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Decentralized Access Control System
(DACS) User Guide
Last Revised: July 2017
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Revision Control
Document Title: Decentralized Access Control System (DACS) User Guide Author: Jacqueline Kuenz for CSUSB – Finance & Administrative Services File Reference: DACS User guide.docx
Date By Action Section
12/2016 Jacqueline Kuenz Original document All
2/2017 Jacqueline Kuenz PeopleSoft screen updates All
6/2017 Jacqueline Kuenz Available Functions
7/2017 Jacqueline Kuenz Adding Signatures 3
Questions or concerns about this document, please contact Accounting Services at x75153.
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Contents Revision Control ............................................................................................................................................ 2
DACS (Decentralized Access Control System) ............................................................................................... 4
Background – Delegation of Authority ..................................................................................................... 4
What is DACS? ........................................................................................................................................... 4
Benefits of DACS ....................................................................................................................................... 4
What information is included in DACS? .................................................................................................... 4
Updating DACS .............................................................................................................................................. 5
Log into MyCoyote .................................................................................................................................... 5
1. PeopleSoft – DACS Functional Approvers ............................................................................................. 7
a. Adding/Removing Authority over a Chartfield String ................................................................. 10
b. Adding/Removing Authority to a Specific Function .................................................................... 10
Quick reference to Business Units and Charts of Accounts ........................................................................ 12
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DACS (Decentralized Access Control System)
Background – Delegation of Authority In order to promote greater economy and efficiency, the legislature has delegated authority concerning
certain activities, such as purchasing and contracting, and real and personal property to the California State
University (CSU). The CSU Board of Trustees further delegates such authority to campus presidents and/or
designee pursuant to Executive Order 1000. Accountability for the management of the property, assets,
financial and human resources of the University ultimately rests with the President who expects those with
signature authority to safeguard University resources by establishing and maintaining sound business
controls that deter and detect any potential misuse of resources
What is DACS? DACS (Decentralized Access Control System) is a solution intended to manage the Delegation of Authority for
Financial and Administrative functions in our campus. This system, developed by CSUSB, effectively replaces
the use of Signature Authorization forms.
Benefits of DACS Paperless solution (Peoplesoft)
Decentralized maintenance
Single repository accessible by all authorized users
Seamless interface for systems (example: Travel Concur)
Audit trail for changes
What information is included in DACS? DACS is comprised of tables that contain employee and financial information associated with delegation of
authority:
Administrative and Finance functions
Alternate supervisor (Concur)
Chartfield information (includes division)
Employee information (inherited from other PS modules)
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Updating DACS
Log into MyCoyote From csusb.edu home page top menu bar
Log into MyCoyote using your credentials
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Choose PeopleSoft
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PeopleSoft – DACS Functional Approvers
After logging into MyCoyote navigate from the PeopleSoft Main Menu: Click the Home link
Breadcrumbs: SB Custom > SB SA Custom Menu > DACS> Use > DACS > DACS Functional Approvers
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Search by Employee ID, Last Name, and/or First Name (the page will display for the employee ID searched).
Employee’s information page will appear for the Employee ID searched. You will find Employment Record Status information about the employee searched. NOTE: The first Employee Record will appear and may not be the current record of the employee. Each approver record will list at least two sections of information: (1.) FS Approving Information box and at least one Function Access box (a.).
1
} {
a.
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1 FS Approving Information indicates which chartfield string(s) an employee has authority to approve. You may refer to the Quick reference to Business Units and Charts of Accounts section for a breakdown of chartfield string components.
Function Access indicates which function associated with the chartfield string(s) an employee has authority to approve.
Current Available Functions: ALL: All Functions | PS: Printing Services | TA: Travel Approval | DE: Direct Expenditure
To view all chartfield strings assigned to an approver, select the VIEW ALL link at the top of the FS Approving Information box.
a.
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1. Adding/Removing Authority over a Chartfield String
To add a new chartfield string to an authorized
approver, click the symbol on the top right of any chartfield string record. The new record will appear just below the record in
which you selected the button. To remove a chartfield string
simply select the symbol next to the record. You will receive a notification of confirmation to delete. Select OK. Once you make your changes scroll to the bottom of the page and select SAVE.
