Process Number: 73	Revision Date: 6/23/2014 5:38:00 PM
Revision #: 29	Back | Access Password:

Assigning Datatel Permissions - SOD Screen

Office Responsible:

DCS - District - Computing Services

Process Type:

internal

Position Title:	User Liaison		Author:	DyAnn
Cross Trained Staff:	Carol	Manager:		Vice Pres.:

Timeline (Deadlines or Time-Constraints) :

Upon Request

What must be done before this process is started:

User Application submitted to DCS. Application must be signed by Employee and Supervisor. ALL CLASSIFIED HOURLY, PART-TIME HOURLY, STUDENT EMPLOYEES AND NON-TEACHING FACULTY (if adjunct counselor), MUST BE FINGERPRINTED AND HR HAS RECEIVED CLEARANCE FROM DOJ.

Which processes are waiting for this process:

Ability to log into Datatel

Source documents or communication with information needed for this process:

Completed "User Application" Email from HR that users fingerprint scan has cleared

What is the end-result of this process, or the hand-off

Access to approved Datatel screens.

What steps must be taken independent of the computer system (Manual Process)

Which steps must be taken on a computer (Electronic Process):

1. In Datatel, go into UT - Utilities (Apps, UT) 2. Access the mnemonic SOD, Operator Definition. 3. This step is NECESSARY in order to process step #8. - From the User Application (in the Datatel / Colleague "Which employee`s security rights should be matched?" section), identify the name and login of the person previously in this position. - At the Operator ID Lookup Prompt enter the login of the person identified above (the employee to match). If the login is unknown, enter ..., part of their last name, then … again (Ex. ...smith...) at the prompt and locate employee to match, then select the person from the resolution screen. - Once the SOD record displays, write down the security classifications assigned to this previous user. These will be the security classifications that you will assign to the new user. This is a multi-value field, so be sure you list them all! - Now choose File and cancel to exit this screen. YOU NOW HAVE THE INFORMATION NEEDED FOR STEP #8. 4. You are once again at the Operator ID Lookup Prompt, enter the NEW Users ID (see User Applilcation / Datatel Information box) from the copy in ImageNow. 5. Choose "A" to Add 6. In the "Name" field, enter the users name (first, last), location (CHC or SBVC)/ department. (Ex. Deanna Turnbeau, SBCCD/Computing Services). 7. Leave the "Org Entity ID" field BLANK. 8. In the "Security Classes" field(s) enter the security classes you wrote down in Step #3 (ALL CAPS). Note: Always enter the Colleague Application code where the security class was built before each entry (i.e., ST-RG.CLERK) press F10 to save record. ALL CLASSIFIED HOURLY, PART-TIME HOURLY, STUDENT EMPLOYEES AND NON-TEACHING FACULTY (if adjunct counselor), MUST BE FINGERPRINTED AND HR HAS RECEIVED CLEARANCE FROM DOJ. FOR ALL CLASSIFIED HOURLY, PART-TIME HOURLY, STUDENT EMPLOYEES AND NON-TEACHING FACULTY (if adjunct counselor), MUST BE FINGERPRINTED AND HR HAS RECEIVED CLEARANCE FROM DOJ: 1. Access the CRI screen, at the lookup prompt, enter the new User`s Datatel ID 2. At the Alert box select Y to Create a MAILING record. 3. In the "Instance" field enter DFINPRT (for District Finger Print) 4. In the "Status" field select Received from the drop down box. 5. In the "Stat Dt" field enter the current date. 6. Save and exit by pressing F10. FOR REGISTRATION USERS ONLY: 1. Access the RGUS screen 2. At the Registration Users Group Lookup Prompt enter CCLERKS for Crafton student staff, CHCREGONLY for CHC staff or VADMCLERK for Valley Staff. Enter DPDC for SBCCD Prof.Dev OR CCOM for CHC Workforce Development. 3. At the Registration Users screen go to the first blank line under "Staff group Members" and enter the users SSN, ID#, or name. Enter 05/01/99 as the start date for all Registration Staff. This will allow the staff access to all transactions since implementation. FOR CASHIERS: Access the CSHS screen for the person listed as "Which employee`s security rights should be matched?" Screen print the screen to use in building the CSHS screen for the new user. 1. Access the CSHS screen. 2. At the staff lookup prompt, enter the User`s Datatel ID 3. In the "Currency Conversion" field enter - N for no 4. In the "AR Type" field enter the same value as the person who previously held the position (see the User Application form). 5. In the "Location" field enter - CHC for Crafton OR SBVC for Valley. 6. In the "Distribution" field enter - cash 7. In the "Print Receipt" field enter - Y for yes 8. In the "Receipt Print Subroutine" field enter - S02.print.cash.rcpt.moore, for Valley OR S02.crafton.cash.rcpt.moore, for CHC. 9. In the "Receipt Printer" field - enter the printer from the screen from the "Who previously held this position" OR enter … at the Lookup Prompt and choose the appropriate printer. 10. In the "E-Commerce Enabled" field enter Y 11. In the "Check Payer Present/Card Reader" field enter Y The Next step in this process is to update the Staff/Volunteer Record with the Operator ID. (see Document Process # 56). Note: The SVM screen should be created by Human Resources. LAST steps is to send TWO emails 1. New Datatel user standard email (see long email below) 2. Temporary Datatel password email ************************************************************************************ FIRST EMAIL From: Walter, DyAnn Sent: Friday, December 12, 2008 4:02 PM To: NEW DATATEL USER Cc: SUPERVISOR (SIGNED USER APPLICATION) Subject: DATATEL (COLLEAGUE) ACCESS (attached "Getting Started in Datatel" document 5.0 Welcome __________, Your Datatel access has been created, please see instructions below the Datatel Login box to access Datatel. Your Datatel User ID is _________ Your Password will be sent in a separate email To access the Datatel system, double click on the Datatel icon on your Desktop and enter your User Id and temporary password. See screen shot above. Immediately, you will see two alert messages, one with “Your password needs changing” and another with “Your NEW password must < = 8 charters” (no more than 8 charters), click OK on both alerts. Use the following steps to change your password when the grey terminal window appears. 1) Enter your “old password”, (the temporary password) and press enter. Note: You will not see characters as you type, and backspacing is considered a character. If you do backspace, close the windows and start over. 2) Enter your new 6-8 character password, and press enter. Note: Your New password must have at least one number and two alpha (A-Z) characters and NOT be more than 8 characters. 3) Re-enter your new 6-8 character password again, and press enter. 4) After a few seconds, re-enter your new password again at the “Enter Database Password for User . . . prompt” 5) When the Datatel application appears select “Apps” in the upper menu and select “ST” from the dropdown list. The attached document, "Getting Started in Datatel" will help you get acquainted with the Datatel (Colleague) system. If you have any questions, please give me a call at extension 4362 or the Helpdesk at extension 4357. To access our Datatel User Documentation click on the link below. \\csb-web-02\doclib\District\District_Computing_Services\Documentation-User\Datatel ************************************************** SECOND EMAIL From: Walter, DyAnn Sent: Friday, December 12, 2008 4:04 PM To: NEW DATATEL USER ONLY Subject: DATATEL ACCESS INFORMATION Your temporary Datatel password is _________

Related Documents to Process (e.g. Datatel documentation, Government code books, etc.)

Documentation (Process No. 56) Building a Staff/Volunteer Record "Getting Started in Datatel" documentation (get this from document library)

Notes (Cautions, suggestions for improvement, etc.)