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
- Run the GE007 - User Security Profile report in Cognos for the faculty member
- In the Data Security Access (RLS) - Project section, check to see if the project is listed
- 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
- If the project or department is listed, contact the departmental financial administrator to ensure that the faculty member is correctly assigned as the manager of this project in NU Financials
- If the project and department are not listed in the GE007 report, follow these steps to request security access:
- Fill out FFRA Express Security Form (https://www.it.northwestern.edu/bin/docs/admin-systems/security/FFRAExpressSecurityForm.pdf)
- Go to page 2 and find the Row Level Security section
- List the specific non-sponsored project ID numbers
- Get approvals and submit form to foitsecurity@northwestern.edu
User expects to see all sponsored projects, but can only see a few projects
- Users who are Key Personnel on an active sponsored project or a pending proposal are categorized as Investigators in Research Portal and can only see their own projects
- 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
- There is no manual work-around to change a person's role from Investigator (limited access) to Staff (wider access); the role is automatically assigned by the application
Faculty member cannot see salary information for a sponsored project
- Faculty members can only see salary information for sponsored projects for which they are the main Principal Investigator
- Co-Investigator or Co-Principal Investigator role does not grant salary access
- Primary project Principal Investigators can see salary information for subprojects
- Update data in InfoEd if Principal Investigator designation is incorrect for the project
Faculty member cannot see salary information for a non-sponsored project
- Check to see whether or not the faculty member can see financial information (non-salary data) for the non-sponsored project in Research Portal
- If they can't see the data, follow steps for "Faculty member can't see a non-sponsored project" above
- Run the GE007 - User Security Profile report in Cognos for the faculty member
- In the PeopleSoft Roles section, check to see if CAFE_HRIS_SALARY role is listed
- If the role is not there, follow these steps to request security access:
- Fill out FFRA Express Security Form (https://www.it.northwestern.edu/bin/docs/admin-systems/security/FFRAExpressSecurityForm.pdf)
- On page 1 of the form, check the Security Access checkbox
- Get approvals and submit form to foitsecurity@northwestern.edu
- In the submission email, write "This is a Salary Access request for a faculty member so he/she can view non-sponsored project salary data in the Research Portal."
- 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
- Temporary employees, including student employees, do not have access to the Research Portal
- 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
- Fill out FFRA Express Security Form (https://www.it.northwestern.edu/bin/docs/admin-systems/security/FFRAExpressSecurityForm.pdf)
- On page 1, go to the Additional FFRA Systems Access section
- If employee should have access to create proposals in InfoEd, check Dept Admin
- If employee should not have access to create proposals in InfoEd, write the following into Special Instructions: "Add to Research Portal Access InfoEd group. Person should be able to see sponsored project salary data in Research Portal."
- Get approvals and submit form to foitsecurity@northwestern.edu
Staff member cannot see salary information for a non-sponsored project
- Run the GE007 - User Security Profile report in Cognos for the staff member
- In the PeopleSoft Roles section, check to see if CAFE_HRIS_SALARY role is listed
- If the role is not there, follow these steps to request security access:
- Fill out FFRA Express Security Form (https://www.it.northwestern.edu/bin/docs/admin-systems/security/FFRAExpressSecurityForm.pdf)
- On page 1 of the form, check the Security Access checkbox
- On the GE007 - User Security Profile report, in the Data Security Access (RLS) - Department Nodes section, check to see if the department is listed
- If the department is not listed, check the Data Security Access (RLS) - Project section to see if the project is listed
- 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
- Get approvals and submit the security form to foitsecurity@northwestern.edu
- Staff members generally have to complete HR training in order to get Salary Access