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MEMO

To:	FMC

From:	Elizna Jacobs

Date	19 June 2014

Re:	KIM - Security

To all concerned

Within the KFS environment, the security terms and limitations for access will change.

The manual Oracle Registration form for new users is replaced with an electronic e-doc known as User Registration.

The username of all users will be changed to their employee number. The username will be known as the principal name.

A Role with permissions and responsibilities assigned to it, will replace the Responsibilities in Oracle.

Users will no longer be restricted to the lowest level of access, for example on Activity level (Account in KFS) – users will be able to use any account in his/her Organization (OU), but will be limited to use an account in another Organization.

Users will no longer be limited to only view Accounts / Organizations to which they have access to – the viewing function will be unrestricted unless another decision is made later.

All users will be able to create the basic e-docs on the Main Menu of KFS. Users with specialized functions will have access to the more specialized roles and menus.

Most authorization of documentation will no longer be done manually. Workflow was built in KFS so that the documents can route to the person who normally have signed the documents. Authorization by hand will now be replaced with programmatic authorization.

Person who are responsible for certain Organizations (Director / Head of a Department), can create delegates on the system if their absent or if they want to delegate certain documents to another person. The delegate will then receive workflow documents and will be able to finalize that documents on behalf of that Director / Responsible person of Organization.

In KFS, Directors / Responsible persons of Organization will need to be active users on KFS as they will need to receive workflow and approve documents programmatic. Most of them are not users in Oracle as they have done authorization by hand. This Directors will need to fill in a registration form so that they can be registered and so that there is a paper trail for the auditors – a specially designed registration form was created for this purpose: ..\..\Admin\KFS Registration Form (Org Reviewers).doc

For more information you are welcome to contact Elizna Jacobs (11942657@nwu.ac.za) or Carl Minne (12332852@nwu.ac.za) via email.

KFS Project Team

Original details: Elizna Jacobs(11942657) C:\!!My Documents\KFS\Memos\KFS KIM – Terminology 2014/06/26