	STAR User Guide Last Updated: December 27, 2005

TABLE OF CONTENTS

Logging In/Out

Logging In

Obtaining Security Access to VIEW Trees & Roles
Obtaining Security Access to ADMINISTER Roles

Obtaining a VUnet ID & E-Password

Trees Tab

Viewing Nodes

Expanding and Collapsing Nodes
Viewing VUnet IDs and Roles for a Node

Viewing Inheritance

Administering Roles (Security Administrators Only)

Adding New VUnet IDs and Roles to a Node
Deleting VUnet IDs and Roles from a Node
Adding Roles to an Existing VUnet ID

Editing Roles for an Existing VUnet ID

Person Search Tab

Administering Roles (Security Administrators Only)

Adding Roles to an Existing VUnet ID
Replacing, Replicating, or Deleting Roles

Multi-Add Tab (Security Administrators Only)

Adding One or Multiple Roles to One or Multiple Nodes

Hardware and Software Requirements

Introduction

Purpose of STAR

The web application, STAR (the Security Tool to Administer Roles), provides you with a single, centralized location where you can view the security tree structures and roles (a.k.a. security assignments) for certain financial web applications and business processes, including eDog, eProcurement, Signature Authorization, and WALDO. Additionally, STAR provides security administrators with the capability to add, delete, replace or replicate roles.

Features and Benefits

The STAR system allows you to:

·         Search and view the security tree structures in one application.
·         Search and view security tree roles for one or more persons in one place.
·         Download security tree structures and roles.
·         Access the system on or off campus 24 hours a day, 7 days a week.

If you are a security administrator, you can also:

· Add, delete, replace or replicate security assignments with a user-friendly interface.
· View/print electronic copies of the Employee Transfer and Termination Reports.

Logging In/Out

Logging In

To log in to the STAR system:

1.       Go to the FIS website (http://www.vanderbilt.edu/fis/).
2.       Click “Applications” from the menu in the upper left-hand corner of the screen.
3.       Click on the screen icon labeled “STAR.”

4.    Click “Link to the Application.”
4.       Enter your VUnet ID and e-password.
5.       Click [Login]. The “Trees” tab will display.

You can also access the system by clicking the STAR link included in the eDog, eProcurement, and WALDO systems.

To avoid security issues, you should CLOSE your web browser after any work session in STAR, eDog, eProcurement, or WALDO, especially when using shared workstations. If the browser is left open, the next user may use the web browser Back button to view pages accessed by the previous user.

Note: If you do not have access to the STAR system or you do not have a VUnet ID and/or e-password, see the corresponding sections below.

Obtaining Security Access to VIEW Trees & Roles

To search and view the security tree structures and roles within STAR, you must be assigned a role in at least one web application for which security is administered using STAR.

· For instruction on how to obtain an eDog security role, click here.

· For instruction on how to obtain an eProcurement security role, click here.

· To obtain a Signature Authorization security role on a Medical Center cost center, click here to complete the VUMC Signature Authorization form.

· To obtain a Signature Authorization security role on a University Central cost center, click here to complete the University Central Signature Authorization form.

· To obtain a WALDO security role, click here to complete the WALDO security form.

Obtaining Security Access to ADMINISTER Roles

Medical Center

To delete, add, replace or replicate security roles for eDog or Signature Authorization (including the eProcurement Executor role), you must be a staff member within the Department of Finance.

However, decentralized departments/divisions are able to delete, add, replace or replicate select eProcurement security roles (i.e. – the eProcurement Creator, eProcurement Reviewer, and eProcurement Viewer roles). To obtain the capability to do this, email Mary Robinson (mary.s.robinson@vanderbilt.edu) in the Department of Finance to request the eProcurement Departmental Administrator role.

WALDO security administration continues to be performed by the FIS Web Apps Support Manager within the Office of Financial Affairs.

