Oracle Applications – Release 12

General Ledger – Data Access Set

Ivruksha - Administrator

AGENDA

• Introduction• Features / Purpose• Advantage• Limitations• Prerequisites for Setup• Information required for Setup• Setup – Data Access Set• Q & A

INTRODUCTION

Data Access Set is a new feature in Release 12, which is owned

by General Ledger. It helps in providing Role Based Access

Control to the users.

That is, every user has access to the data through

Responsibilities, these Data Access Sets controls the behavior

of a Responsibility when the user tries to access the ledger

which is the repository of all accounting related information.

It can control the level of access to be provided and on what

information the access can be restricted for a given ledger and

responsibility.

We will see about it in more detail in further slides.

Features / Purpose

• It can provide Read only, Read and Write access to an Ledger

• It can restrict access to MSV (Management Segment Values) and BSV (Balancing Segment Values)

• The ledgers and Ledger Sets which are assigned to a Data Access Set must share the same Chart of Accounts, Calendar and Period Type.

• General Ledger automatically creates a Data Access Set whenever a Ledger and/or Ledger Set is created.

Types of Data Access Sets

Following are the three types of Data Access Sets,Full LedgerBalancing Segment ValueManagement Segment Value

FULL LEDGERAs the name suggests all changes / restrictions defined under this type of Data Access Set will apply to whole of a Ledger or a Ledger Set.Either you can have a Read and Write privilege to a Ledger or Read only privilege to a Ledger.For example, You have the Auditors visiting your premises who requires access to all accounting information, instead of using system administrator to create a new responsibility with lots of menu exclusions, you can just have have a responsibility with the Data Access Set, assigned as READ ONLY. So that the auditors will only have access to view the data and not to edit it ( Intentionally or unintentionally !)

BALANCING SEGMENT VALUE (BSV)

Instead of providing access to the whole ledger, if you wanted

to provide access only to particular Balancing segment value

combinations in a ledger, you can do so.

MANAGEMENT SEGMENT VALUE (BSV)

Instead of providing access to the whole ledger, if you wanted

to provide access only to particular Management segment value

combinations in a ledger, you can do so.

Management Segment is a segment which has the Management

Segment Qualifier attached. Values belonging to that segment

are termed as Management Segment Values.

Advantages

• Role Based Access Control

• Security on Data Access

• Simplified Setups to create Data Access Security

• It does not override the security rules and Cross validation rules.

Limitations

• A Responsibility can have only one Data Access Set• One can have ledgers sharing the same chart of accounts and

calendar alone in the single Data Access Set.• In case of BSV or MSV type Data Access Sets, if you select

the check box for ALL, that does not include all BSV or MSV values.

• So many parameters needs to be considered before defining it, since it may clash with other setups at General Ledger level resulting in errors.

Prerequisites of Setup

Following items should have been already defined before

creating a Data Access Set, they are:

1) Chart of Accounts

2) Calendar and Period Type

3) Ledgers should be defined using the above Chart of Accounts and Calendar/period Type

4) If you want to use Management Segment Value type Data Access Set, you must assign Management segment qualifier to one of your segments well in advance.

Information required for setup

Following information must be collected before proceeding

with the setups:

1) Name to be provided for Data Access Set

2) Description for the Data Access Set

3) Chart of Accounts to be Used

4) Calendar / Period Type to be used

5) Access Set Type required

6) Ledger or Ledger Set Name

7) In case of BSV or MSV access set types, the list of segment values to be defined.

8) Which value requires Read only access and which value requires Read and Write access.

Setup – Data Access Set

Switch Responsibility to General Ledger

Navigate to Setup > Financials > Data Access Sets

Enter the Name for Data Access Set

Enter Description for the Data Access Set

Select your Chart of Accounts

Select your Calendar (it will populate period type)

Select the Access Set Type as BSV

Select your ledger

Uncheck the ALL checkbox and select your BSV value for this you need to set the privilege

You can have different privileges for same ledger, but BSV should be different

Save your changes

Concurrent program gets submitted

Check whether the program completed normally

Switch responsibility to System Administrator

Navigate to Profile > System

Enter your Responsibility and Profile option name

Assign the newly created Data Access Set

Note : If you are trying to create a Data Access Set of type Management Segment Values, your Chart of Accounts must contain a Management segment qualifier on one of its segments, if there is no management segment qualifier assigned, then you will get the below error message, which is intended.

Q & A

Which type of Data Access Set is advisable for usage?

The Full Ledger access set type provides better system

performance than the Balancing Segment Value or Management

Segment Value access set type.

Can we have a Data Access Set without defining what type it is

You must specify one of the three types for each data access set.

Can one change the type of Data Access Set after defining?

Once defined, you cannot alter the type. You can only add or

delete ledgers/ledger sets and segment values specified in

the data access set

When should one be creating Data Access Set.

When you want the user to be restricted based on the BSV or

MSV, you need to create a Data Access Set. If you are planning to

grant full access to ledger, then you are not required to create a

Data Access Set, since system automatically creates a Data access

set when ever a Ledger or Ledger Set is created, with the type Full

ledger having read and write access.You can make use of that.

How can I find or trace out the system generated Data Access

Set.

The system-generated data access set for a ledger/ledger set uses

the same name as the ledger/ledger set.

Does my Data Access Set override the restrictions provided

by Security Rules and Cross Validation Rules.

No, Data Access set does not override Security rules or Cross

validation rules.

What precaution need to be taken care for defining Data

Access Set with Balancing Segment Values

One must make sure that the BSV values used in the Data

access sets must correspond to the BSV values assigned to

Legal Entity, using Accounting Setup Manager.

What precaution need to be taken care for defining Data

Access Set with Management Segment Values

Make sure that you do not restrict read and write access to

segment values which are used in default accounts, such as

Retained Earnings Account etc..

Can we have multiple Data Access Sets for a Responsibility

We can define multiple Data Access Sets for a ledger, however

we can assign only one Data Access set per responsibility.

• Comments/ Suggestions / Criticisms /

• appreciations if any can be communicated to

• the email address below:

• ivruksha@gmail.com