Link Entities to Functions and Rules {FCSP-4}

The option is used to link policy and action rules to entities. Only apporvals can have a policy rule other than the default rule, categories 0 - 999 and amount 999,999,999,999,999.99.

A rule consists of the complete account category or account range and an "Up To" monetary value. These range can be expressed as a single range 0 - 999 or 0 - 99999999 and a single monetary value 999999999999999.99 (N17.2) or as multiple ranges with multiple "Up To" values. Ranges may not skip or over lap per rule and each range must have a max "Up To" monetary value (N17.2).

Organisational Unit
Entities or Organisational Units are structures that exist within the system which can be used to apply the user restriction rules. The following principles are adhered to in using organisational units. If a entity does not exist on a level the system will use the next organisation structure on a higher level until an entity is found.

Organisational Unit	Level
Institution	8
Ledger	7
Fund Group	5
Faculty	4
Department	3
Consolidated CC	2
Cost Centre	1

Policy Rule

The rule to be applied to determine the number of action levels applicable to a function.
The policy rule indicates for or a function and specific organisational unit, type of expense and amount (cost centre, account and amount) the action levels required. Not all functions will have an action

level. If no action level is required an action level of 0 is assigned.

Action Rule
The rule to be applied when executing a function on an action level.
The action rule indicates for a specific organisational unit, type of expense and amount (cost centre, account and amount) the areas within which the function and action can be executed on a level. By further linking users to these area's user are restricted to perform the function within the constraint of the linked area.

Fields in this option:

Block 1: Query Group Functions

Field	Type & Length	Description
Group Code	A8	Function group codes are defined in the options "Maintain Functions and Group Functions" {FCSP-7}. To link rules to a group of function the group code must be queried. Policy and action rule are linked to the function queried in block 2 and 3.

Example:

Block 2: Link Functions / Entities to Policy Rules

On commit of an entity / function policy record, records are created for the entity and function for each rule line of the policy rule and level. The number levels created depend on the default level defined on the rule line. The number of levels will only apply if the function relates to approvals, for all other functions the level will be 1. The number of levels created is not limited to the default on the rule.

Field	Type & Length	Description
Organisational Unit	A8
Code	A40	Describes the range of categories or accounts of the line.
Policy Rule	A8	The policy rule that applies to the function linked to the function group for the organisational unit. The policy rule indicate how the function is treated depending of the area (cost centre, department faculty, etc) within in the institution and is not an indication of the action allowed by an individual. For example the approvals of requests in the institution may differ between departments. This is achieved by creating a rule per department. The rule linked indicates how a request will be treated depending on the department, type of expense and amount. Example requests in department X may require no approval if the value is less than 200 else 2 approvals are required.
Start Date	DD-MON-YYYY	Date indicates the date form which the policy rule will be affective for the organisational unit.

Example:

Block 3: Link Functions / Entities to Actions Rules

A rule must cover all monetary value and therefore all first rule line must al least have one record with a Up To Value of 999999999999999.99.

Field	Type & Length	Description
LIne Description	A40	Display the line description as defined in block 2.
Line	N3	The first line number of the record from block 2.
Row	N3	The second line number of the rule and first line.
Up to Value	N17.2	The Up To monetary value for the rule line. Depending on the value of a transaction the people performing an action may differ, this structure supports such a policy. The up to value of a rule line may not be the same. Up to values must cover all monetary values.

Example:

History of Changes

Date	System Version	By Whom	Job	Description
06-Sep-2011	v02.0.0.0	Marchand Hildebrand	t177252	Create manual.