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Decentralized Access Control System

(DACS) User Guide

Last Revised: July 2017

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Revision Control

Document Title: Decentralized Access Control System (DACS) User Guide Author: Jacqueline Kuenz for CSUSB – Finance & Administrative Services File Reference: DACS User guide.docx

Date By Action Section

12/2016 Jacqueline Kuenz Original document All

2/2017 Jacqueline Kuenz PeopleSoft screen updates All

6/2017 Jacqueline Kuenz Available Functions

7/2017 Jacqueline Kuenz Adding Signatures 3

Questions or concerns about this document, please contact Accounting Services at x75153.

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Contents Revision Control ............................................................................................................................................ 2

DACS (Decentralized Access Control System) ............................................................................................... 4

Background – Delegation of Authority ..................................................................................................... 4

What is DACS? ........................................................................................................................................... 4

Benefits of DACS ....................................................................................................................................... 4

What information is included in DACS? .................................................................................................... 4

Updating DACS .............................................................................................................................................. 5

Log into MyCoyote .................................................................................................................................... 5

1. PeopleSoft – DACS Functional Approvers ............................................................................................. 7

a. Adding/Removing Authority over a Chartfield String ................................................................. 10

b. Adding/Removing Authority to a Specific Function .................................................................... 10

Quick reference to Business Units and Charts of Accounts ........................................................................ 12

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DACS (Decentralized Access Control System)

Background – Delegation of Authority In order to promote greater economy and efficiency, the legislature has delegated authority concerning

certain activities, such as purchasing and contracting, and real and personal property to the California State

University (CSU). The CSU Board of Trustees further delegates such authority to campus presidents and/or

designee pursuant to Executive Order 1000. Accountability for the management of the property, assets,

financial and human resources of the University ultimately rests with the President who expects those with

signature authority to safeguard University resources by establishing and maintaining sound business

controls that deter and detect any potential misuse of resources

What is DACS? DACS (Decentralized Access Control System) is a solution intended to manage the Delegation of Authority for

Financial and Administrative functions in our campus. This system, developed by CSUSB, effectively replaces

the use of Signature Authorization forms.

Benefits of DACS Paperless solution (Peoplesoft)

Decentralized maintenance

Single repository accessible by all authorized users

Seamless interface for systems (example: Travel Concur)

Audit trail for changes

What information is included in DACS? DACS is comprised of tables that contain employee and financial information associated with delegation of

authority:

Administrative and Finance functions

Alternate supervisor (Concur)

Chartfield information (includes division)

Employee information (inherited from other PS modules)

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Updating DACS

Log into MyCoyote From csusb.edu home page top menu bar

Log into MyCoyote using your credentials

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Choose PeopleSoft

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PeopleSoft – DACS Functional Approvers

After logging into MyCoyote navigate from the PeopleSoft Main Menu: Click the Home link

Breadcrumbs: SB Custom > SB SA Custom Menu > DACS> Use > DACS > DACS Functional Approvers

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Search by Employee ID, Last Name, and/or First Name (the page will display for the employee ID searched).

Employee’s information page will appear for the Employee ID searched. You will find Employment Record Status information about the employee searched. NOTE: The first Employee Record will appear and may not be the current record of the employee. Each approver record will list at least two sections of information: (1.) FS Approving Information box and at least one Function Access box (a.).

1

} {

a.

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1 FS Approving Information indicates which chartfield string(s) an employee has authority to approve. You may refer to the Quick reference to Business Units and Charts of Accounts section for a breakdown of chartfield string components.

Function Access indicates which function associated with the chartfield string(s) an employee has authority to approve.

Current Available Functions: ALL: All Functions | PS: Printing Services | TA: Travel Approval | DE: Direct Expenditure

To view all chartfield strings assigned to an approver, select the VIEW ALL link at the top of the FS Approving Information box.

a.

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1. Adding/Removing Authority over a Chartfield String

To add a new chartfield string to an authorized

approver, click the symbol on the top right of any chartfield string record. The new record will appear just below the record in

which you selected the button. To remove a chartfield string

simply select the symbol next to the record. You will receive a notification of confirmation to delete. Select OK. Once you make your changes scroll to the bottom of the page and select SAVE.

