Organization Security

Introduction

Organization (Org) Security in Florida PALM is a control mechanism used to restrict or grant user access to specific transactional data based on Organization ChartField values. It allows agencies to define who can view, modify, or report on specific transactional data within the system by applying security rules aligned with organizational structures.

Purpose

Within the Accounts Payable (AP), Purchasing (PO), and Asset Management (AM) modules only, Org Security is a feature that helps to ensure users can only access the financial information related to their defined values, preventing unauthorized access to data. Using Org Security, agencies can minimize errors or data misuse by allowing only authorized personnel to make changes or review certain records. Finally, better data management can be obtained across multiple divisions, bureaus, or sections by segmenting access based on predefined rules.

Key Things to Know about Org Security 

Organization Security Rules

Org Security is facilitated by the creation and assignment of Org Security Rules, which define available Org values using various Field Criteria Methods, or by specifying Agencywide (no restriction) access. Field Criteria Methods can use values in a range, a list of individual org values, or with partial wild cards. The below provides an overview of how and Org Security Rule is defined and applied.

Helpful Tips for Creating and Assigning Org Security Rules:

• Org values can be used in multiple Org Security Rules (wildcard %, range, or specific). Ensure all Org values that will be used in AM, AP, and PO transactions are included in at least one rule.
• Do not include duplicate Org values within the same rule.
• Whenever possible, use broad ranges or wildcards for Org Security Rules to simplify assigning Org Security Rules to system users. Avoid creating rules with specific Org values, where possible, to reduce maintenance when Org value changes occur.
• Consider whether Org Security Rules should vary by role (e.g., processor, approver, and reporter). Ensure that roles with broader or narrower access needs are reflected in the security rules.
• For users needing access to all Org values, designate them as “Agencywide”. Users with this designation bypass the requirement to create and assign Org Security rules to the user which simplifies the process.
• Florida PALM user roles define pages a user can access and what the user can do, while Org Security further restricts Org values users can transact with, approve, or view online and in reports.
• Ensure that all rules are future-proof, allowing for potential additions of Org values to your Org structure without having to update numerous Org Security Rules.

Elements of an Org Security Rule:

Security Rule - This field specifies the name of the ChartField Security Rule. It must be a unique name of up to 10 characters.

Description - This field provides a brief description of the Org Security Rule. It can be up to 30 characters and should give insight into the Security Rule's purpose.

Long Description - This field allows for a more detailed explanation of the Security Rule. It can be up to 254 characters, explaining the Security Rule's usage or scope.

Sequence Number - This field uniquely identifies each line in the Security Rule. Set this value to 1 when configuring a single Field Criteria. If an agency chooses to define multiple Field Criteria within the same rule, increment this value by 1 for each additional criteria.

Field Criteria – This field defines how the valid Org values are selected for the Security Rule. You may select one or more Field Criteria within the same Rule. Choose one of the following options:

• Detail Value: Use this for specific Org values.
• Range: Use this to define a range of Org values.
• Wild Card: Use this to define values based on partial Org values with wildcards.

Select Value - This field defines the specific ChartField values used to configure the Security Rule. Select the following appropriate value based on the selected Field Criteria:

• Detail Value: Enter the specific Org value.
• Range: Enter the starting Org value in this field, and the ending Org value in the To Value field.
• Wild Card: Enter a partial Org value with a wildcard (e.g., 12%).

To Value - This field is used when a Range of values is defined in the Field Criteria. Enter the ending Org value if you selected Range in the Field Criteria.

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