University Central

Security administration for all roles is performed by the Office of Financial Affairs and, in some cases, by the Division Fiscal Officers (DFOs) within the schools. If you are a DFO and would like to begin performing your area’s security administration for all eDog, eProcurement, Signature Authorization, and WALDO roles, please send an email to fis-applications@vanderbilt.edu.

Obtaining a VUnet ID & E-Password

To log in to STAR, you must have a VUnet ID and e-password. A VUnet ID is the means for Vanderbilt users to identify themselves to certain services on the VUnet, the campus data network. The same VUnet ID is used throughout the duration of employment or student status. The e-password ("enhanced password") is the latest, most secure way of identifying yourself to online services at Vanderbilt. It is designed to balance the desire for online access to information and services with the need to keep data safe from unauthorized access. Enhanced security requirements of e-password help ensure that only you have access to your information and services.

For information on how to obtain a VUnet ID and e-password, please click here.

Logging Out

To maintain the highest level of security, it is very important to log out after you finish using STAR. To log out, click [Logout] at the top of the screen or simply exit your browser.

Trees Tab

The Trees tab enables you to view the list of nodes where you have been assigned a security role to a financial web application or business process. You can also view all other VUnet IDs and corresponding names with an assigned role at each of those nodes.

What is a Tree?

In STAR, a tree is a hierarchical organization of cost centers that enables the delegation of multiple roles at multiple nodes to multiple individuals.

What is a Node?

The word node is a generic term that describes a level within any tree. In other words, depending upon which tree you are viewing, a node could be a ten-digit “low-level” cost center, a home department, a sumto home department, or any center group (a.k.a. sumto center, pcc sum, function, major operating division, department, section, or division).

Lower-level nodes “roll up” to form higher-level nodes. For example, in the Fund Accounting tree, one or more ten-digit centers roll up to a six-character alphanumeric sumto center.

What is a Role?

The word role is a generic term that describes any viewing, transactional, or administration privilege that can be assigned to an individual on a node within a tree. For a comprehensive listing of Roles available in STAR and detailed explanations of each, click here.

STAR Tree Structures

STAR houses seven different tree structures. The following chart displays the names of each tree and outlines the “roll-ups” of nodes:

Tree Name	Roll-ups of Nodes
Application	ASAP
Fund Accounting	Sumto Center Center
Structure 5	Sumto Center Center
Home Department	Sumto Home Department Home Department
PCC Sum (VUMC Only - Hospital & Clinic)	PCC Sum PCC Name Center
Function (VUMC Only - Hospital & Clinic)	Function PCC Name Center
Major Operating Division (VUMC Only)	Hospital & Clinic: Major Operating Division PCC Sum Slice PCC Name Center SOM, SON, & MCO: Major Operating Division Section Department Division Center

Please note: STAR is updated daily from the General Ledger System. Once a new center is created in the General Ledger, it will be available the next day in STAR for you to make role assignments.

Viewing Nodes

When you click the Trees tab, the list of nodes where you are assigned role(s) will display. If you have an assigned role at a summary node level (i.e. – a sumto home department or center group), you can view all items that roll up to that node, even though your VUnet ID is not explicitly assigned to each individual summary node. To view all items that roll-up to a summary node, simply click on it.

In the center-based trees, the center name and center responsible person are listed to the right of each center number or center group. This information is updated daily from the General Ledger System.

In the home department tree, the home department name and home department responsible person are listed to the right of each home department or sumto home department number. This information is updated weekly from the Human Resources System.

The VUnet ID link, located next to each center, home department or center group, links you to a list of all VUnet IDs with an assigned role on that node. However, if the node is a PCC Name, the VUnet ID link will not appear next to it, because a VUnet ID can never be directly assigned at that level.

Expanding and Collapsing Nodes

To view the centers, home departments or center groups that comprise a summary node, click on that specific summary node. To hide the roll-up structure, click the top level node again or click the [Collapse] button.

Please Note: To update a roll-up structure, you must contact the appropriate financial office. Changes to the structure(s) are not effective dated, which means all changes are reflected immediately. It is not possible to view a structure as it “used to be.”

