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1
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PURPOSE
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1.1
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The purpose of this document is to provide departments with the detailed FIN
(Finance) on-line security access procedures. This directive is intended for
Departmental Financial Officers and departmental security access control
officers.
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1.2
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Use of the masculine in this text is generic and applies to both men and
women.
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2
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BACKGROUND
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2.1
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This joint project was initiated by the Treasury Board Secretariat (TBS) and
Public Works and Government Services Canada (PWGSC) to address accounting
issues and outdated systems. Under the FIS concept, each department is required
to maintain a Departmental Financial Management System (DFMS).
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2.2
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To satisfy technical requirements a new Regional Pay System Expenditure Control
Database and related on-line finance subsystem have been created. This allows
Regional Pay On-line financial users and the Compensation Services Accounting
Advisor users to maintain credit back, line object and financial coding block
information.
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2.3
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The overall functionality of the Regional Pay System (RPS) will
not change as a result of FIS compliancy. The RPS will however be modified to
fulfill its new expenditure reporting role. Client Departments will be
identified as being FIS compliant or Non-FIS compliant. For those departments
identified as FIS compliant (starting April 1, 1999, through April 1, 2001,),
expenditures will not be reported through the Regional Pay Interface System
(RPIS) but through RPS. Those departments who are Non-FIS compliant will
continue to receive expenditure information from RPIS. Departments will have
the option of controlling their own financial coding within their own DFMS and
consequently will no longer be required to input accounts coding to both the
RPS Master Employee Record and the new RPS Expenditure Control File Database.
Departments which opt to continue to maintain
their financial coding information in the RPS will use this new FIN subsystem
to maintain credit back, line object coding and input changes to the accounts
coding on the RPS master records for individual employees.
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3
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PROCEDURES - INSTRUCTIONS
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3.1
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The new pay subsystem FIN can be accessed by both FIS and Non-FIS
departments. Non-FIS clients will only require the financial coding update
option available under the FIN menu. For FIS clients, this subsystem replaces
the current Interactive On-line Control File/Pay Expenditure Control File
(IOCF/PECF) On-line System. The FIN subsystem will provide FIS clients the
facility to maintain departmental line object and credit back coding
information. It should be noted that FIS departments that have decided to
maintain their financial coding within their own DFMS do not require access to
the FIN system.
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Since the FIN system is a subsystem to the RPS On-line pay
process, it should be noted that the security restrictions are very similar,
i.e. profiles restricted by department, pay office and paylist. The Security
Access Control Officer is familiar with setting up the Pay access profiles and
should be contacted to set up the profiles for the FIN access for the financial
officer.
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The following details explain the possible choices available to
client departments who wish to use the FIN subsystem to update financial
coding, including line object and credit back information.
The FIN subsystem can be used under two scenarios:
1) By departmental Financial Officers in FIS
compliant departments requiring access to update to the line object and credit
back coding tables and financial coding information by employee;
and
2) By Financial Officers in Non-FIS
compliant departments requiring access to update, authorize and inquire against
the employees financial coding information residing on the RPS Master Employee
Record.
Please note that the security access is
the same for both scenarios noted above. However, Non-FIS departments are not
required to access or maintain the line object or credit back coding tables as
these tables are not used for expenditure reporting until the department is FIS
compliant. A menu on the FIN subsystem allows departments to select the
appropriate type of options. It should be noted that FIS compliant departments
who have opted not to retain financial coding on the Regional Pay Master file
will not require access to this subsystem.
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3.2
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Security Setup Instructions
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The following security access is required:
a) Access to the PWGSC Mainframe ( CV72 );
b) Access to the Application 'PD' (for On-line
Pay);
c) User Class required include: FIN, AUT
(Authorizer) and INQ (Inquiry).
For the AUT
function, the authorization code is given to the employee if the employee is a
regular on-line pay authorizer. Please note that the AUT function is used for
authorizing other types of pay transactions.
The INQ will permit the user to access the transaction database to view the
status of specific transactions such as those in 'pending authorization' and
'pending extract' status. With the INQ function, all transactions are displayed
regardless of effective dates.
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Access is defined at the department, PWGSC pay office and paylist
level.
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