Setting Up Security and Roles

This chapter lists prerequisites and discusses how to:

Assign planning and budgeting roles to roles defined in PeopleTools.
Define planning and budget users.
Assign planning and budget users to business units, budget activities, and budget centers.
Review and assign security access.

Understanding Planning and Budgeting Security Setup

Security setup defines the way your system is configured and controlled. The ultimate goal is to develop an interface and functionality specific to your particular organization.

To implement Planning and Budgeting security setup, first link the planning and budgeting roles to a corresponding PeopleTools security role. Users with these roles are then selected for access to the planning and budgeting system. The roles are associated with Security Groups that in turn grant access to specific nodes on the Planning Center tree. The security groups are then used in the building of Model, Scenario, Activity combinations.

Note. The preparer level assigned in the security group MUST be at the same level as the planning center tree used in the Activity and Scenario definition. The Model Validator tool will check for this compatibility.

Prerequisites

Complete general PeopleSoft security setup including the following:

Define permission lists—the objects that control what a user can and cannot access.
Assign permission lists to user roles.

A user role is the link between a permission list and a user profile. A user role can use multiple permission lists, and a user profile can be assigned multiple roles. A user's system access is a combination of all of their user roles.
Set up a user profile to define an individual PeopleSoft user, and then link the user profile to one or more roles.

You must set up a user profile in the system before you can give a user access to the Planning and Budgeting system. In setting up a user profile, you create a user ID and associate roles with that user ID The role assigns permission lists to the user.

Assigning Planning and Budgeting Roles to PeopleTools User Roles

PeopleSoft delivers predefined planning and budgeting roles. You may use these roles as is or associate a role name more descriptive of your situation. Use PeopleTools pages to define a user role

Understanding Planning and Budgeting Roles and Their Relationship to PeopleSoft Security Roles

This section provides an overview and discusses how to associate Planning and Budgeting roles and PeopleSoft roles. Planning and Budgeting delivers the following predefined roles:

Coordinator	The central budget office coordinator for an organization, this individual determines budget parameters and guidelines, builds the planning model, coordinates the overall budget process for the organization, and performs high-level forecasting and analysis.
Analyst	With budget responsibility for a planning center—typically a unit, department, or division within an organization—this individual may break a budget into smaller units for distribution to lower levels and establish additional guidelines for those smaller units to follow in the budgeting process. Budget analysts also do some forecasting and modeling for their overall budget.
Reviewer	With responsibility for reviewing and approving submitted budget plans for a planning center, in many cases, a budget reviewer and a budget analyst may be the same individual.
Preparer	At the lowest level of budget preparation for a planning center, this individual provides line-item, asset, and position budget amounts and justifications to higher-level users and does not usually perform budget allocations or analysis. When finished preparing a budget, the budget preparer submits a budget to a higher level planning center for review and approval.
Casual Preparer	An additional user at the lowest level of budget preparation for a planning center, when access is granted this individual performs the same activities as the budget preparer. The system does not, however, let the casual preparer define their own private views for line-item budgeting. When finished preparing a budget, the casual preparer submits a budget to a higher level planning center for review and approval.
System Administrator	The system administrator is in charge of system security.

Page Used to Assign Planning and Budgeting Roles to User Roles

Page Name	Object Name	Navigation	Usage
Planning & Budgeting Roles	BP_ROLE_DEFN	Planning and Budgeting, System Administration, Administer User Security, Planning and Budgeting Roles	Assign Planning and Budgeting roles to PeopleTools specified roles.

Assigning Planning and Budgeting Roles to User Roles

Access the Planning & Budgeting Roles page.

When you assign a user role to a budgeting role, you are essentially assigning permission lists to the budgeting role. This optional page lets you rename budgeting roles, which may be useful in enterprises where roles are labeled differently from the delivered Planning and Budgeting roles or where multiple languages are used.

PeopleSoft Role

Enter a user role (defined in PeopleTools) for each of the delivered budgeting roles.

Preparer and Casual Preparer require a PeopleSoft role assigned. Other budgeting roles are optional. Leave these blank if you are not using in planning and budgeting

See PeopleSoft Enterprise PeopleTools Security, Roles and permission lists, roles

Defining Planning and Budgeting Users

Before granting access to the Planning and Budgeting system or sending automatic emails to those involved in the budgeting process, define and identify your budgeting system users from the user profiles you set up using PeopleTools.

This section discusses how to identify Planning and Budgeting users.

Page Used to Define Budget Users

Page Name	Object Name	Navigation	Usage
Define Budget Users	BP_USER_SELECT	Planning and Budgeting, System Administration, Administer User Security, User List	Define specific user access to PeopleSoft Budgeting and synchronize user profiles from PeopleSoft Enterprise Warehouse.

Identifying Planning and Budgeting Users

Access the Define Planning and Budgeting Users page.

The Define Planning and Budgeting Users page displays all users that have a planning and budgeting role assigned in the system. You must designate which of these users may have access to Planning and Budgeting applications with a check.

