ctcLink �CAMPUS SOLUTIONS - SF

Student Financials Roles and SACR Security for SF

TODAY’S TOPICS

• Business functions in the Student Financials in the Campus Solutions Pillar and associated roles.
• SACR Security for Student Financials

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STUDENT FINANCIALS ROLES

ZZ (Process) Roles

• ZZ SF Accounting Entries
• ZZ SF Bill Customers
• ZZ SF Cashiering
• ZZ SF Charge Reversals
• ZZ SF Charges and Payments
• ZZ SF Collections
• ZZ SF Corporate Accounts
• ZZ SF Customer Accounts
• ZZ SF Electronic Transactions
• ZZ SF Group Processing
• ZZ SF Head Cashier
• ZZ SF Optional Fees
• ZZ SF Payment Applier
• ZZ SF Payment Plan
• ZZ SF Payment Reversals
• ZZ SF Processing
• ZZ SF Processing Inquiry

• ZZ SF QueryAccess Group
• ZZ SF Refunds
• ZZ SF Taxes 1098T
• ZZ SF Third Party Contracts
• ZZ SF Tuition Cancellation
• ZZ SF Tuition and Fees
• ZZ SF Views
• ZZ SACR SF Bill Col Tax Config
• ZZ SACR SF Cashiering Config
• ZZ SACR SF Charges Fees Config
• ZZ SACR SF GL Config
• ZZ SACR User Defaults

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STUDENT FINANCIALS ROLES

ZC (Correct History) Roles

• ZC SF Processing Advanced
• ZC SF Tuition and Fees

ZD (View Only) Roles

• ZD SACR SF All Config
• ZD SACR SF Item Type Config
• ZD SACR Srvs Ind Config

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STUDENT FINANCIALS

• Configuring Student Financials (Local Values Only)
• Role: ZZ SACR SF Cashiering Config
• Access to Cashier office transaction setup, Target Key Tax, Tender Cashiers, Tender Keys, Cashiering Office Cashiers, Void Reasons, Student Financials Term Defaults.
• Role: ZZ SACR SF Charges Fees Config
• Access to Application Fee Setup, Deposit Due Dates, Deposit Fees, Charge Priority List, Group Type Table, Item Reasons, Late Fees, Origin Table, Overall Priority, Populate Items by Invoice, SF Term Defaults, Tax Authority, Tax Code, Transaction code, Course/Class Fees and Rollover, Waiver Groups, Optional Fees Values/Terms, Adjustment Calendars, Billing Due Date Calendars, Running Start School District, Tuition/Fee Configuration, Running Start Grade Level, Total Tuition Waiver/Fee, Waiver Category, Term Fees, Tuition Calc Control, Tuition Group configurations.

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STUDENT FINANCIALS

• Configuring Student Financials (Local Only) Continued…
• Role: ZZ SACR SF GL Config
• Access to Student Financials>G/L Term Copy, Speedtype maintenance.
• Role: ZZ SACR SF Bill Col Tax Config
• Access to SF Service Indicator Details, SF Service Indicator Careers, SF Service Indicator, 1098-T TIN Setup
• Advanced (Correct History) Level SF Access
• Role: ZC SF Processing Advanced
• Access to configure course and class fees, mandatory fees, tuition fee configuration. Also Running Staff Billing Unit Adjustments, Copy Student External Organization Data, Student Running Start Billing, Student Enrollment.
• Role: ZC SF Tuition and Fees
• Access to Assign Student Waivers in the Student Waiver Table, Calculation Batch Tuition for Multi Students, SF Student Equation Variables, Calculate Student Tuition.

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STUDENT FINANCIALS

• Cashier Processes
• Role: ZZ SF Cashiering
• Enables cashiers to manage cashiering receipts. Handling corporate casher payments, post student cashier payments, review student receipts, void receipts, external org receipts.
• Separate out-
• Group Processing
• Role: ZZ SF Group Processing
• Access to all group processing, group post, loading external (bulk), purging quick posts.
• Refund Processing
• Role: ZZ SF Refunds
• Access to Single Payment Voucher Data, Batch Refund, Refund Lines, Corporate Refunds, Review Student by Date, Student Refund – Tuition Calc Required, View Corporate Refunds by Date.
• Higher Level Cashier Functions
• Role: ZZ SF Head Cashier
• Allows Open and close cashier offices, and registers, reopen offices, void receipts.
• Role: ZZ SF Payment Applier
• Access to Apply Payments using Payment Applier.
• Be forewarned! This is not a simply process and access should only be granted to a key, responsible individual. It can shuffle payments with unintended consequences.

