Security Forms

There are two security access request forms and three documents that support them:

  • General Security Access Form
  • Central Office Security Access Form
  • School Unit Security Role Mapping Table
  • NU Department Master Tree
  • Ship To Codes

General and Central Office access forms

To decide which form to use:

  1. Do you work in a central office?
    - NO Use the General Access security request form
    - YES Go to question 2

  2. Are you responsible for maintaining configuration in a Café application, performing reconciliations or processing transactions in an analytical or managerial capacity?
    - NO Use the General Access security request form
    - YES Use the Central Office Access security request form

Please note that as of 10/1/09, forms will be submitted to:
Financial Systems, 619 Clark, #118, Evanston
Fax: 7-3070

General Security Access Form PDF icon last updated 9/30/09
Central Office Security Access Form PDF icon last updated 9/30/09

Inactivation and Transfers

To remove access to NUFinancials (and other Cafe systems) or transfer someone's access when changing departments, please complete a Security Access Form.

Inactivation

For inactivation, only the demographic data on the first page and checkmarks in the appropriate inactivation boxes on the first page are required. The final page of the form with authorized signatures is also required.

Transfer

For department/school transfers, the department should complete a security request form and mark the "Is this a School or Department transfer?" box. The same form can be used to indicate the access to be removed and any new access to be added for the new department.

HR and Expense Reports

Please keep in mind that the HRIS and NUFinancials systems are separate, so when an employee is terminated in HRIS, a security form is still required to remove NUFinancials access. However, termination by HR will end the ability to file an expense report (or have a proxy file an expense report) 90 days after the date of termination.

Security and Workflow Setup

Use our spreadsheets to determine project and workflow approvers, user roles, and row level security.
You will need an on campus or VPN connection to the internet to view/download these materials.

Last updated 6/09

NU Department Master Tree

Use the Department Master Tree to facilitate department node requests for workflow approval and Row Level Security.

The NU Department Master Tree is a graphical representation of the departmental organization at Northwestern University. Search for specific departments or nodes using the Find feature (Ctrl-F in Windows & Cmd-F in Mac) or the binoculars icon, entering the text you wish to find and clicking the search button.

Nodes

The tree is composed of ranges of one or more department values and groupings of department ranges which are called nodes. Department ranges are identified on the document by a leaf symbol. Nodes are identified on the document by a folder symbol. Nodes may represent groupings of other nodes as well as groupings of department ranges. Blue lines show the hierarchical relationship between department ranges and nodes as well as the relationship between nodes.

Departments

You can request workflow approval and/or row level security for a particular department. You can also request access for a Department tree node to avoid entering multiple department values. When access is granted to a department node, it applies to all departments that fall within the department ranges that roll up to the node. If other nodes roll up to the node indicated, access is granted to all department ranges that fall below those nodes.

NU Department Master Tree PDF icon last updated 9/1/09

For the most current version of the tree, look in NUFinancials:

  1. Login to NUFinancials > Tree Manager > Tree Viewer
  2. Search by Tree Name with "begins with" left blank
  3. In search results, select NU_DEPTID_MASTER (be sure to use most recent version based on "effective date" column)
  4. Click "Expand All" in the blue bar above the list

Ship To Codes

When requesters apply for security access, they will be required to supply a default ship to code.

Ship To Codes PDF icon

 

Questions? Email projectcafe@northwestern.edu

For technical assistance please contact our Help desk:

Phone: 1-HELP (847-491-4357), option 2

Email: consultant@northwestern.edu