Understanding ChartField Security

ChartField Security allows you to configure data access security specific to a user's role in the organization. ChartField Security is designed to work in conjunction with other security features, such as Business Unit and Ledger Security. The major difference is that, unlike other security features delivered in the PeopleSoft products, ChartField Security allows you to choose the ChartFields by which you want to configure access and configure rules specific to one or more products. You may exclude products or exclude some feature of a product as necessary to support your organizational policy for data security.

Rules may be defined differently by product, and exceptions may be allowed as necessary. A common example of how this feature may be used is to configure access based on job function and activity. For example:

  • A Payables user may be allowed access to all departmental transactions in the payables functions but be restricted to her own department when entering self-service requisitions or viewing ledger or budgetary activity.

  • A staff accountant may have access to view journal activity for departments but only allowed to view budget balances for his own department.

  • A manager may be allowed to monitor expenditure and revenue activity for one or many departments, depending on her business responsibilities.

Security may be enforced by user, role, or permission list so that organizations can implement this feature as efficiently as possible. You should perform an assessment across business areas to determine the best way to implement this security. You should also review other setup (combo edit, distribution code) selections for data conflicts.

By default, most components of each product are secured when the product itself is enabled. You may activate or inactivate certain components for each product with or without exceptions.

The ChartField Security feature is only implemented for pages that display ChartFields with monetary amount fields and other sensitive data. Examples of sensitive data include assets, inventory and expense items. Pages that display ChartFields with non-sensitive data, such as setup definition pages, do not support ChartField Security.

The ChartField Security feature allows you to:

  • Enable or disable ChartField Security based on a product.

  • Enable or disable ChartField Security based on a component.

  • Enable or disable ChartField Security by user ID, role, or permission list.

  • Restrict access to transactions containing unauthorized ChartField values.

  • Restrict access to distribution code values in relevant components.

  • Restrict access to financial data containing unauthorized ChartField values in the Inquiry components.

  • Restrict access to unauthorized ChartField values during data entry.

  • Specify components as exceptions for a user, role, or permission list.

The previously listed capabilities secure access to accounting information that appears in online pages, including pages that display one or more ChartFields with monetary amount fields. When ChartField Security is not required (that is, components used to reconcile transaction data), you can exclude the components from ChartField Security.

You can secure ChartFields in any of the following ways:

  • Secure transactions from component search lists.

  • Secure transactions from inquiry page lists.

  • Secure inquiry results.

  • Secure drills to transaction components.

  • Secure prompt edit table values.

  • Secure distribution codes.

Note: The ChartField Security feature only secures the prompt values for a distribution code, not for component access.

The following table lists the PeopleSoft products that can be enabled for ChartField Security and provides information about the products. ChartField Security may be enabled for selected fields. For example, when using Payables, you may enable ChartField Security for transactions and inquiries but not for distribution code (because it does not apply to this product).

PeopleSoft Product

Transaction

Inquiry

Distribution Code

Payables

X

X

NA

Receivables

X

X

X

Asset Management

X

X

NA

Billing

X

X

Commitment Control

X

X

Contracts

X

X

X

Cost Management

X

NA

eProcurement

X

X

NA

Expenses

X

X

NA

General Ledger

X

X

NA

Grants Management

X

X

NA

Inventory

X

NA

Order Management

X

NA

Projects

X

X

NA

Purchasing

X

X

NA

Services Procurement

X

X

NA

Treasury

X

X

NA

See Securing ChartFields for PeopleSoft Payables.

See Securing ChartFields for PeopleSoft Receivables.

See Securing ChartFields for PeopleSoft Asset Management.

See Securing ChartFields for PeopleSoft Billing.

See Securing ChartFields for PeopleSoft Commitment Control.

See Securing ChartFields for PeopleSoft Contracts.

See Securing ChartFields for PeopleSoft Cost Management.

See Securing ChartFields for PeopleSoft eProcurement.

See Securing ChartFields for PeopleSoft Expenses.

See Securing ChartFields for PeopleSoft General Ledger.

See Securing ChartFields for PeopleSoft Grants Management.

See Securing ChartFields for PeopleSoft Inventory.

See Securing ChartFields for PeopleSoft Order Management.

See Securing ChartFields for PeopleSoft Project Costing.

See Securing ChartFields for PeopleSoft Purchasing.

See Securing ChartFields for PeopleSoft Services Procurement.

See Securing ChartFields for PeopleSoft Treasury.