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STUDENT FINANCIALS

• Student Tuition Calculation and Assigning Waivers
• Role: ZZ SF Tuition and Fees
• Access to view Student Financials Student Equation Variables, Assign Student Waivers and Calculate Tuition for a Student.
• Student Financials Tuition Cancellation
• Role: ZZ SF Tuition Cancellation
• Access to managing enrollment cancellations and class by class cancel messages.

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STUDENT FINANCIALS

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• Manage Charge and Payments
• Role: ZZ SF Charges and Payments – Charles + Enrollment Cashiers
• Access to Corporate Post, Student Post, View Payments, View Payment – Tuition Calc Required,
• Issues- Separate out Access to Corporate Post- Only Charles/Finance should have access to this.
• Manage Charge and Payment Reversals
• Role: ZZ SF Charge Reversals
• Access to Reverse Charge Customer Accounts, Reverse Corporate Charge, External Org Accounts
• Role: ZZ SF Payment Reversals
• Access to Reallocate Corp Payment, Reallocate Student Payment, Cancel Student Refund, Student Refunds by Date
• Manage Optional Fees
• Role: ZZ SF Optional Fees
• Access to assign student’s optional fees or override optional fees.

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STUDENT FINANCIALS

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• Student Financials Processing
• Role: ZZ SF Processing
• Access to customer interfaces and reports, such as 2nd journal set (monthly) for Financial Aid transactions, processing the Higher One Student Data file, Student Credit Balance Report, Third Party Report, Trend Report, Waiver Tracking of Losses, Calculating Batch Tuition – Recalc After Cancellation, Pop Select Student Waiver.
• Student Financials Processing Inquiry
• Role: ZZ SF Processing Inquiry
• Access to inquire on Collections information, Customer Collections Summary, Credit History, Corporate Credit History, Assign Student Waivers – Student Waiver Table, Calculate Batch Tuition - Review Errors and Messages and Review Fees Prior to Posting in the Pre-Post Table.

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STUDENT FINANCIALS

• Manage Corporate Accounts
• Role: ZZ SF Corporate Accounts
• Access to View Corporate Accounts, External Org Accounts.
• Essentially this role manages the ‘fund providers’ side of third party contracts, referred to in SF as ‘corporate.’
• Manage Customer Accounts
• Role: ZZ SF Customer Accounts
• Access to View Customer Accounts, Customer Accounts and Tuition Calc Required.
• In this case, the ‘customer’ is the student.
• Manage Third Party Contracts
• Role: ZZ SF Third Party Contracts- Finance- Charles Sapien, Aileen, Ben
• Access to Mass Contract Select, Third Party Contracts, Contract Node Change Request, Review Result by Contract, Rollover Third Party Contracts.
• Essentially this role manages the ‘student’ side of third party contracts, referred to in SF as ‘customers.’

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STUDENT FINANCIALS

• Manage Collections
• Role:ZZ SF Collections
• Access to handle adjustments to collections in External Org Accounts and customer accounts, manage collection agreements, third party plan fees, payment distribution. Manage the collection effort with collection information, demographic info, track customer conversations, collection summary, credit history, putting corporations (third party funders) or customers (students) in collections and handling write-offs.
• Manage 1098T Processing
• Role: ZZ SF Taxes 1098T
• Access to SF 1098-T Detail, 1098-T Consent (online student consent).
• Note: In the first 1098-T reporting year after conversion, there is work to put together 1098-Ts with both converted and PeopleSoft data.
• Manage Electronic Transactions
• Role: ZZ SF Electronic Transactions
• Access to Electronic Payment Test Page, SF Student Purchase Items, Review Self Service Agreements.
• Essentially, a set of analysis tools to help manage student payments that didn’t make it successfully through the payment process.

