TxEIS Security A role-based solution October 2010

Manage Roles The Manage Roles page allows the security administrator to create, edit and delete roles that will later be assigned to each user established in the TxEIS Security module.

Manage Roles – Create New Role 3 Roles are defined in the TxEIS Security module to make it easier to manage permissions for a specific type of user, without having to constantly modify the permissions for each user. If a change is made to a role, that change is automatically applied to each user that has been assigned that role. To create a new role, click the Create New Role button.

Manage Roles – Create New Role 4 To create a role: 1.Assign a Role Name. 2.Assign Permissions. a)Check the box to the left of each application for which the new role will have access. b)Expand each application by clicking on the plus box to further modify permissions. i.Green titles represent full access. ii.Green Italicized titles represent modified access. iii.Orange titles represents read-only access. 3.Every user must have access to Main Menu. 4.Click Save to add the role.

Manage Roles – Edit 5 To edit an existing role, check the box to the left of the role, and click the Edit button.

Manage Roles – Edit 6 Modify the permissions of the existing role by checking/unchecking the appropriate boxes to reflect the rights to be granted to each user that has been assigned the current role, and click the Save button.

Manage Roles – Delete 7 To delete an existing role, check the box to the left of the role, and click the Delete button. A pop-up box will appear for the user to confirm the delete. To delete the role, click Yes.

Manage Users The Manage Users page allows the security administrator to create, delete and edit user accounts within the TxEIS Security module. Roles may assigned and unassigned from this page. Note: Actions performed on the Manage Users page do NOT currently require saving.

Manage Users – Find a user 9 To retrieve a list of all users, leave all fields blank and click the Find button. The fields listed within the Search Criteria may be used to return a single user, or a subset of users. A full or partial Last Name, First Name or User ID may be entered prior to clicking the Find button.

Manage Users – Find a user 10 The Advanced Filters may be employed to return only users assigned specific Roles, Permissions, Campuses and/or Payroll Frequencies. To remove a filter, click the Remove Filter link.

Manage Users – Find a user 11 A list of users will appear in the Results window as shown to the left, depending on the Search Criteria and/or Advanced Filters that have been set.

Manage Users – Import/Create New 12 To create a new user, click the New User button to be taken to the Edit User page where the User ID and Password will be established and Roles can be assigned. The Import Users button allows multiple users to be added to the system by importing a comma-delimited file (csv). The columns to be included in the file are User ID, First Name, Middle Initial, Last Name, Password, 0. The zero may be replaced with a 1 if the user is to be a security administrator.

Manage Users – Edit/Delete users 13 To edit an existing user, check the box to the left of the user name to be edited and click the Edit User button to be taken to the Edit User page where the user’s Roles, Permissions, Campuses, Payroll Frequencies, Password and ODBC access may be modified. To delete an existing user, check the box to the left of the user name to be deleted and click the Delete button. For audit purposes, these user records will remain in the system and the User IDs may NOT be reused. Deleted users may be restored.

Manage Users – Restore users 14 To display any deleted users in the Results window, check the Show Deleted Users box and click the Find button. Deleted users will display in red and will be labeled as (deleted). To restore a deleted user, check the box to the left of the user name to be restored and click the Restore Users button. The user will be reactivated and all roles and permissions will be restored.

Manage Users – Assign Roles 15 Roles may be assigned to one or more users from the Manage Users page by checking the box to the left of the user(s) and clicking the Assign Roles button. The Assign Roles box will appear. Check the boxes next to the roles that are to be assigned to the currently selected users and click the OK button. Note: A role cannot be assigned to a single user multiple times.

Manage Users – Unassign Roles 16 To unassign roles, begin by checking the box next to the user for which a role will be removed. Next, click the Unassign Roles button. Finally, check the box next to the roles that are to be removed and click the OK button.

Create/Edit User The Create/Edit User page allows the security administrator to establish and/or modify existing user accounts. Each account may be assigned multiple roles with different campus access and/or payroll frequencies. Custom permissions at the user level and ODBC access is also managed here.