2. Adding/Removing Authority to a Specific Function

To add a new chartfield Function to an authorized

approver, click the symbol on the top right of any chartfield string record, next to “Function Access” box. The new record will appear as the subsequent number (e.g. “1 of 1” becomes “2 of 2”).

Depending on the number of functions

which already exist, this number will

increase by the number of you click

(e.g. “1 of 1” becomes “2 of 2”).

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To view all Functions for a specific Chartfield String, select View All. Once you make your changes scroll to the bottom of the page and select SAVE.

3. Adding Signature

To add a signature image, select ADD SIGNATURE. User will be prompted to select the image file (.jpg or .png) to be uploaded. Select CHOOSE FILE, locate and select the file to be uploaded, then select UPLOAD. The image will be visible. Once you add your image file scroll to the bottom of the page and select SAVE.

No signature

on file

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Quick reference to Business Units and Charts of Accounts The campus Chart of Accounts (COA) encompasses 5 different Business Units. A Business Unit (BU) is a

financial operating structure (or financial “world”) that contains specific operational rules and processes

and a Chart of Accounts (chartfield) structure.

Our campus contains 5 Business Units:

SBASI – Associated Students Inc. (ASI)

SBCMP – California University Campus – our main operating Business Unit

SBFDN – University Enterprises Corporation (UEC) Prior to 7-1-2011, CSUSB Foundation

SBPHL – CSUSB Philanthropic Foundation

SBSUN – Santos Manual Student Union

Each of these Business Units has its own operating rules and Fund chartfields that specific to it. It is

important to familiarize yourself with which Funds your department has and in which Business Unit they

reside and operate. Training courses are available for any fund.

Account chartfields are shared across Business units

Funds are specific to the BU they operate in.

DeptIDs are shared across Business Units

Class chartfields are specific to FDN and PHL. They are shared in CMP, ASI, and SUN Project chartfields are specific FDN and PHL. They are shared in CMP, ASI, and SUN

SBCMP Business Unit

The COA for SBCMP encompasses hundreds for Funds, DeptIDs, Accounts, Class codes, as well as

Project chartfields. The common format is shown below.

Sample: Account – Fund – DeptID Class – Project

660003 – SB001 – D0100 11264 – FAC_PROF_DEVEL

Chartfield ACCOUNT FUND DEPTID CLASS PROJECT

Length 6 char Numeric

5- char Alpha Numeric

1ST 2 char Always letters

5- char Alpha Numeric

5 Char Alpha numeric

15-char Alpha Numeric

Example 660003,101900,

601826, etc SB001,RS048,

SE036, etc

A001, B0300, D0100, D0400,

CO635, etc

2001, 20052, 20130, SUCCE,

ADMKT, etc

FAC_PROF_DEVL, LIBRARY_MTRLS

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You may find the above information plus more information regarding Chart of Accounts by visiting

https://www.csusb.edu/accounting/reporting-tax/chart-accounts.

Chartfield Chartfield Definition Required? Purpose/Usage

Character

Length

Fund

The Fund Chartfield value is used when an activity requires a Trial

Balance and is required for every financial transaction. Campus specific

fund values are created based on reporting requirements, day to day

administration of the funds and GAAP requirements.

YesIdentify a specific purpose /

funding source5 characters

Dept ID

The department chartfield represents the detailed structure of campus

organizations. Combined with other chartfield values, they can form the

basis for department budgets that track expenditures and revenues and

organizational reporting requirements.

Only for

revenues and

expenses

Identify organizational

structure5 characters

Account

The account chartfield represents the line item breakdown for a Balance

Sheet and Income Statement. This chartfield classifies Assets, Liabilities,

Fund Equities, Revenues, and Expenses and captures the nature of the

financial transaction that is entered into the system.

Yes Identify transaction type 6 characters

ProjectThe project chartfield is used to identify a discrete set of activities that

have a strict start and end date. Activities associated with this chartfield

may span multiple fiscal years, departments, funds and/or accounts.

No (Optional)Track time specific -

Revenue & Expense

up to 15

characters

Class

The class chartfield is provided for any special cost reporting needs a

campus department or other organizational unit may have that are not

met by the other defined chartfields.

No (Optional)

Identify department level

information - Revenue &

Expense

up to 5

characters