Security Forms and Workflow Setup

There are four separate security access request forms. Please select one based on the information below.

  • General Security Access Form
  • Central Office Security Access Form
  • Cafe Systems Express Form
  • Row Level Security (RLS) Form for Multiple Users - Express

You may wish to consult our Getting Started page for help with security roles and training recommendations.

Additional resources for completing the forms:

General and Central Office Access Forms

To decide which form to use:

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

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

  3. Will you be performing budget preparation that requires the use of NUPlans?
    - YES: Please see the NUPlans System Access/Security page.
    - NO: Continue with the appropriate form from question 2.

Express Forms

Download Forms

General Security Access Form PDF icon last updated 1/8/14
Central Office Security Access Form PDF icon
last updated 1/8/14
Cafe Systems Express Form PDF icon
last updated 1/29/14
Row Level Security Form for Multiple UsersPDF icon
last updated 7/26/12

Job Aid: Cafe Systems Express Form Job Aidpdf icon last updated 1/29/14

Submit Forms

Financial Operations IT, 619 Clark, #118, Evanston
Fax: 7-3070
Email: cafesecurity@northwestern.edu

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 and check the appropriate boxes.

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

If you need to determine a user's access or find an approver, security and workflow setup information are available in the following Cognos reports:

Navigation: Cognos > Project Cafe Reports > School > Budget/COA

  • GE007 - User Security Profile
  • GE008 - Department Workflow Approval Security Profile
  • GE010 - Department Row Level Security Profile
  • GE011 - Project Workflow Approval Security Profile
  • GE012 - Project Data Security Profile

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.

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

FY11 Department Master Tree pdf icon

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