Viewing VUnet IDs and Roles for a Node

1.       Click the VUnet ID link next to a node. All VUnet IDs with an assigned role on the node will display.
2.       Click a VUnet ID to view a person’s role assignments.

·         To hide the assignments, click the VUnet ID again.
·         To view all roles for all VUnet IDs, click [Expand].
·         To hide the expanded list, click [Collapse].

Viewing Inheritance

Using the “view inheritance” feature, you can view the list of individuals who have inherited a security role on a particular node by virtue of an assignment that was made at a higher level node in the tree.

1. Click the VUnet ID link next to a node. All VUnet IDs that have been directly assigned a role on that node will display.

2. At the bottom of the white box that contains the list of VUnet IDs that have been directly assigned a role on that node, you will see a “view inheritance” checkbox. Populate the checkbox with a checkmark.

3. The list of VUnet IDs with an inherited role will display in the bottom portion of the screen. .

Please note: The list of VUnet IDs who have inherited role(s) will continue to display until you deselect the “view inheritance” checkbox.

Searching Nodes

By default, the Trees page displays all nodes where you have been directly assigned a role. To limit the list, use the search fields at the top of the page to filter your results by tree structure, node, or role.

·         To filter by tree structure, select one, multiple, or all tree structures from the list box.
·         To filter by node:

1.       Select a node type from the first drop down box.
2.       Select a qualifier (“begins with,” “equals,” or “contains”) from the second drop down box.
3.       Enter the appropriate search criteria in the third box. If you are searching on a ten-digit center, you do not have to enter the dashes.

·         To filter by role, select the role(s) from the list box. You may filter by one, multiple, or all roles. By default, all roles are selected and displayed in your result set. Your result set will include ONLY those nodes where the specified role is found. You may elect to pull back all nodes, regardless of whether or not they contain the specified role, by selecting the Ignore checkbox.

Please note: To select multiple, non-consecutive trees or roles, hold down the CTRL key and click each item. To select multiple, consecutive trees or roles, hold down the SHIFT key and click the first and last tree or role.

Exporting Trees

The [Export] buttons on the Trees tab allow you to export a tree. The export file will include a hierarchical listing of each node, node type (center, sumto center, home department, etc.), node name and all VUnet IDs, corresponding names, and roles assigned to each node for a security tree. You will only be able to download the security tree at the level (or below) that you are authorized to access via a role assignment.

Please note: To save time when you have an assigned role at a high-level node, it is strongly recommended that you first search for a node to be the starting point of the export.

Once you click the [Export] button, you will receive a message that the export was successful. You will be notified by e-mail when the text file is available for you to download. Once you receive the e-mail, you can retrieve the file from the Other Admin tab.

Please note: The file will only be available for you to download for 24 hours and will reflect any changes to the tree structure or to security assignments that are made between the time you request the file and when the file is actually generated.

Exports can be requested, but will not be generated between the hours of 7:30 pm and 6:00 am due to other nightly processes that run during that time. All exports requested after 7:30 pm will be put in a queue and will generate the following morning after 6:00 am.

Administering Roles (Security Administrators Only)

If you are a security administrator, you can use the Trees tab to maintain the roles you have been authorized to administer.

From the Trees tab, you can:

·         Add new VUnet IDs and roles to a node
·         Delete VUnet IDs and roles
·        Add roles to an existing VUnet ID
·        Edit roles for an existing VUnet ID

Adding New VUnet IDs and Roles to a Node

The steps below guide you through adding one or more roles to a single node where the VUnet ID does not have an assignment. Please note: For efficiency in adding a VUnet ID to multiple ten-digit cost centers or home departments, see the Multi-Add tab.