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STUDENT FINANCIALS

• Manage Accounting Entries Inquiry
• Role: ZZ SF Accounting Entries
• Access to SF GL Accounting Line Inquiry
• Manage Customer Billing
• Role:ZZ SF Bill Customers
• Access to Billing Request, Generate Corporate Invoice, Bill Details for Corporate Bills.
• Manage Payment Plans
• Role: ZZ SF Payment Plan
• Access to Mass Contract Select, Payment Plan, Payment Distribution, Defer Student Line, Defer Student, Self Service Payment Plan, Third Party Payment Plan Fee, Third Party Payment Plan, Deferrals (Contract, Contract Fee, Charges), Payment Plan Inquiry, Third Party Contract (Recalc, Group, Group Student Max, Group Summary, Change Request, Item Types, Charges), Contract Node Change Request, Review Results by Contract, Rollover Third Party Contracts.

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SACR SECURITY - STUDENT FINANCIALS

• Apply SACR Security for Student Financials to each User ID
• Business Unit (all SF staff)
• Cashier Offices (Cashiers)
• Institution Set
• Connects to SF System Defaults and Self Service Features for the Institution
• Origin ID
• Organizes Transactions into Logical Groups
• SetID
• Sets your SetID default in the background necessary when accessing SF related pages.
• Apply Basic Required SACR Security for Student Records
• Apply SACR Security for Service Indicators
• For those who will Place and/or Release Blocks (Punitive Service Indicator) on students’ records (e.g. overdue fees, NSF checks.)

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QUESTIONS?

Except where otherwise noted, this work is licensed under CC BY 4.0.

ADDITIONAL MATERIALS

Background slides for FSCM User Profiles

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RUNNING QUERIES FOR SECURITY INFO

• In the ctcLink Reference Center instructions are available to run a Query to:
• Enter a navigational path to view what roles can access that page/component.
• Enter a role name to view what pages it has access to.
• Dump a list of all ‘Z’ roles in that pillar into a single Excel workbook (must be scheduled).

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CS: USER PROFILE GENERAL TAB

• Symbolic ID: SYSADM1 - The access ID is required. This connects the user’s access between the servers on the ctcLink and cannot be blank.
• The format for Primary and Row Security is: CTC_PT_MASK_xxxx, where 'xxxx' is the desired masking for two key personal information fields: Social Security Number (referred to as National ID or NID in PeopleSoft) and Date of Birth.  The Symbolic ID is also required in the CS pillar: SYSADM1
• Valid values are:
• CTC_PT_MASK_ALL  (default) = Mask Social Security Number and Date of Birth
• CTC_PT_MASK_PARTIAL = Partial Masking (first 5 digits) of the Social Security Number and Unmasked Date of Birth
• CTC_PT_MASK_NONE = Unmasked Social Security Number and Unmasked Date of Birth

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CS: USER PROFILE GENERAL TAB

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CS/FSCM/HCM: USER PROFILE ID TAB

• The ID tab populates when a User Profile is built. The ID Type field makes it possible to grant data permission by entity (Employee, Customer, External Job Contact).
• Each employee must have an ID Type of "Employee" with an Attribute Name of "Empl ID" and the Attribute Value reflects the employee number (EMPLID). In other situations, it could be a customer number or vendor number.

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CS/FSCM/HCM: USER PROFILE ID TAB

• For ID Types of "Employee," the Description will appear as the name of the user, last name first. This must exist for users and ensures users only see information that applies to them in Benefits, Payroll and all Self-Service interactions. Essentially, the User Profile is a set of data about a user who interacts with the system.
• The HCM pillar, which keeps track of employee data, is designed to focus on "Employee" user types.  
• The Finance (FSCM) pillar is designed to keep track of customer and supplier user types, but does require an Employee ID type for expenses.
• In the CS pillar, the ID tab sets the EMPLID for using Self Service functions. This means, the system will display information in Self-Service associated with the ID number associated with the EMPLID in this section of the user profile. Even when the User Profile is a Student record, it will still use the ID Type of “Employee” and use the EMPLID for that student.

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LOCAL SECURITY ADMINISTRATOR ROLE

• There are two roles designed to grant access to navigation:

PeopleTools > Security > User Profiles > Distributed User Profiles

• ZZ Local Security Admin
• This role must be assigned by the Central Security Support staff.
• Designed for the local college security administrator who are charged with assigning and removing security roles for users.
• Can remove roles assigned dynamically, but roles will appear again if the source of the dynamic role assignment is not also changed.
• Can only grant roles accessible on the College Role Grant List.
• Role is assigned in each pillar.
• Has access to Defining User Preferences in FSCM and SACR Security in CS.
• ZD Local Security Admin
• Designed for a business owner who you wanted to grant the ability to see security roles assigned to users, but not grant the ability to add or remove roles.

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