Overview of Security

Use the System Administration Security options to define the PowerSchool ERP menu items and procedures that can be accessed by users. You control access by building Users records for everyone who will be working with PowerSchool ERP applications.

User security is based on Resource codes and Views records:

• Resource code establish access to functions within PowerSchool ERP packages and sub-packages.
• Views records let you limit access to Organization Chart, Account List, and Project List records. Separate versions of these tables are used in Fund Accounting and Budget Preparation.

The following overview outlines the steps to set up security for PowerSchool ERP.Note that the Privilege Codes and Resources tables are not described as a part of this outline.

Caution
Do not change the Privilege Codes and Resources tables. Contact PowerSchool support if you believe there is a need to modify these tables.

Procedural Overview

1. Use the Location Codes option to define records for grouping PowerSchool ERP users based on their work locations:
   Location access is assigned to each record in the Users table. A specific location code is also assigned to each employee in the Human Resources System. The location controls employee access to the following features in Human Resources, provided the Human Resources Profile's Employee Security Zone field is set to L - Location.
   
   
   • Posting attendance using Human Resources' Employee Information and Attendance options. Also, printing and viewing information on the Attendance and Substitute Reports.
   • Working with employee timecards in Pay Run Processing.
   • Using other options that access pay-related data. These include Employee Deductions, Earnings by Pay Code, Check History, and Pay Rate History.
   • Printing and viewing information on reports that are accessed through Human Resources > Reports > Payroll menu. All options in this menu use the Employee Security Zone setting with the exceptions of the Workers' Comp Rate Study, which is not tied to a specific employee, and the Savings Bond Purchase, which also generates a magnetic media file. The Savings Bond Purchase option requires a separate security resource. Any user with that resource or a resource equal to or higher than supervisor will be able to generate this report and magnetic media for all employees, regardless of the Employee Security Zone setting.
   • Printing and viewing information on reports that are accessed through Human Resources > Reports > Time Entry menu. All options in this menu use the Employee Security Zone setting.
   • Printing and viewing information on reports that are accessed through Human Resources > Reports > Personnel menu. All options in this menu use the Employee Security Zone setting with the exception of the EEO Data, which is used to submit information to the government. The EEO Data option requires a separate security resource. Any user with that resource or a resource equal to or higher than supervisor will be able to generate this report for all employees, regardless of the Employee Security Zone setting.
   • Printing and viewing information on reports that are accessed through Human Resources > Reports > Periodic menu. All options in this menu use the Employee Security Zone setting with the exception of the 941 Quarterly Federal Tax Return, which is used to submit information to the government. The 941 Quarterly Federal Tax Return option requires a separate security resource. Any user with that resource or a resource equal to or higher than supervisor will be able to generate this report for all employees, regardless of the Employee Security Zone setting.Printing and viewing information on reports that are accessed through Human Resources > Reports > Position Control > Batch Status Detail and Status Detail. A line will print for all employees, but a message, "NO SECURITY," will display for the employees that the user does not have access to based on the Employee Security Zone setting. This is necessary to give an accurate FTE count.
     In addition, Location codes provide access to printers for generating reports in all PowerSchool ERP systems.
     Note
     Reports generated for substitutes will use the Employee Security Zone setting for the employee that the substitute is working for.
2. Access the Users option to create a record for each person who uses the PowerSchool ERP Financial Systems. The Users record stores location and department access, Database Administrator (DBA) privileges, and email address for each user.
   When you add a Users record, you can copy security resources and viewing privileges from another person's record.
3. Select the Roles option to establish and maintain security roles for groups of users. Users can be associated with multiple security groups based on their work assignments. Also, users can be granted additional security resources not associated with any security roles, through the User Access option.
4. Select the User Access option to grant or revoke a person's access to specific functions.
   The User Access page also gives you the option of copying security resources from one user to another.
5. Select the User Views option to define each person's access to records in the following Fund Accounting and Budget Preparation reference tables: Organization Chart, Account List, and Project List. These settings apply throughout PowerSchool ERP applications.
   The User Views page also gives you the option of copying one person's view settings into another person's record.
6. Select the Attachment Security option to link Attachment Groups to security resources and grant users full control or view only based on the access level.