• Permissions
• Notification Preference
• Sub-Account Access and Listings

Assigning and changing access to the Budget System.

The CMU Budget System allows you to assign and change access to the system using Permissions available from the Main Menu. When the Budget System is first activated, access will be given to certain high level users who, in turn, will grant access to users requiring access to their units.

Access to the Budget System can be given out by anyone with current access. If you have access, you can only grant access up to and including your level of access. For example, if you have been given department level access for your department, you can give any user the same department level access or lower, such as center access. You can not grant a higher access to a user or grant access for a unit other than those units you have access to.

Access levels include:

University
Executive
Division
Department
Center

Types of access include:

Approval
Update
View
None.

Picture 3.1 Data Access Control Screen

The Data Access Control screen shown in Picture 3.1 above has seven columns. Those columns are:

User Id - The User Id of the person requiring access to the system.

User Name - The name of the person associated with the User Id.

User Unit No. - The unit number to which the user has access.

User Level - Access level is: UNIV for University, EXEC for Executive, DIVS for Division, DEPT for Department, or CENTER for Center. A person can access any level at their assigned level or below. Users can not access above the assigned level. For example, DIVS level users can access information for the assigned Division, for the Departments within the Division, and for the Centers within the Departments.

Unit Number - The numerical code identifying the unit to which the user is assigned.

Screen Grouping - This is automatically filled by the Budget System and refers to the types of screens the user can access.

Access Data - Indicates the type of access the user has. Type of access includes APPR for Approve, UPDT for Update, VIEW for View only, or NONE for No access.

Access Sal - A Y for Yes or a N for No indicates if the user has access to the Salary Budget.

To add a user to the list of people given access to the Budget System, or to enter an additional access assignment for an existing user:

1. Enter the new user's or the existing user's User Id and press TAB.

2. The system will then either pull up the information the user currently has access to (in your jurisdiction), or will give you a message stating that you are adding a new CMU Budget System user.

3. To give initial or additional access: in a blank row, enter the Unit Number to which the user ishould be assigned and press TAB.

4. Enter the user's User Level - UNIV, EXEC, DIVS, DEPT or CENTER - and press TAB.

5. The Screen Grouping is entered automatically by the Budget System and the cursor moves into the next field.

6. Enter the Data Access: APPR for Approve, UPDT for Update, VIEW for reference only, or NONE for no access and press TAB.

Please note: Approval (APPR) access can only be given to one person for each unit at each level. If you do not have Approval access you can not assign an Approval access. There is no APPR access for the Center level.

7. Enter the Salary Access: Y or N and press TAB.

8. Save your changes.

9. Exit the screen using the End command.

Picture 3.2 Adding an Additional Access for an Existing User

Changing a User's Data
and Salary Access

To change a user's data and salary access:

1. Select Permissions from the Main Menu. The Data Access Control screen appears with a blank table. Shown in Picture 3.3 below.

Picture 3.3 Data Access Control

2. The cursor appears in the User Id field in the header of the screen. Type in the User Id of the person whose access/salary type you wish to change, and press TAB. The Budget System loads the access information for the user. This is shown in Picture 3.4 .

Picture 3.4 Changing a User's Access

3. The cursor moves to the User Unit No. column. Use the TAB key to move among the fields.

4. To change the data in a field, place the cursor in the field and type in the new entry. Press the TAB key.

5. When changing the Salary Access, enter Y for Yes or N for No. There is no Salary Access for Center level managers.

6. Save your changes to the data.

7. You can exit the screen by selecting the End menu command.

To change a user's Unit Number and User Level you must first delete the user's current access entry and then reenter the user with the new Unit Number and User Level.

To change a user's Unit Number and User Level:

1. Select Permissions from the Main Menu. The Data Access Control screen appears with a blank table. Shown in Picture 3.3 on the previous page.

2. The cursor appears in the User Id field in the header of the screen. Type in the User Id of the person whose Unit Number and User Level you wish to change and press TAB. The Budget System loads the access information for the user. An example of loaded data is shown in Picture 3.4 .

3. The cursor moves to the User Unit No. column. Select the Delete menu command from the bottom of the screen.

4. You will be asked if you want to Delete the row in which the cursor is placed or all rows in the table. Enter the desired option and press RETURN. You must then exit the Delete submenu by entering the End command.

5. Type in the user's new Unit Number and User Level as well as the additional information. See the previous section, Assigning Access to a New User..., for instructions.

Viewing the Access Listing

To view a list of people in your department with assigned accesses:

1. Select Permissions from the Main Menu. The Data Access Control screen appears with a blank table. See Picture 3.5 below.

Picture 3.5 Data Access Control

2. Select the Query menu command from the bottom of the screen. A message appears asking if you would like to Query by Unit Number or User Id or if you would like to Exit the menu.

3. Enter U for Unit Number. The screen shown in Picture 3.6 on the following page appears.

Picture 3.6 Query by Unit Number

4. The cursor automatically appears in the Unit Number column. Type in the Unit Number and press TAB.

5. Select the Query menu command. The Budget System reads in the data for the indicated Unit and fills in the table. The table includes a complete list of users within the unit with access to the unit as well as the level and type of access the user has.

To view the access level and type of a particular person in your department:

1. Select Permissions from the Main Menu. The Data Access Control screen appears with a blank table. (Shown in Picture 3.2 on page 3.4.)

2. Select the Query menu command from the bottom of the screen. A message appears asking if you would like to Query by Unit Number or User Id or if you would like to Exit the menu.

3. Enter I for User Id.

4. The cursor automatically appears in the User Id column. Type in the User Id and press TAB.

5. Select the Query menu command. The Budget System reads in the data for the indicated User Id and fills in the table shown in Picture 3.7 on the following page.

Picture 3.7 Query by User Id