Purpose

This Bulletin updates the list of PaySR security classes available to agencies and describes the process for assigning each agency PaySR user to the appropriate security class. This bulletin is being sent to all agency Security Coordinators, Payroll Officers and Agency Liaisons, as well as Coaches for Conversion Group 3.

A meeting to review the security classes and process will be conducted:

Thursday, October 15, 1:30 - 3 p.m.

Dept. Of Environmental Conservation

80 Wolf Road, Room 404

RSVP by October 13 to Theresa Flynn, [email protected], (518) 473-4869, including number attending from your agency.

Security Process

Agencies in Conversion Group 3 must complete the PaySR Initial User Security Request form, assigning a security class for each PaySR user. This form is being mailed to agency security coordinators and is due back to PaySR on Monday, October 19. This form is to be used for initial assignments only. Any subsequent change (user addition or deletion, change of user class) after October 19 must be submitted using a different form, described below.

Once users are provided access to PaySR they will no longer have access to the legacy payroll system. The legacy Payroll History file will be available online through PaySR. Agency users with access to security classes 1 and/or 2 will have access to outside history from the legacy system. For additional details regarding access to payroll history see Bulletin No. 26.

OSC has provided Security Officers in agencies in Conversion Groups 1 and 2 a revised technical Security Bulletin (Number 6) with PaySR-specific information. This Bulletin will be sent to Group 3 agencies shortly along with the revised form which must be used to make any necessary modifications to security assignments after October 19.

Security Class Assignments

Attachment A is the Initial User Security Request form. It is being mailed only to Security Coordinators. It includes a list of the users names submitted to PaySR by the agency for Computer-Based Training IDs in response to Bulletin No. 36. Please indicate in the Security Class column the appropriate class code for each user listed. If a user is on the list, but will not be provided access to PaySR, please cross off that name. If the name is misspelled, please correct it. Use the blank spaces at the end of the list to add users newly identified who will require access to PaySR.

Attachment B is a table of security base classes available to agencies. The functions and panels available to each base class are noted. (Agencies managing positions that are not under the jurisdiction of the Department of Civil Service will have additional position management security access options not listed in this Bulletin.) It is very important that when assigning classes you review the list of panels included in each class, as the descriptions of the classes have been misinterpreted. Agency Liaisons were provided with a 66-page package of PaySR panels.

Questions about security classes will be addressed at the meeting on October 15.

Attachment C lists security classes which represent various combinations of the base security classes 1-8. Please review this list carefully. Choose only one class from this list.

• Base classes 1 - 6 represent the functional groupings relevant to all agencies.
  Base class 7, Job Requests, was developed to provide agencies the ability to give personnel staff access to the job request panels (see Attachment D). These panels are used for changes to employee position, salary or data. Class 7 includes panels found in base classes 1 and 2, therefore a user with access to both 1 and 2 classes will not need class 7. Agencies may consider providing Class 7 to Agency personnel staff so that they can begin a promotion transaction in PaySR by entering the new position number and saving the panel without yet submitting the transaction to OSC. Agency payroll staff must then complete the transaction by entering the new salary, requesting (which submits the request to OSC) and re-saving.
• Base class 8, Workers Compensation/Concurrent Hire was developed to allow access to the panels necessary for Workers’ Compensation leave, but not other personal data. It includes panels found in base class 1. Therefore, a user with access to class 1 will not need class 8. Agencies that frequently add employees in concurrent hires may also use base classes 7 and 8 together (see security class code 478U in Attachment C) to allow for the concurrent hire without access to personal and tax or deduction information.
• The Super User class provides the ability to view and add or update all employee information.
  The Super Viewer class provides the ability to look-up or view any employee information, but not to add or update.

Security for Query

Users’ access to the query database can either mirror their access on the production database, meaning that they will be able to query only those tables tied to the panels for which they have access, or there is the option to "View All" for Query security.

Action Steps

• By October 19, 1998, Agency Liaisons in Conversion Group 3 should submit the Initial Security Request form assigning a security class for each agency employee with access to PaySR. This form is being mailed to the agency Security Coordinator. The information required on this form includes:
  
  User Identification - Name, phone, agency name and agency code

1. Security Class - Based on the table provided with this Bulletin (Attachment C), please indicate the security class code to which this user should be assigned. (Please note that only one code may be selected. Many classes represent a combination of security groups.) Indicate the specific agency codes, or range of agency codes, to which this user should have access for PaySR Production.
2. Query Access - Indicate if this user should have access to the query database panels to only run (R) existing queries, or be able to create and run (C) queries. (Completion of the PeopleSoft Query for PaySR training is a prerequisite.) Indicate if you wish the user’s security class to be the same for Query as for the production database (=), or access to view all. Indicate the agency codes the user will have access to for query.
3. Report Access - Indicate if this user should have access to PaySR-produced reports, such as the payroll register. Indicate the agency codes the user will have access to for viewing PaySR-produced reports. PaySR uses Reveal C/S software for viewing PaySR-produced reports. See Bulletin No. 21 for more information on PaySR Reports.
4. Signature - The Agency Security Coordinator must sign each form.
   
   Mail these forms to:
   Theresa Flynn, PaySR Project, 194 Washington Avenue,  Albany, NY 12210.

• Prior to conversion, OSC will provide Conversion Group 3 agencies with user IDs and passwords.

Questions on this Bulletin?

• Payroll Officers should contact their Agency Liaison.
• Agency Liaisons should contact Audrey Seidman at (518) 473-7388 or [email protected].

ATTACHMENTS: (Adobe Acrobat Required for Viewing)

1. Initial Security Request Form (mailed to Security Coordinators only)
2. Security Base Class Descriptions
3. PaySR Security Class Codes
4. Job Requests Panel