Create/Edit User 18 To create a new user, the following information is required: User ID – 29 character max. First character must be a letter. First Name – 30 character max. Middle Initial – 1 character field. Last Name – 30 character max. Employee Nbr – (optional) applies only to those districts/charter schools using the Business software and is used with Employee Access and other applications. A password is required before a new user may be saved. To set the password, click on the Set Password link and pop-up window will appear where the password may be entered and confirmed. Click OK to proceed. Note: All password rules are defined in the configuration files and may vary by district.

Create/Edit User – Add Role(s) 19 To assign one or more roles to a user, click the Add button to display the Add Role box. Click on the role to be assigned to the user and click the Select button. Note: To add multiple roles at the same time, hold down the CTRL key while clicking the roles to be added to the user.

Create/Edit User - Campuses 20 Once roles have been assigned, it is necessary to add campuses or payroll frequencies to each role depending on what each user needs to be able to access. To assign a campus to a role, click the Edit link next to Campuses to display the Select Campuses box. Select one or more campuses from the list on the left and click the right-pointing arrow to move the campuses to the box on the right. To remove a campus, select it from the list on the right and click the left pointing arrow. Click OK to complete the process.

Create/Edit User – Pay Frequencies 21 To assign payroll frequencies to a role, click the Edit link next to Pay Frequencies to display the Select Payroll Frequencies box. Select one or more payroll frequencies from the list on the left and click the right- pointing arrow to move them to the box on the right. To remove a payroll frequency, select it from the list on the right and click the left pointing arrow. Click OK to complete the process.

Create/Edit User – Manage Permissions 22 The Manage Permissions box displays a consolidated list of permissions granted to the current user by way of each of the roles that have been assigned to the user. 1.Black titles represent full access. 2.Red titles represent no access. 3.Italicized titles represent modified access. 4.Orange titles represent read- only access.

Create/Edit User 23 To apply any changes made on the Edit User page, click the Save button. To save changes and create a new user, click on the Save & Add New button. The changes will be applied for the current user and a blank screen will display where the new user can be added. In either case, the Save successful message will display. Any errors will display in red and must be corrected before the changes will be saved.

Create/Edit User – ODBC Login 24 To give a user ODBC access click the Add link in the ODBC Login box on the Edit User page as shown below. This type of access allows a user to connect to the TxEIS database using any ODBC compliant software such as MS Access, Crystal Reports, etc. A separate password is required for this access. The security administrator may enter and confirm the users ODBC password, or may also click the Generate Password button, which will automatically assign a password for the user. Click the Save button to apply the change.

Create/Edit User – ODBC Login 25 To change an ODBC password or remove access, click the appropriate Change or Remove link in the ODBC Login box on the Edit User page as shown below. Note: when saving data on the ODBC login page, no confirmation message is displayed. The application will return to the Edit User page upon a successful changes.

Create/Edit User 26 The Expand All link may be used to expand all applications listed in the Manage Permissions box to reveal the menu level security detail for each. The Collapse All link will close all expanded areas.

Create/Edit User – Reset User 27 In the event that a user account becomes out of sync with the database, a message will appear in the Database Account box. To resync the user, click the Reset button.

Create/Edit User – Create Role We do not recommend any of our clients use this feature at this time.

Reports

Reports Menu 30 The TxEIS Security module currently includes the three reports shown to the left.

List of Users by Permission 31 The List of Users by Permission report displays a list of users with access to the areas of the system selected from the permission list shown on the left. The report also displays the date/time stamp of the last successful login. To run the report, select the desired permission and click the Run button. Cancel will simply clear the selections.

List of Tasks Associated With Roles 32 The List of Tasks Associated With Roles does not include any parameter options and displays all levels of permission associated with each role in the security module. The report also distinguishes between Read Only and full access.

List of Users With ODBC Login 33 The List of Users With ODBC Login does not include any parameter options and displays a list of users that have been setup as ODBC users.