1.       Click the VUnet ID link next to a node. All VUnet IDs with an assigned role on the node will display.
2.       Click the [Add User] button at the top of the white box. The person search fields will display.
3.       Select Employee ID, VUnet ID, or VUnet ID Name from the first dropdown box.
4.       Select a qualifier (“begins with,” “equals,” or “contains”) from the second dropdown box.
5.       Enter the appropriate search criteria in the adjacent box (maximum 20 characters). If you qualified your search with “equals,”:

·         Enter the seven-digit Employee ID exactly as it appears in the Human Resources System, including all preceding zeros.
·         Enter the complete VUnet ID.
·         Enter the complete VUnet ID Name formatted as: [last name],[first name] [middle name/initial]. Example: doe,john j

6.       Click [Search].

·         If the system finds an exact match, the new user’s VUnet ID, VUnet ID name, home department ID, home department name and the option to add roles will display.
·         If the system does not find an exact match, a list of VUnet IDs that meet the criteria you specified, the corresponding VUnet ID names, home department IDs, and home department names will display. Click [Select] next to the person to be granted a role(s).

7.       Select the role you want to add from the dropdown box and click [Add to List]. The new role will appear below the line. Repeat if you wish to add multiple roles.
8.       Review the role(s) to confirm your selection of the correct role(s).
9.       Click [Submit] to accept the role or [Remove from List] to delete it.

Deleting VUnet IDs and Roles from a Node

The steps below guide you through deleting one or more roles from a single node for a VUnet ID. To delete multiple roles from multiple nodes for a VUnet ID, see the Person Search tab.

To delete one or more roles for one or more VUnet IDs:

1.       Click the VUnet ID link next to a node. All VUnet IDs with an assigned role on that node will display.
2.       Click a VUnet ID to see that person’s roles. To see role(s) for all VUnet IDs, click the [Expand] button.
3.       Click the checkbox(es) that correspond to the role(s) to be deleted. Please note: A checkbox will only appear next to a role that you are authorized to administer.
4.       Click the [Delete Role(s)] button.

Adding Roles to an Existing VUnet ID

To add one or more roles to an existing VUnet ID:

1.       Click the VUnet ID link next to a node. All VUnet IDs with an assigned role on the node will display.
2.       Click the Add Role link for the VUnet ID to be granted additional role(s). The user’s VUnet ID, VUnet ID name, home department ID, home department name and current roles will display.
3.       From the dropdown box, select the role you want to add and click [Add to List].
4.       Review the role to confirm that the correct role was selected.
5.       Click [Submit] to accept the role or [Remove from List] to delete it.

Editing Roles for an Existing VUnet ID

To edit one or more roles for an existing VUnet ID:

1.       Click the VUnet ID link next to a node. All VUnet IDs with an assigned role on the node will display.
2.       Click the VUnet ID of the individual whose role you want to edit. Doing so will expose an Edit link. Click the Edit link. The user’s VUnet ID, VUnet ID name, home department ID, home department name and current roles will display. (Please note: An Edit link will appear only if the VUnet ID has been assigned roles with attributes (e.g. – a dollar limit, fund type, or federal/non-federal indicator), such as the eProcurement Reviewer and Executor roles.)
3.       Make your adjustments to the role attribute(s) using the associated dropdown boxes.
4.       Review the revised role attributes for correctness.
5.       Click [Submit] to accept the role attribute adjustments.

Person Search Tab

The Person Search tab allows you to search for a specific person and view a list of nodes where he/she has been assigned role(s) within your portion of the tree.

Searching for a Person

To view a person’s security roles, you must first search for the person using the person, tree and role search filters.

To complete your person search:

1.       Select Employee ID, VUnet ID, or VUnet ID Name from the first dropdown box.
2.       Select a qualifier (“begins with,” “equals,” or “contains”) from the second dropdown box.
3.       Enter the appropriate search criteria in the text box (maximum 20 characters). If you qualified your search with “equals,”

·         Enter the seven-digit Employee ID exactly as it appears in the Human Resources System, including all preceding zeros.
·         Enter the complete VUnet ID.
·         Enter the complete VUnet ID Name formatted as: [lastname],[first name] [middle name/initial]. Example: doe,john j

4. Select one, multiple, or all tree structures from the tree list box.
5. Select one, multiple, or all roles from the role list box.

