Improved *DEFINE Security with *DPUSER

Currently every department prefix must have at least two department contacts in *DPUSER. Electronic offices in *DEFINE must have at least one electronic office manager and one delegate. Sometimes these people are also department contacts in *DPUSER.

In order to improve the electronic security and require a separation of duties, it will no longer be possible to be both a *DPUSER department contact AND an electronic office manager or delegate in *DEFINE. This enhancement will begin March 31st.

When will this new requirement take effect?

This separation of duties will be programmatically enforced in both *DPUSER and *DEFINE effective March 31, 2006.

Why is this new requirement being implemented?

This new requirement is the result of an internal review of access controls.  A substantial weakness affecting the *DEFINE system is the potential for lack of separation of duties between the ability to create a logon ID and the ability to authorize that logon ID for specific access.  The purpose of this new requirement is to strengthen internal controls by enforcing separation of duties between department contacts in the *DPUSER system and the electronic office managers or delegates in the *DEFINE system. For questions or concerns about the separation of duties between *DPUSER and *DEFINE, please contact the Office of Internal Audits at utinternalaudits@austin.utexas.edu.

What happens if I don't make changes to meet this new requirement?

Effective March 31, 2006, you will not be able to add new *DPUSER department contacts if any of the existing *DPUSER department contacts are *DEFINE electronic office managers or delegates.  You will also not be able to add new *DEFINE electronic office managers or delegates if any of the existing electronic office managers or delegates are *DPUSER department contacts.

You will continue to receive notifications that your department does not meet this new requirement until the appropriate changes have been made in both *DPUSER and *DEFINE.  The Office of Internal Audits will include this new requirement in their department audit findings and will monitor progress by departments on meeting this new requirement.

How can I find out if I'm a *DPUSER department contact?

You can submit a report from *DPUSER that will list all of your ownerships and authorizations.  To submit this report in *DPUSER, type "UR" in the Command field and type your logon ID in the UserID field. You will be asked to enter your UserID one more time to confirm submission of the report.

How can I find out if I'm a *DEFINE electronic office manager or delegate?

If you are a *DEFINE electronic office manager or delegate you should have access to the US1 screen in *DEFINE. Enter "SEA" in the Action field to search for your offices. In the search window that appears, enter your logon ID. The next window will list all of the electronic offices for which you are a manager or delegate.

I work for a small department and we don't have enough staff members to meet the requirement of two *DPUSER department contacts, and *DEFINE office manager/delegates. What do I do?

Ask the department to which your office reports or your dean's office or your vice president's office to assume one or more of the roles.  It is important for your *DPUSER department contact to be aware of staffing changes in your department so that prompt action (such as locking or deleting a logon ID) can be taken when staffing changes occur. For more information, please contact the Office of Internal Audits at utinternalaudits@austin.utexas.edu.

I got the following error "Error: First Name Last Name is a DEFINE office manager or delegate" when trying to add a *DPUSER department contact.  What do I do?

A *DEFINE electronic office manager or delegate cannot be designated as a *DPUSER department contact.  Please enter a different individual as your *DPUSER department contact. For assistance, please contact the Office of Accounting Help Line at oa.askme@austin.utexas.edu.

I got the following error "Error: First Name Last Name is a DPUSER department contact" when trying to add a *DEFINE office manager or delegate.  What do I do?

A *DPUSER department contact cannot be designated as a *DEFINE electronic office manager or delegate. Please enter a different individual as your *DEFINE electronic office manager or delegate. For assistance, please contact the ITS Help Desk address at help@its.utexas.edu.

Who do I contact for help?

For questions concerning *DPUSER, such as how to add a department contact, please contact the ITS Help Desk address at dpic@utxdp.its.utexas.edu.

For questions concerning *DEFINE, such as how to add an electronic office manager or delegate, please contact the Office of Accounting Help Line at oa.askme@austin.utexas.edu.

For questions or concerns about the separation of duties between *DPUSER and *DEFINE, please contact the Office of Internal Audits at utinternalaudits@austin.utexas.edu.