Alio System Administration Overview

1. Alio System Administration Overview Clinton Corbin

2. Agenda • Form/Item Properties • Alio Approvals • Alio Launch • Track Changes • Organization Master • Profiles • Menu Trees, Users & Roles • Users – AMSEC05A.FMX • Menu Builder • Reports • infolink Resources • Passwords • Users • Programs • HRS Security

3. Menu Trees, Users & Roles

4. Users – AMSEC05A.FMX • Adding a new user to Alio

5. Users – AMSEC05A.FMX • Add Oracle User – adds user to Oracle database (not available if user is a part of the database already) • Drop Oracle User – deletes a user from the Oracle database, but NOT from Alio • Lock Oracle User – prevents user from logging on to Alio • Unlock Oracle User – unlocks the Oracle user account • Build Security – No IF 1) adding a new user account and no records exist in User Account Security Masks or 2) if updating multiple user accounts • Yes IF building account security; prompted to build account security after • Status – refers to Alio User status for Oracle database • Employee Status - connected to Employee Master employment status, employee number is entered on Users form

6. Users – AMSEC05A.FMX • Ship/Order/Warehouse Location – default locations can be set for users for applicable forms • Order Location Group – Used for warehouse order inquiry • Asset Location Group – (FIS) controls access to asset information by location • Receiving Location Group – user may only view PO receipts w/ order location in assigned group • Default Year/Contract Year – set a user default year for FAS (XX) and default contract year for HRS (XXXX) • Bank/Cash Receipt/ACH Bank No – two-digit default bank used • Buyer Code – assign a user a buyer code (set up in Buyer Master – SMBUY01A.FMX) identify/trace members who make purchases • Department – (BID & APS) identifies and groups bids and requests to buy; defaults for user

7. Users – AMSEC05A.FMX • Assign PO Number – user can manually assign PO number • Approval Admin – user can set approval flag for fields on Employee Pay forms • Req. Stipend App. – user can create a vendor record from a stipend vendor on Requisition Entry/Approval form • Service Bureau Admin – not currently used • Menu Role Admin – users can create and modify ALL roles’ menus • Cash Recon Admin – grants users access to CBCAS01A.FMX • Close PO Admin – allows user to re-open a closed PO when the CLOSE_PO profile key equals “Y” • ARS Credit Admin – not currently used

8. Users – AMSEC05A.FMX • Item Security Administration – can establish form field security • Account Security Not Required – access to all accounts • Show Payroll – when viewing Account Inquiry (FAINQ01A.FMX), the payroll tab will be available • P-Card Admin – user is a designated P-Card administrator • Show Program Button – “Program” button will show on Alio home screen; user can directly run AMPRG01B.FMX • Allow Display Notes – displays Alio Splash form when user logs on after new release; unchecks hides splash screen • Display Notes – unchecks once users dismisses Splash Screen • Password Admin – user can update password requirements

9. Users – AMSEC05A.FMX • Assign tabs user is allowed to access on HEDED11A.FMX

10. Users – AMSEC05A.FMX • Approval, WHS, Payroll, Budget (etc.) Chain – all transactions entered by this user will follow this chain • User Chains will merge with account chains (if applicable) • Default Cost Center – default populates on applicable forms • Employee No – (optional) select the Employee Number for the employee • Required when setting up email notifications and others • Default Phone – user’s telephone number • Disallow WHS Backorders – Yes – disallows user from submitting backorder for a warehouse item • Allow WHS Immediate Pick – Yes – immediately fulfill a request for a warehouse item (walk-in order) • Warehouse Markup % - percent used to calculate the price of a warehouse item • Req Entry Contract Amt– warning displays when entering requisition against a contract greater than the Contract Amount

11. Roles & Security • If a user still has issues with account security… • Try the “Update Security” button in Users – AMSEC05A.FMX

12. Menu Builder – AMMEN02A.FMX • Edit menus to their preference in AMMEN02A.FMX once a new role has been assigned to one, or multiple, users

13. Copy Menu(s) • Copy Menu(s) • Open Role to be copied TO (Role to be modified). • Click on Copy Menus tab. • Find Role the menu will be copied FROM. • ‘A’ menu or ‘ALL” Menu items • Click Copy. • View new menus on right side of Menu Builder Program.

14. Modify Existing Menu • Access Path: System Admin>User Admin>Menu Builder • Click into Role Menu to be modified • + (F4) to add Program(s) to Menu, Trash (F5) to delete • Enter numbers to Sequence • Save Changes

15. Security • Security Settings set from Menu Builder • Click into program to be reviewed • Click Security Tab at the Top of Screen. • Make appropriate selections for Program/Role.

16. List Master – AMBTN01A.FMX • Defines the list of programs/forms USER ROLES can see in Go Menu for the Employee Screens.

17. List Group Initial Values – AMLIV01A.FMX • Set up the employee master “GO Menu” to your HR/Payroll users’ preference – set by INDIVIDUAL User ID, NOT Role ID • Allows one click of “GO” and maneuver from screen-to-screen more easily • Ex. below – When on direct deposit screen, go menu will have “Distributions” ready

18. List Group Initial Values – AMLIV01A.FMX • Users click “GO” to go to next form without selecting from LOV

19. Go-Menu & List Group Initial Values • If users are experiencing errors in the Employee Master when navigating from screen to screen…FRM-40212 ORA-1403 • Ensure List Master – AMBTN01A.FMX and List Group Initial Values – AMLIV01A.FMX have same programs for USER ID & ROLE ID • Also, ensure that users have security for all programs assigned in the List Master set up correctly in AMSEC01B.FMX