6. Click [Search].

· If the system finds an exact match, the person’s VUnet ID, VUnet ID name, home department ID, home department name and roles will display.
· If the system does not find an exact match, a list of VUnet IDs that meet the criteria you specified, the corresponding VUnet ID names, home department IDs, and home department names will display. Click [Select] next to a person to display his/her assigned nodes.

Viewing a Person’s Roles

The result of your person search (above) is a list of nodes where the selected person has assigned roles. In the center-based trees, the center name and center responsible person are listed to the right of each center number. This information is updated daily from the General Ledger system.

In the home department tree, the home department name and home department responsible person are listed to the right of each home department number. This information is updated weekly from the Human Resources system.

·         To view the person’s roles at a single node, click the node to expand it. To hide the person’s roles for that node, click the node again.
·         To view the person’s roles at all nodes, click [Expand]. To hide the roles, click [Collapse].
·         To view a list of all VUnet IDs that have an assigned role at one of the nodes, click the [View/Edit Node] link for that node.

Administering Roles (Security Administrators Only)

If you are a security administrator, you can use the Person Search tab to maintain roles.

From the “Person Search” tab, you can:

· Add roles to an existing VUnet ID
· Replace, replicate, or delete a person’s roles

Please note: Before you can perform any security administration functions in this tab, you must first search on a person.

Adding Roles to an Existing VUnet ID

To add one or more roles to an existing VUnet ID:

1.       Click the [View/Edit Node] button for the node to be granted the additional role(s). All VUnet IDs with an assigned role on the node will display.
2.       Click the VUnet ID to expand it and view current roles.
3.       Click [Add Role]. The user’s VUnet ID, VUnet ID name, home department ID, home department name and current roles will display.
4.       From the dropdown box, select the role you want to add and click [Add to List]. The new role will appear below the line.
5.       Review the role to confirm that the correct role was selected.
6.       Click [Submit] to accept the role or [Remove from List] to delete it.

Replacing, Replicating, or Deleting Roles

STAR allows you to replace, replicate or delete a person’s security access. The following explains what will occur when you perform each action:

Replace	Deletes roles from the selected person and grants them to another user.
Replicate	Copies roles from the selected person and grants them to another user.
Delete	Deletes roles for the selected person.

To replace, replicate, or delete a person’s security access:

1.       Search for a person.
2.       Click [Expand].
3.       Select the roles to be replaced, replicated or deleted by clicking the checkbox for one or multiple roles on any node. Please note: A checkbox will only appear next to a role that you are authorized to administer.
4.       Scroll to the bottom of the page.

·         To delete and replace the selected roles, enter the new user’s VUnet ID in the Delete & Replace with VUnet ID field and click [Submit].
·         To replicate the selected roles, enter the new user’s VUnet ID in the Replicate with VUnet ID field and click [Submit].
·         To delete the selected roles, click the [Submit] button next to the text, Delete selected roles for <VUnet ID>.

Please note: Only one action at a time can be performed.

Multi-Add Tab (Security Administrators Only)

If you are a security administrator, you can use the Multi-Add tab to add roles you have been authorized to administer. If you need to add multiple roles to multiple nodes for a person, this tab enables you to perform this task most efficiently.

Please note: The Multi-Add tab is used to assign roles at “low-level” centers and home departments ONLY. A “low-level” center contains ten digits, and a “low-level” home department contains six digits.

Adding One or Multiple Roles to One or Multiple Nodes

To add one or multiple roles to one or multiple “low-level” home departments or centers, you must first search for a person. Once you have selected the person, you can complete the steps to add multiple roles to multiple nodes for that person.

