ARCHIVED CD 1999-003
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January 29, 1999
SUBJECT: Financial Information Strategy (FIS) - Finance (FIN) Security Access Procedures
1.1 The purpose of this document is to provide departments with the detailed Finance (FIN) on-line security access procedures. This directive is intended for Departmental Financial Officers and departmental security access control officers.
1.2 Use of the masculine in this text is generic and applies to both men and women.
2.1 This joint project was initiated by the Treasury Board Secretariat (TBS) and Public Works and Government Services Canada (PWGSC) to address accounting issues and outdated systems. Under the FIS concept, each department is required to maintain a Departmental Financial Management System (DFMS).
2.2 To satisfy technical requirements a new Regional Pay System Expenditure Control Database and related on-line finance subsystem have been created. This allows Regional Pay On-line financial users and the Compensation Services Accounting Advisor users to maintain credit back, line object and financial coding block information.
2.3 The overall functionality of the Regional Pay System (RPS) will not change as a result of FIS compliancy. The RPS will however be modified to fulfill its new expenditure reporting role. Client Departments will be identified as being FIS compliant or Non-FIS compliant. For those departments identified as FIS compliant (starting April 1, 1999, through April 1, 2001,), expenditures will not be reported through the Regional Pay Interface System (RPIS) but through RPS. Those departments who are Non-FIS compliant will continue to receive expenditure information from RPIS. Departments will have the option of controlling their own financial coding within their own DFMS and consequently will no longer be required to input accounts coding to both the RPS Master Employee Record and the new RPS Expenditure Control File Database.
Departments which opt to continue to maintain their financial coding information in the RPS will use this new FIN subsystem to maintain credit back, line object coding and input changes to the accounts coding on the RPS master records for individual employees.
3. PROCEDURES - INSTRUCTIONS
3.1 The new pay subsystem FIN can be accessed by both FIS and Non-FIS departments. Non-FIS clients will only require the financial coding update option available under the FIN menu. For FIS clients, this subsystem replaces the current Interactive On-line Control File/Pay Expenditure Control File (IOCF/PECF) On-line System. The FIN subsystem will provide FIS clients the facility to maintain departmental line object and credit back coding information. It should be noted that FIS departments that have decided to maintain their financial coding within their own DFMS do not require access to the FIN system.
Since the FIN system is a subsystem to the RPS On-line pay process, it should be noted that the security restrictions are very similar, i.e. profiles restricted by department, pay office and paylist. The Security Access Control Officer is familiar with setting up the Pay access profiles and should be contacted to set up the profiles for the FIN access for the financial officer.
The following details explain the possible choices available to client departments who wish to use the FIN subsystem to update financial coding, including line object and credit back information.
The FIN subsystem can be used under two scenarios:
- By departmental Financial Officers in FIS compliant departments requiring access to update to the line object and credit back coding tables and financial coding information by employee; and
- By Financial Officers in Non-FIS compliant departments requiring access to update, authorize and inquire against the employees financial coding information residing on the RPS Master Employee Record.
Please note that the security access is the same for both scenarios noted above. However, Non-FIS departments are not required to access or maintain the line object or credit back coding tables as these tables are not used for expenditure reporting until the department is FIS compliant. A menu on the FIN subsystem allows departments to select the appropriate type of options. It should be noted that FIS compliant departments who have opted not to retain financial coding on the Regional Pay Master file will not require access to this subsystem.
3.2. Security Setup Instructions
The following security access is required:
- Access to the PWGSC Mainframe (CV72);
- Access to the Application 'PD' (for On-line Pay);
- User Class required include: FIN, AUT (Authorizer) and INQ (Inquiry).
For the AUT function, the authorization code is given to the employee if the employee is a regular on-line pay authorizer. Please note that the AUT function is used for authorizing other types of pay transactions.
The INQ will permit the user to access the transaction database to view the status of specific transactions such as those in 'pending authorization'and 'pending extract'status. With the INQ function, all transactions are displayed regardless of effective dates.
Access is defined at the department, PWGSC pay office and paylist level.
3.3 For specific details, please refer to Section 17 of the Personnel-Pay Input Manual (PPIM).
4.1 Any request for information regarding the foregoing should be addressed to Hélène Charron of the PWGSC FIS Payroll Project at 819-956-2077.
Original Signed by
Government Operational Service
Reference: CJA 2005-18
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