20. Reassign Requisitions and POs – FOUTL03A.FMX • FAS  FAS Tools  Reassign Requisitions and POs • Move all requisitions, POs, RTBs, P-Card receipts, and warehouse orders from one user (owner) to another user (new owner)

21. User/Role Reports

22. User Roles • Are users assigned more than one role? If so, why? • Typically stems from Administrator giving out roles and not knowing why they’re giving ALL of them • Review why users have so many roles • Goal should be to consolidate and simplify menus for users • Security – the easiest way to prevent unauthorized access is to limit access to screens/reports to only what is needed • Run reports and audit each Role ID and Users assigned to them to verify if all are needed

23. Users & Roles - AMUSR01A.REP • Prints User IDs and Role IDs assigned to those individual users

24. Roles & Users - AMUSR02A.REP • Prints selected Role ID (or All Role IDs) and users who have Roles assigned to them

25. Security Access by Role - ARACS01A.REP • Prints user roles and the security assigned to each program

26. Program Menu Listing - AMMEN06S.REP • Report provides the location of all programs for each user Role ID

27. Program Log – APDET01A.REP • List the last time a program was run by a user • Can generate for all users and programs or specific users and programs within a specified date range • Also for ALL users and one specific program

28. User Account Listing – FMACT09A.REP • Lists the accounts to which users have access • Can list accounts by: • User – shows all accounts that each user may access • Account – to show all users with access to that account USER Account

29. infolink Resources

30. Retired Programs • System Administration  Program Menu Listing • Select Tree or Button view from “Menu Type” depending on what client uses • From “Program” select, ALL Retired to locate all retired programs in menu trees

31. Retired Program List – AMMEN06S.REP • Review retired programs and remove/replace them from menu tree • Standard Account Import (retired in 15.0.b) • Use Menu Builder to replace program

32. User Guides/Documentation • Under Pinned Postings in infolink • User Guide & Quick Reference Guide (QRG) Publication List • Spreadsheet Ready Reports • New Programs Workbook

33. infolink – Retired & Renamed Programs • Find the Retired & Renamed Programs in the Pinned Postings in infolink • Use to find the program that replaces the retired program

34. Retired & Renamed Programs • Find the correct program to replace

35. Passwords & Security in Alio

36. Password Requirements • Allows for more complex passwords for Alio users • Modifications can only be made by those that have Password Admin rights (given in Users – AMSEC05A.FMX) • Password Admin can also expire all passwords

37. Password Requirements - AMPSW01A.FMX • Alio will use these requirements only when the User Password Requirements checkbox is selected.

38. Expire All User Passwords - AMPSW02A.FMX • Expire All User Passwords • Select the employees that need their passwords expired

39. Program Security • Admin users can password-protect specific Alio programs/reports • Find the form/report name you desire to password protect (below) • NOTE: Forms = .fmx • NOTE: Report = .rep

40. Program Security • In Program – AMPRG01B.FMX, switch the form to FIND and locate the file name of the program you are working with • NOTE: “File Name” is case sensitive • When the form locate the form/report, check the “Use Security” option

41. Program Security • Initial setup – Enter “Password” (case sensitive without quotes) in the “Old Password” field • Enter new password into the next two fields and then “Change Password 1” • Repeat this step for “Change Password 2” • Users will be prompted to enter two passwords to run the program

42. HRS Security by User • Business rule for HRS security by USER: • The only records a user can access are the ones matching the security access code tied to an employee via the Security Access field on Employee Master – HMEMP01A.FMX; and those records not having a security access code. User security is defined in HRS User Security – HESEC02A.FMX. • Users with defined security will have access to Check History, Employee Jobs, Employee Pays, Pays History, Employee Ded Bens, Ded Bens History, Employee Direct Deposit • A wildcard security mask is defined with a “%”

43. HRS Security by User • Set the Profile to USER in AMPRF01A.FMX • User Security is defined by the Security Mask in HESEC02A.FMX • Ex. ADM has no security; GRIMM all masks that end in 4; ANDY only sees 8405

44. HRS Security by User • Based on setup, ADM and GRIMM can see this employee – ANDY cannot • ???? = 8504 • ???4 = 8504 • 8405 ≠ 8504

45. HRS Security by Location • Business rule for HRS security by LOCATION: • The only records a user can access are the location type(s) tied to an employee via Employee Locations – HELOC01A.FMX that are listed in HRS User Security by Location; and employee location records not having the location type(s) listed in HRS User Security by Location – HESEC03A.FMX • Users with defined security will have access to Check History, Employee Jobs, Employee Pays, Pays History, Employee Ded Bens, Ded Bens History, Employee Direct Deposit

46. HRS Security by Location • Set the Profile HESEC_SECURITY_METHOD to LOCATION in AMPRF01A.FMX • Set the Profile HESEC03A_WORK_LOCATION_TYPES to your preferred location type i.e., WORK, CHCK, ATTN, etc. • Separate entries with a Comma (i.e. WORK,CHCK)

47. HRS Security by Location • In HRS User Security by Location – HESEC03A.FMX, set up your users’ Location Security

48. HRS Security by Location • Based on security setup, both users in HESEC03A.FMX would be able to see this employee’s information

49. User Account Security Masks – FMACT09A.FMX • Masks are tied to User ID & Role ID • If user switches Role with different masks, will see and have different access to different accounts in Alio • Reduce number of roles for user in Users – AMSEC05A.FMX (Roles Tab) • Tie account security to one user Role and User ID BEFORE AFTER

50. User Account Security Masks – FMACT09A.FMX • Ex. Masks are tied to one User ID AND more than 1 Role ID • No need for account security here; change in Users – AMSEC05A.FMX and check “Account Security Not Required” • Delete ALL masks for user in User Account Security Masks • Reduce number of Roles assigned in Users – AMSEC05A.FMX