To complete your person search:

1.       Select Employee ID, VUnet ID, or VUnet ID Name from the first dropdown box.
2.       Select a qualifier (“begins with,” “equals,” or “contains”) from the second dropdown box.
3.       Enter the appropriate search criteria in the adjacent box (maximum 20 characters). If you qualified your search with “equals,”

·         Enter the seven-digit Employee ID exactly as it appears in the Human Resources System, including all preceding zeros.
·         Enter the complete VUnet ID.
·         Enter the complete VUnet ID Name formatted as: [lastname],[first name] [middle name/initial]. Example: doe,john j

4.       Click [Search].

·         If the system finds an exact match, the Multi-Add page will appear, displaying the person’s VUnet ID, VUnet ID name, home department ID, and home department name.
·         If the system does not find an exact match, a list of VUnet IDs that meet the criteria you specified, the VUnet ID names, home department IDs, and home department names will display. Click [Select] next to the appropriate VUnet ID to continue in the Multi-Add page.

5.       Follow the steps below (shown on the Multi-Add page) to add roles to nodes.

Step 1: Select the Role(s)

·         From the dropdown box, select a role. Please note: You will only see roles you are authorized to administer.
·         Click [Add to List].
·         To add additional role(s), repeat the selection process.
·         To remove a role from the list of roles to be added, click the [Remove] button displayed next to that role.

Please note: If you select more than one role, each role will be assigned to the same population of centers you specify in Step 2.

Step 2: Enter the Center(s) or Home Department(s)

·         Enter the ten-digit center or the six-digit home department number where you want to assign the role(s). Please note: You may only add roles to centers and/or home departments that are in your portion of the tree.
·         Click [Add to List].
·         To enter additional centers and/or home departments, repeat the process. If you enter a center, the number, name, and status (“Open” or “Closed”) will display. If you enter a home department, the home department number, name, and status (“Active” or “Inactive”) will display.
·         To remove centers or home departments from your list, highlight the center or home department and click [Remove from List].

Final Step: Submit the Assignment

·         Once you have specified all roles and centers and/or home departments, click [Submit] to save the assignment.

Please note: The system will verify that all centers you enter exist in the General Ledger System, and that all home departments you enter exist in the Human Resources System. Once the verification occurs, the center(s)/home department(s) are added to your list.

Other Admin Tab

The “Other Admin” tab enables you to retrieve the tree export file(s) you requested in the Trees tab. If you are a security administrator, this tab also enables you to view Transfer and Termination Reports for all individuals with eDog, eProcurement, Signature Authorization and/or WALDO role(s). Please note: Reports will be available online beginning October 6, 2003.

Divisions/departments and their respective security administrators are responsible for working together to maintain the security trees. To facilitate this process, security administrators should review the weekly Transfer and Termination reports to:

·         Remove roles for VUnet IDs who have transferred,
·         Remove roles for VUnet IDs who have terminated, and
·         Maintain a “clean” tree.

Retrieving Tree Export Files

If you requested a download of one or more security trees from the Trees tab and have received an e-mail notifying you the file(s) has been generated:

1. Click the Other Admin tab to retrieve the file(s). A list of your tree exports and the date and time of file generation will display. Please note: The file(s) will be available for only 24 hours after posting.

2. Click [Download] to view or save the report or right click [Download] to save the report without viewing. Please note: The file is in text format, so you may download to a location of your choice (local workstation, network folder, etc). To do so, right click on [Download] and choose Save Target As. Choose a location and select OK. The file is in a tab delimited format for easy import into Excel or Access.

Viewing Transfer Reports (Security Administrators Only)

For internal control purposes, each Sunday a Transfer Report is generated which captures all persons with a security role in STAR who underwent a job code and/or home department change during the prior week.

The Transfer Report includes the following fields:

·         Employee Name
·         ID/Record #
·         VUnet ID
·         Job Code Change (Yes or No)
·         Previous Home Department (ID and Name)
·         Current Home Department (ID and Name)
·         Effective Date
·         Date of Change

To view Transfer Report(s):

1.       Select Transfer Report as the report type in Step 1.
2.       Select the year and month for the report(s) in Step 2.
3.       Click [View Reports]. All available reports for the specified time period will display as links.
4.       To view a report, click the link.
5.       To print a report, click File\Print from the menu bar.

