu Forms PORS Manual pdf Software Depot purchases The Campus Office of Software Licensing COSL provides software acquisition and licensing services to the UCSB community General questions regarding the use of the Software Depot may be directed to Instructional Consultation Requisition Express This system commonly known as REx enables departments to create modify and browse on line purchase requisitions As a DSA you must designate approvers who will be responsible for the review and approval of requisitions In addition you can enable your department to create modify and browse LVPA low value authorization numbers Formal training from the Purchasing Department is required to use this system Transfer of Expenditures The Transfer of Expenditures TOE application is a web based system that enables departments to transfer non payroll expenditures recorded in the General Ledger General questions regarding the TOE system can be directed to Sandra Featherson in Accounting A user ma
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