Update Users	Once you have assigned a planning and budgeting role to a user, click this button to synchronizeuser profiles in the PeopleSoft Enterprise Warehouse.
Budget User	Select to enable a user access to the budgeting system.

Setting Up Planning and Budgeting Security Groups

Security groups are used to grant access to user roles at the planning center level. You define the elements of the security group here and they will be displayed on the User Roles pages. Only those planning centers assigned to a user and role here will show up on the User Planning Centers page.

Prerequisites

To define a Security Group you must have defined the following first:

Planning Center tree based on the dimension you will be using for budgeting.
User Id defined and selected as a Budgeting user.
Security Role defined and linked to a delivered budgeting role

Page used to Define a Security Group

Page Name	Object Name	Navigation	Usage
Security Group	BP_SECURITY_GRP1	Planning and Budgeting, System Administration, Administer User Security, User Security Groups	Assign user and role access to nodes on the planning center tree.

Defining Security Groups

Access the Security Group page

Security groups define the relationship between a planning center, a user and a role assigned to that user. This page allows you add new combinations of the centers, user and roles. Click a node on the tree to get the planning center for the node into the first grid and then assign one or more user roles. To assign more nodes/planning centers to users and roles, click next node and assign users and roles. When the next node is clicked, the data for the previous selected node is moved from the first grid into the second grid . When the save button is pressed the data in the first grid (if any) is moved into second grid and all the data in the second grid are saved.

Copy Security Group	Click this button to create a copy of the group for ease of developing similar groups
Tree name	Enter the planning center tree name. This tree must have levels defined and strictly enforced.
Preparer Level	This level is for choosing planning centers for preparer role or casual preparer role. Other roles, reviewer/analyst/administrator, should pick planning center nodes from levels above this preparer level.

Note. Previous versions required a refresh process. This is no longer required. But, if you add a new planning center node you will need to refresh Dimension members and worklists in the Update Data Stage Process

Reviewing Security by User

Review, assign, or delete access to security groups and planning centers based on the User ID. Selecting a User ID reveals the roles assigned to that user with a link to the active security groups. Clicking on that link gives a report of all the active security groups for the specific user and role combination. A link is available to go to the Planning Center page were you can designate planning center nodes to the selected user and role.

This section discusses the how to review and maintain the user, role and planning center relationships.

Prerequisites

To review Planning and Budgeting security by user:

the security group must be defined.
a User ID .
Roles.

Pages used for User Roles

Page Name	Object Name	Navigation	Usage
User Roles	BP_USER	Planning and Budgeting, System Administration, Administer User Security, User Roles	Review security group selections for a user. Also can access the planning center pages.
Security Groups	BP_USER_SEC_GRP	Click the Security Group link on the BP_USER page	View all the security groups.. Contains a link to the Planning Center page
User Planning Centers	BP_USER_APRVLUNITS	Click on the Planning Center link on the BP_USER_SEC_GRP page	View/Assign or Delete planning center nodes of the selected security group to the selected user and role.

Reviewing User Roles

Access the User Roles page.

This page reports the roles assigned through PeopleTools Security. There are links to the active security groups definition assigned to this user id. Checkboxes also indicate permissions to perform allocations and adjustments.

Security Groups	Click this link to access the security groups assigned to the role.
Allowed to do allocations	Grants the right to make allocation decisions in the budgeting process.
Allowed to do adjustments	Grant the right to perform adjustments to the accounts.

Reviewing User Security Groups

Access the User Security Groups page.

This is a list of all the active security groups with a link to the Planning Centers page to review/assign/delete planning center nodes of the selected security group to the selected user and role

Planning Centers

Click on this link to access the User Planning Center page

Reviewing User Planning Centers

Access the User Planning Center page.

The planning centers displayed for this user and role combination are those defined in the Security Group.Users may only have access at the level of the Planning Centers tree as defined in the Security Group .Click on the nodes of the tree at proper level for the role to assign them to the selected user and role. If the planning center node is not already assigned to the user and role, it will be added in the grid. Use save button to save the assigned/deleted planning center nodes in the grid to be saved. In this example the user BP01 for the Analyst role only has access to three planning centers.

Reviewing Planning and Budgeting Security

This section lists the online reports available for monitoring your planning and budgeting security.

Review Security by User and Roles for Planning Models, Activities and Scenarios
Review Security by Activity/Scenario by Planning Model

Pages Used to Review Planning and Budgeting Security

Page Name	Object Name	Navigation	Usage
Security by User and Role	BP_SEC_BY_USERROLE	Planning and Budgeting, System Administration, Administer User Security, Security by User and Role	Displays a list of Business Unit, Planning Model ID, Activity, Scenario and Planning Centers for a unique combination of User ID, Role, Business Unit, Planning Model ID, Activity and Scenario.
Security by Activity/Scenario	BP_SEC_BY_ACTSCEN1	Planning and Budgeting, System Administration, Administer User Security, Security by Activity/Scenario	Based on a selection of Business Unit, Planning Model ID, Activity and Scenario the report displays a list of Planning Centers and the total number of users of that center. This report insures that all planning centers are covered by a role.