GNM_RCS_User_Management_TS

• 1. .Introduction

     1. Purpose

The document GNM_RCS_User_Management_FS.docx is the functional specification that describes what business functions RCS supports in relation to user logons.

This document is one of a set of technical specifications that provide details of how those functions are implemented in RCS.

• 1. Scope

This document focusses on the management of user logons within RCS and SLM.

This document does not cover the training of users which is handled by the RCS Administrator. It touches on the Chart of Accounts and Password security but each of these topics are covered in more depth in separate documents in this set.

This document is intended as a high-level technical document outlining how the relevant business functions are implemented in terms of software modules.

Importantly, this document does not aim to provide the level of detail that would be required in a programming specification in areas such as program structure, detailed business rules, data integrity, validation, locking considerations, data security, and calls to/from other software modules, performance considerations, and so forth.

For details of program logic and coding, the reader should refer to the program files themselves.

• 1. .Users

     1. Users

The Users screen is used to manage all RCS logins. The screen is accessed from this menu option: Housekeeping → Users. This menu option opens screen rcs_user_010_pc.fmb.

When usernames, passwords, business areas and roles are inserted or changed in this screen database triggers execute DDL that synchronizes the database definition of the user and its access with the data on screen. All users are given a non-default profile, and their passwords must conform with the GNM password policy.

• 1. Active users

The Active users screen as the same as Users screen except that it excludes disabled logins. It is accessed from this menu option: Housekeeping → Active users, opening rcs_csrs_010_pc.fmb

This screen lists all current users, including SLM users, and is used by the RCS Administrator.

• 1. User details

At the top of the screen the user can choose whether to display User details or CoA permissions. This section deals with the former.

• 1. Name, username and password

The first and last name of each user is entered – these names appear on letters and emails, and in audit information across the system so it is important they are correct.

The logon field defaults to these names concatenated with an underscore between them, though when actually logging in the user can use a space instead of an underscore between them. This logon can be changed if required.

The password is concealed for security reasons, but must adhere to GNMs password rules which are documented in a separate document covering system security.

If a user forgets their password they can request a new temporary password from the logon screen, which they must change after first using it.

• 1. Business area & role

Users can be allocated to the Editorial, Accounts or Sales business area, and thereafter the relevant role from the options available:

• • Editorial: Commissioning editor; Editorial administrator; Department head; Managing editor; or RCS administrator

  • Accounts: Read; or Write

  • Sales: Commissioning editor; Editorial administrator; or Department head

• 1. Details

The Detail tab has the following fields:

• • Position (i.e. their job title, which can appear on letters and emails)

  • Email

  • Copy-in email (for editorial users) / Generic email (for syndication users)

  • Telephone

  • Fax

  • Expense self-approve limit

  • Commission self-approve limit (for editorial users only)

  • Male/female

And also checkboxes that signify whether the user should receive:

• • Rights notices

  • Legal notices

  • Corrections and clarifications

  • Commission approval alerts (for editorial users only)

The “Reset” button enables an RCS Administrator to clear a block that has been imposed on an account if there have been 3 of more consecutive password failures.

The “New pw” button allocates a new temporary password to a user, and emails it to them. The RCS administrator may use this if a user has forgotten their password.

Users can also elect to change their password at any time in the Change password screen accessible from the File → Change password menu option:

Back in the Users screen tthe “Change history” button can be pressed to show a history of changes to key elements of this data, as shown below:

• 1. Formats

The Formats tab is where the formats the user works with are defined:

• 1. Out of Office

The Out of office tab can be used to record when a user is on holiday or off sick etc. This affects who sees payment approvals if the person in question would normally perform approvals.

• 1. Delegation

The Delegation tab is used to define who a user can enter commissions on behalf of. This impacts the current user’s approval limits as they inherit the approval limit of the person they are acting for.

• 1. Offices

The Offices tab is used to define whether the user sees content published by Australia, Amercia and/or the UK in the content matching screens.

• 1. CoA permissions

Each user can be granted access to codes in each of the 8 chart of accounts segments – and the codes they are granted access to are those that they can apply to expenditure. This is done by choosing the CoA permissions option at the top of the screen, which causes the data on the right hand side of the screen to be replaced with a tab canvas relating to the Chart of Accounts.

The Cost centre segment is key to the security model in RCS – users only see expenditure that relates to cost centres they have access to.

Defaults can be defined for different types of expenditure, but asthis is described more fully in the Chart of Accounts documents in this documentation set it is not repeated here.

• 1. Syndication users

The Syndication users screen is another variation of the Users screen, this time only showing Syndication user logons. It is accessed from the menu option Syndication → General configuration → Users, opening the same screen in the restricted mode.

End of Document