Accessing financial and salary information in Research Portal

Security rules for faculty and staff accessing sponsored and non-sponsored projects in the Research Portal. If a project is not showing up or user can't see salary data, what security forms to submit to get access.

Faculty member can't see a non-sponsored project

1. Run the GE007 - User Security Profile report in Cognos for the faculty member
2. In the Data Security Access (RLS) - Project section, check to see if the project is listed
3. If the project is not listed in the Project section, check to see if the department is listed in the Data Security Access (RLS) - Department Nodes section
4. If the project or department is listed, check the GL008 to ensure that the faculty member is correctly assigned as the manager of this project in NUFinancials
5. If the project and department are not listed in the GE007 report, follow these steps to request security access:
   1. Fill out Administrative Systems Express Security Form (https://www.northwestern.edu/controller/financial-operations-it/ffra-security-forms-and-reports/)
   2. Find the Row Level Security section
   3. List the specific non-sponsored project ID numbers
   4. Get approvals and submit form to foitsecurity@northwestern.edu

User expects to see all sponsored projects, but can only see a few projects

1. Users who have the PI, Co-Investigator, Fellow, Financial Account PI, or Senior Personnel role on an active sponsored project or key personnel on a pending proposal are categorized as Investigators in Research Portal and can only see their own projects
2. Users who have a faculty appointment and are the chartstring manager for a non-sponsored project are categorized as Investigators in Research Portal and can only see their own projects
3. There is no manual work-around to change a person's role from Investigator (limited access) to Staff (wider access) or grant dual roles; the role is automatically assigned by the application

Faculty member cannot see salary information for a sponsored project

1. Faculty members can only see salary information for sponsored projects for which they are the main Principal Investigator
2. Co-Investigator or Co-Principal Investigator role does not grant salary access
3. Primary project Principal Investigators can see salary information for all financial accounts
4. Update data in CERES if Principal Investigator designation is incorrect for the project

Faculty member cannot see salary information for a non-sponsored project

1. Check to see whether or not the faculty member can see financial information (non-salary data) for the non-sponsored project in Research Portal
2. If they can't see the data, follow steps for "Faculty member can't see a non-sponsored project" above
3. Run the GE007 - User Security Profile report in Cognos for the faculty member
4. In the PeopleSoft Roles section, check to see if CAFE_HRIS_SALARY role is listed
5. If the role is not there, follow these steps to request security access:
6. Fill out Administrative Systems Express Security Form (https://www.northwestern.edu/controller/financial-operations-it/ffra-security-forms-and-reports/)
7. On page 1 of the form, check the Security Access checkbox
8. Get approvals and submit form to foitsecurity@northwestern.edu
9. In the submission email, write "This is a Salary Access request for a faculty member so they can view non-sponsored project salary data in the Research Portal."
10. Faculty members do not need to complete HR training in order to get Salary Access

Staff member can run Cognos reports but cannot log into Research Portal

1. Temporary employees, including student employees, do not have access to the Research Portal
2. Employees of Northwestern Memorial Hospital who don't have joint appointments at Northwestern University do not have access to the Research Portal

Staff member cannot see salary information for a sponsored project

1. Fill out Administrative Systems Express Security Form (https://www.northwestern.edu/controller/financial-operations-it/ffra-security-forms-and-reports/)
2. In the CERES section, check Research Portal Sponsored Salary Access.
3. Get approvals and submit form to foitsecurity@northwestern.edu

Staff member cannot see salary information for a non-sponsored project

1. Run the GE007 - User Security Profile report in Cognos for the staff member
2. In the PeopleSoft Roles section, check to see if CAFE_HRIS_SALARY role is listed
   1. If the role is not there, follow these steps to request security access:
   2. Fill out Administrative Systems Express Security Form (https://www.northwestern.edu/controller/financial-operations-it/ffra-security-forms-and-reports/)
   3. On page 1 of the form, check the Salary Access checkbox
3. On the GE007 - User Security Profile report, in the Data Security Access (RLS) - Department Nodes section, check to see if the department is listed
   1. If the department is not listed, check the Data Security Access (RLS) - Project section to see if the project is listed
   2. If the staff member has neither departmental nor project security to the project, add the appropriate security request to page 2 of the FFRA Express Security Form
   3. Get approvals and submit the security form to foitsecurity@northwestern.edu
4. Staff members generally have to complete HR training in order to get Salary Access

For additional assistance please contact the IT Support Center at 847-491-4357 (1-HELP) option 7, or consultant@northwestern.edu.