Please note: The security roles of employees who underwent a job code and/or home department change are not automatically deleted from the STAR system. Rather, this report serves as a "tickler" to identify security access changes that potentially need to be made. Whether follow-up is needed is left up to the security administrator’s discretion.

Please also note: All job code and /or home department changes will be reported. However, there will be a delay in the reporting of automated changes. More specifically, changes manually entered by an HR Operator will appear on the report on a timely basis. However, there are a relatively small number of changes that are entered through an automated system process that will not appear on the report until an HR Operator subsequently performs a manual entry for that individual. Once that occurs, the report will show the most recent manual entry and the previous automated change for that individual.

Viewing Termination Reports (Security Administrators Only)

For internal control purposes, all persons with a security role in STAR who are no longer active in the Human Resources System and the Student Records System will automatically be deleted from the security trees, and a Termination Report will be generated to display these deletions. The automatic deletion process occurs every Sunday night to capture all changes from “active” to “inactive” status. For more information regarding this process, please see the notes at the end of this section.

The Termination Report includes the following:

·         Employee Name
·         Employee ID
·         VUnet ID
·         Node
·         Home Department (ID and Name)
·         Auto Deleted (Yes or No)

To view Termination Report(s):

1.       Select Termination Report as the report type in Step 1.
2.       Select the year and month for the report(s) in Step 2.
3.       Click [View Reports]. All available reports for the specified time period will display as links.
4.       To view a report, click the link.
5.       To print a report, click File\Print from the menu bar.

Please Note:

·         The automatic deletion occurs only when the employee’s or student’s status changes from “active” to “inactive” in the Enterprise Person Index (EPI).   The EPI is updated with information from the Human Resources System and the Student Records System every 10 minutes. If a user is both an employee and a student, his/her access will not be deleted from the system until both their employee and student status changes from “active” to “inactive.” Specifically, if that user becomes an “inactive” employee, but is still an “active” student, none of his/her roles will be deleted, but he/she will be displayed on the report.

·         If a user has multiple job records, an automatic deletion occurs only if the user has terminated from all jobs. Users on any kind of leave will not be deleted.

·         Non-employees (e.g., external auditors, consultants, etc.) are not automatically deleted from the security trees when their eDog, eProcurement, Signature Authorization, and/or WALDO security roles are no longer applicable. As a result, departments/divisions are responsible for contacting the appropriate administrator(s) to request the manual removal of non-employee roles.

Performance Tips

·         To eliminate the presence of horizontal scroll bars, alter the screen resolution by changing the screen settings on the desktop (minimum 800x600) or reduce the font size in your web browser.

·         To avoid security issues, you should CLOSE your web browser after any work session in STAR, eDog, WALDO, etc., especially when using shared workstations. If the browser is left open, the next user may use the web browser Back button to view pages accessed by the previous user.

·         To return to a previous page in STAR, you can either click the [Back] button that is present on most all pages of the web application or the [Back] button of your web browser. To return to a previous page after adding or deleting a role, it is highly recommended that you utilize STAR’s [Back] button. Where the web browser’s [Back] button will take you is unpredictable, and clicking it may appear as though you are undoing the add or delete action you just performed.

Help Resources

For questions related to obtaining security access to STAR, see the “Obtaining Security Access to View Trees & Roles” and/or “Obtaining Security Access to Administer Roles” sections of this guide.

For questions related to STAR system issues or navigation, contact the VUMC Help Desk at 3-HELP or click here to complete their service request form.

Hardware and Software Requirements

Necessary Hardware

The system will work on a PC or Macintosh capable of running an Internet browser.

Supported Software

For best results, Windows 95 or above is recommended for PC users, and Mac OS Version 9 is recommended for Macintosh users. The minimum browser versions are Internet Explorer 6 or above and Netscape 4.7 or above. If using Netscape, version 7.0 or above is highly recommended.

To achieve best results, java script should be enabled in your web browser.

Glossary

Center Group: A group of ten-digit centers. Examples of center groups include Sumto Center, PCC Sum, Function, Major Operating Division, Department, Section, and Division.

