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SECF0093 - Maintain Security Role Encumbrance Type Restrictions

Purpose

To define Encumbrance Type restrictions for a Security Role.

Subsystem Security
Normally Run By Administration Specialist

Anticipated Frequency

At the beginning of the Course Year, or as required.

Structure

Blocks

Security Role

Security Role Encumbrance Type Restriction

Buttons

 

 

This form is used to define Encumbrance Type restrictions for a Security Role set up in Maintain Security Role Function Grants (SECF0063). Institutions are able to use this form to control the type and level of access a Security Role has in managing encumbrance processes, such as providing users with 'view only' access to certain forms and thereby restricting them from applying or expiring encumbrances.

This form is accessed via the Maintain Security Role Function Grants (SECF0063) form and is viewed in context of the Security Role that was called in that form.

The form contains two blocks:

Security Role block:

Displays details of the Security Role accessed in SECF0063.

Security Role Encumbrance Type Restriction block:

Enables definition of specific Encumbrance Types applicable to the Security Role. When one or more Encumbrance Types are specified, the security role has access only to these Encumbrance Types.

For each Encumbrance Type, the user can specify whether the Security Role can:

  • Apply the Encumbrance Type (for example, via FINJ6230 or FINF6311)
  • Lift the Encumbrance Type (for example, via FINJ6220 or ENRF6310)
  • Record comments for the Encumbrance Type
  • View the Encumbrance Type

If the ‘Include All Administrative Encumbrance Types’ check box is selected, then all Encumbrance Types are listed with the 'View Allowed' check box selected (i.e. the Security Role has 'View only' access to all Encumbrance Types). The user is then able to set up restrictions for individual Encumbrance Types in the list (for example, whether the Security Role can apply/expire the encumbrance, and/or record comments). Note: ‘Closed’ encumbrances are also included in the list of Encumbrance Types.

Note: This form applies to both Academic and Administrative encumbrances.

 

 

The Security Role block:

  • Security Role
  • Creation Date
  • Description

The Security Role Encumbrance Type Restriction block:

  • Include All Adminstrative Encumbrance Types check box
  • Encumbrance Type
  • Description
  • Apply Encumbrance check box
  • Expire Encumbrance check box
  • Record Comments check box
  • View Allowed check box

Rules/Notes:

The values displayed in the Security Role block fields are in context of SECF0063.

The List of Values for the Encumbrance Type field includes Closed encumbrances. This is because some students may have a closed Encumbrance Type that has not yet expired. A CLOSED lamp is displayed if the Encumbrance Type is closed.

Note: Encumbrance Types are created and maintained in ENRF6310.

The Apply Encumbrance check box is used to indicate that the Security Role has the ability to apply the Encumbrance Type.

The Expire Encumbrance check box is used to indicate that the Security Role has the ability to lift the Encumbrance Type.

The Record Comments check box is used to indicate that the Security Role has the ability to record comments for the Encumbrance Type.

The View Allowed check box is used to indicate that the Security Role has the ability to view the Encumbrance Type.

If the 'Include All Administrative Encumbrance Types' check box is selected, then all existing Administrative Encumbrance Type restrictions are removed from the Security Role and overwritten with a list of all Encumbrance Types with a 'View Only' restriction. The user is then able to edit/set up restrictions for individual Encumbrance Types, as required.

Important: Once the ‘Include All Encumbrances’ check box is selected, you cannot then de-select it so that no Encumbrance Types are listed or in order to return to a previous list of Encumbrance Types. Therefore, it is recommended that you select the check box in the first instance and obtain a full list of all Encumbrance Types, then perform a query to find specific Encumbrance types for which restrictions can be set up.

If any of the Apply, Expire or Record Comments check boxes are selected then by default the user can also view the Encumbrance Type.

If the Apply or Expire Encumbrance check boxes are selected, then the Record Comments is also selected.

Validations:

  • Cannot set all the Apply Encumbrance, Expire Encumbrance, Record Comment and View Allowed checkboxes to ‘N’ as this represents no restriction and makes the record redundant.

 

Last Modified on 27-Jun-2013 1:46 PM

History Information

Release Information Project Change to Document
13.0 1581 - Auto Encumbrances New page.