Security by Department and User ID

Establish PeopleSoft Grants security by setting up a series of associations that limit or provide user access to components. Set up these associations by linking user IDs with a security tree node that represents a department or group of departments. When a user attempts to open a component, the system examines the associations between that user's ID and user class. If you have established appropriate links, the user can open the pages. Additionally, the search records for each component enable the user to access only the records that have departments that are associated with the security tree.

Note:

The pages that are listed in this procedure are fully documented in PeopleTools documentation.

To set up security by Department ID:

Create a new role by selecting PeopleTools, and then Security, and then Permissions & Roles, and then Roles.

You can create as many roles as necessary. You should create a role for every set of users that needs a different level of security access to the data.

PeopleSoft delivers a user role "Grants Super User" as system data. This role is associated with the Proposal Approval process. Users who have this role assigned can edit the Proposal/Project/Budget when the proposal is sent back by the approver. A grants super user can terminate the approval process by updating the proposal status and can access and act on other Approver/Reviewer's work items.
Create user IDs and assign roles to user IDs by selecting PeopleTools, and then Security, and then User Profiles, and then User Profiles.

Note:

Be sure to assign a valid employee ID. This ID will be matched with the principal investigator who is designated for each proposal or proposal project to determine which proposals can be accessed by this user when no department-level access is specified.
Define the grants security tree by selecting Tree Manager, and then Tree Manager.

Set up the security tree based on an analysis of business processes within the organization. If a department tree already exists and mirrors a department hierarchy that would provide the appropriate coverage for security needs, you should copy that tree.

Note:

The department security tree must be a node-oriented tree. That is, each node on the tree must represent a valid department that exists in the Department table (DEPARTMENT_TBL). When you define the detail tree structure, make sure that the node record equals the Department table and the field equals Department ID (DEPTID).
Assign an object group to a permission list by selecting PeopleTools, and then Security, and then Permissions & Roles, and then Permission Lists.
Define operator security by selecting Set Up Financials/Supply Chain, and then Security, and then Setup Grants Security

Select the tree SetID, tree name, and effective date of the tree. In the lower section of the page, select the department designation and access code. You can enter as many departments as you need.
Change the search records for PeopleSoft Grants components by selecting PeopleTools, and then Application Designer, and then File, and then Open, and then Components.

The search record that PeopleSoft delivers for these proposal components provides principal investigator and department-level security. Currently, the search records that are defined subsequently are delivered with the system. You can replace these security search records if you require a different security scheme.

This table lists the menu navigations, components, and search records that are used in PeopleSoft Grants proposals:

Menu Navigation	Component	Search Record
Grants, and then Proposals, and then Maintain Proposal	GM_PROPOSAL	GM_PROP_SRCH
Grants, and then Proposals, and then Enter Proposal Budget Detail	GM_BUD_LINE_SUM	GM_BUD_PD_SRCH
Grants, and then Proposals, and then Submit Proposal	GM_PROP_SUBMISSION	GM_PROP_ SRCH
Grants, and then Proposals, and then Get Application List	GM_WEB_APPLICATION	INSTALLATION
Grants, and then Proposals, and then Print Proposal	GM_PROP_PRINT_REQ	GM_PROP_PRN_REQ
Grants, and then Proposals, and then Generate Award	GM_PROP_PRINT_REQ	GM_PROP_PRN_REQ
Grants, and then Proposals, and then Copy Proposal	GM_BUD_PPSL_CPY	GM_PROP_SRCH
Grants, and then Proposals, and then Copy Proposal Version	GM_BUD_PPSL_V_CPY	GM_PROP_DR_SRCH
Grants, and then Proposals, and then Copy Proposal Budget Period	GM_BUD_PD_CPY	GM_BUD_PD_SRCH
Grants, and then Proposals, and then Review Pre-Award Budget	GM_BUD_INQ	GM_PROP_SRCH
Grants, and then Proposals, and then Review Proposal Audit Logs	GM_AU_PROPOSAL	GM_PROPOSAL
Grants, and then Proposals, and then Proposal Component Approval	GM_COMP_APPROVAL	GM_PROP_APP_SRH

Note:

You can give users access to specific proposals by listing them on the Maintain Proposal - Resources page with the role type of Authorized Personnel (click the Details button next to the Role field). The role type of Authorized Personnel gives security access to proposals, but this role does not print on any proposal form outputs.