Center Name: An alphanumeric field that identifies a particular home department or project. For grants, it is usually the grant number assigned by the funding agency.

Center Number: Ten-digit numeric field assigned to a particular home department or project.

Center Responsible Person: The individual designated in the General Ledger as being responsible for a specific cost center when it is created.

Center Status: A center can have an “Open” or “Closed” status.

Open Center: A center that is currently used by home departments to record financial transactions.

Closed Center: A center that is not currently used by home departments and has been officially closed in the general ledger system by the Department of Finance, the Office of Financial Affairs, or the Office of Contract & Grant Accounting. (Please note: All accounts within a center must be closed individually to prevent transactions from posting to the center; however, accounts are occasionally re-opened to permit transactions to post.)

Department: A group of cost centers that are performing similar administrative, educational, research, and/or healthcare services within a particular field of knowledge or area of specialization. Multiple Departments and/or Sections are grouped to form a Major Operating Division.

Division: A group of cost centers that are performing similar administrative, educational, research, and/or healthcare services within a particular field of knowledge or area of specialization. Multiple Divisions are grouped organizationally to form a Department.

eDog: The common name for the General Ledger Web Applications (GL Web Apps). It is an acronym that is derived from the title, Electronic Distribution of General Ledger Data.

e-password: The enhanced security password, which is the most secure way of identifying you to online services at Vanderbilt. If you do not have an e-password, click here to link to the e-password page.

Function: Cost centers grouped in accordance with functional responsibility that generally are performing similar patient care, support or administrative services (e.g. Patient care services, Dietary, General and Administrative, etc.).

Home Department Number: A six-digit numeric field that identifies a home department into which employees are assigned.

Home Department Description: A narrative field that describes a particular home department.

Home Department Responsible Person: The individual who is the recipient of all timesheets and various Human Resource and Payroll administrative communications.

Home Department Status: A home department can have an “Active” or “Inactive” status.

Active Home Department: A home department where personnel are currently assigned and paid.

Inactive Home Department: A home department where personnel are no longer assigned and paid.

Inheritance: Access to a node by virtue of access to another node that is at a higher level in the tree. If you have an assigned role at a summary node, you subsequently have the same assigned role at all nodes that roll-up to that point, even though your VUnet ID is not explicitly assigned to each individual node.

Major Operating Division: A high level grouping of cost centers that is typically based on the major operational areas in the Medical Center (e.g. Vanderbilt University Hospital, School of Medicine, School of Nursing).

Node: A level within any tree. Depending upon which tree you are viewing, a node could be a ten-digit “low-level” center, a home department, a sumto home department, or any center group.

PCC Name: The title for one or more centers performing similar administrative or clinical services.

PCC Sum: A group of Inpatient, Outpatient and/or Administrative centers strategically servicing patients with similar medical needs or providing support services of a similar nature.

PCC Sum Slice: A subset of a PCC Sum. The PCC Sum Slice is in the Major Operating Division tree and represents a portion of the PCC Names that roll up to a PCC Sum in the PCC Sum tree.

Role: The word role is a generic term that describes any viewing, transactional, or administration privilege that can be assigned to an individual on a node within a tree. For a comprehensive listing of Roles available in STAR and detailed explanations of each, click here.

Section: A group of cost centers that are performing similar administrative, educational, research, and/or healthcare services within a particular field of knowledge or area of specialization. Multiple Departments and/or Sections are grouped to form a Major Operating Division.

STAR: The common name for the web application, Security Tool to Administer Roles.

Sumto Center: An alphanumeric field with six or fewer characters that represents the summary of a group of cost centers.

Sumto Home Department: An alpha field with six characters that represents the summary of a group of home departments.

Tree: Each tree in STAR is a hierarchical organization of nodes that allows for the assignment of multiple roles to multiple individuals.

VUnet ID: The means for Vanderbilt users to identify themselves to certain services on VUnet, the campus data network. You will have the same VUnet ID for as long as you remain a student or employee of Vanderbilt.

Content Owner: Financial Information Systems