2. Adding/Removing Authority to a Specific Function
To add a new chartfield Function to an authorized
approver, click the symbol on the top right of any chartfield string record, next to “Function Access” box. The new record will appear as the subsequent number (e.g. “1 of 1” becomes “2 of 2”).
Depending on the number of functions
which already exist, this number will
increase by the number of you click
(e.g. “1 of 1” becomes “2 of 2”).
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To view all Functions for a specific Chartfield String, select View All. Once you make your changes scroll to the bottom of the page and select SAVE.
3. Adding Signature
To add a signature image, select ADD SIGNATURE. User will be prompted to select the image file (.jpg or .png) to be uploaded. Select CHOOSE FILE, locate and select the file to be uploaded, then select UPLOAD. The image will be visible. Once you add your image file scroll to the bottom of the page and select SAVE.
No signature
on file
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Quick reference to Business Units and Charts of Accounts The campus Chart of Accounts (COA) encompasses 5 different Business Units. A Business Unit (BU) is a
financial operating structure (or financial “world”) that contains specific operational rules and processes
and a Chart of Accounts (chartfield) structure.
Our campus contains 5 Business Units:
SBASI – Associated Students Inc. (ASI)
SBCMP – California University Campus – our main operating Business Unit
SBFDN – University Enterprises Corporation (UEC) Prior to 7-1-2011, CSUSB Foundation
SBPHL – CSUSB Philanthropic Foundation
SBSUN – Santos Manual Student Union
Each of these Business Units has its own operating rules and Fund chartfields that specific to it. It is
important to familiarize yourself with which Funds your department has and in which Business Unit they
reside and operate. Training courses are available for any fund.
Account chartfields are shared across Business units
Funds are specific to the BU they operate in.
DeptIDs are shared across Business Units
Class chartfields are specific to FDN and PHL. They are shared in CMP, ASI, and SUN Project chartfields are specific FDN and PHL. They are shared in CMP, ASI, and SUN
SBCMP Business Unit
The COA for SBCMP encompasses hundreds for Funds, DeptIDs, Accounts, Class codes, as well as
Project chartfields. The common format is shown below.
Sample: Account – Fund – DeptID Class – Project
660003 – SB001 – D0100 11264 – FAC_PROF_DEVEL
Chartfield ACCOUNT FUND DEPTID CLASS PROJECT
Length 6 char Numeric
5- char Alpha Numeric
1ST 2 char Always letters
5- char Alpha Numeric
5 Char Alpha numeric
15-char Alpha Numeric
Example 660003,101900,
601826, etc SB001,RS048,
SE036, etc
A001, B0300, D0100, D0400,
CO635, etc
2001, 20052, 20130, SUCCE,
ADMKT, etc
FAC_PROF_DEVL, LIBRARY_MTRLS
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You may find the above information plus more information regarding Chart of Accounts by visiting
https://www.csusb.edu/accounting/reporting-tax/chart-accounts.
Chartfield Chartfield Definition Required? Purpose/Usage
Character
Length
Fund
The Fund Chartfield value is used when an activity requires a Trial
Balance and is required for every financial transaction. Campus specific
fund values are created based on reporting requirements, day to day
administration of the funds and GAAP requirements.
YesIdentify a specific purpose /
funding source5 characters
Dept ID
The department chartfield represents the detailed structure of campus
organizations. Combined with other chartfield values, they can form the
basis for department budgets that track expenditures and revenues and
organizational reporting requirements.
Only for
revenues and
expenses
Identify organizational
structure5 characters
Account
The account chartfield represents the line item breakdown for a Balance
Sheet and Income Statement. This chartfield classifies Assets, Liabilities,
Fund Equities, Revenues, and Expenses and captures the nature of the
financial transaction that is entered into the system.
Yes Identify transaction type 6 characters
ProjectThe project chartfield is used to identify a discrete set of activities that
have a strict start and end date. Activities associated with this chartfield
may span multiple fiscal years, departments, funds and/or accounts.
No (Optional)Track time specific -
Revenue & Expense
up to 15
characters
Class
The class chartfield is provided for any special cost reporting needs a
campus department or other organizational unit may have that are not
met by the other defined chartfields.
No (Optional)
Identify department level
information - Revenue &
Expense
up to 5
characters