User Access and Permissions (Admins Only)

Access

Access to CIMS requires a user to have a Purdue University Global employee administrative account. CIMS is tied to network credentials. If a person has an employee administrative account, a CIMS Admin can submit a ticket to the Purdue Global Employee Support team to have the person added to the CIMS_Members AD group via a Service Now ticket. Once the person is added to the CIMS AD group:

• The person can now access CIMS, but no features will be present.

• The person’s name will appear in the Select User list within the New User form in CIMS. A CIMS Admin will use the New User form to add a person to the CIMS User List to grant them permission to CIMS features.

Permissions

CIMS permissions are associated with position/role titles and specific CIMS access areas. The permissions are detailed in the CIMS Access Level by Role matrix found in the Appendix of this user guide. All position roles are hard coded. If a new role needs to be added, a ticket can be submitted by the Sr. Ops Manager.

Specific permissions assigned to each role can be changed in CIMS by Admin via the Permission Matrix function that allows assignment of any one of the following permissions for any CIMS access area:

E) - Everything (View, Add, Update, Delete)

(C) - View, Add, Update, but w/o Delete

(A) - View, Add (but no Update)

(U) - View, Update (but no Add)

(V) - View only

(NA) - Nothing

(C1) - View, Add, Update for a user who created the record

CIMS User List

All users derive their level of access from their position designation that is set in the CIMS User List.

The User List can be accessed from the Admin page.

The User List can be viewed, filtered, and exported.

Add New User

Submit an Ops Action Request to add the person to the CIMS AD group charlie\CIMS_Members.

Operations personnel will:

• Verify with the business manager what level of access the new user needs. Check the CIMS Access Level by Role table.

• Once the ticket has been completed and the person has been added to the group, navigate to the User List within the Admin tab in CIMS. Click User List.

• On the User List screen, click New User to add the new user to CIMS.

• Complete the Create New User form by first selecting the person from the Select User list.

• The following fields are auto-populated once a user is selected:

  • User Name

  • Full Name

  • Email

  • Phone

    • If the phone number is available in system, it will populate. If no number appears, a phone number can be entered in the field.

• Select the user’s Position, which will set the user’s permissions/access level.

• Select the user’s School, which will build the school-to-user association used by the system in certain areas.

  • More than one school may be selected. First select one school, then save. To add another school, go back to the form and select more schools.

• Select user Status.

  • All active users should be set to Active.

• Click Create User.

• Verify with the new user that all features needed are available.

Deactivating a User’s Access

Users are never deleted from the User List. If they are no longer part of C&I or PG or should have access removed, Operations personnel will mark their status as Inactive.

• Navigate to the User List within the Admin tab in CIMS. Click View/Edit Users.

• Once on the User List screen, click Edit for the associated user that should have their access deactivated.

• Edit the user’s Status by changing it from Active to Inactive. This will deactivate the user’s access to the features of the system.

• Click Save User.

Editing a User’s Account

A CIMS user record can be edited to modify the following fields:

• Position

• School(s)

• Phone

• Status

All other fields will be blue and cannot be changed because the information is auto-populated from the university’s global active directory system.

• Navigate to the User List within the Admin tab in CIMS. Click View/Edit Users.

• Once on the View/Edit User screen, click Edit for the associated user.

Name Changes

Name changes done in the Purdue University Global active directory do not automatically update the listing in the CIMS AD or the User List record.

When a university global directory account is updated, it can be updated in several ways depending on the change:

Changing Role Permissions

The ability to change CIMS role permissions is limited to a few admin roles.

Permissioned users will be able to use the Import function to update the current permissions associated with an existing role.

From the Admin tab - access the permissions matrix

Role Permissions are visible in CIMS just as they are currently on the spreadsheet permissions matrix. But, with the added ability to filter and view the roles/permissions more easily.

Filter by role to review if a specific role has all permissions required.

Filter by access area to determine what access each of the roles has to a specific CIMS area.

To change the access for a specific role:

1. Export the matrix

2. Update the access areas for that specific role

3. Import the matrix with the updates.

4. Filter for the role(s) that were changed

5. Confirm the updates are in the matrix

6. Verify with users assigned that role that permissions have changed accordingly (Note: This may not happen until the following day after servers have reset)

CIMS Access Area Descriptions