User Security in Costpoint
How good is your company’s user security when it comes to accessing sensitive Costpoint data? It’s an all to frequent occurrence that CFO’s and CTO are surprised by the holes in a company’s user security, such as data entry clerks having full access to control and configuration screens, or access to employee salary and personnel data when no need exists.
Here are some questions to ask when evaluating your company’s security state:
- How long ago was the security model designed? Was it converted over from an earlier version of Costpoint?
- During the Costpoint implementation was user security give full attention or did it get pushed to the backburner to accommodate other tasks?
- Has there been staff turnover, is new user security setup cloned from exiting users?
- Are override rights being used excessively?
- Does a policy exit that details the controls associated with user access to Costpoint, is it being followed, and is there clear delineation of who is responsible?
- When was the last security or policy review conducted? Costpoint 7 has added additional security functionality that can be used to simplify maintenance and tighten it up. The first step should be a well thought-out security review.
Infotek has conducted many security reviews and can employ its cost effective proven methodology in reviewing your system and providing best practice recommendations.
How your entire organization can benefit from importing credit card transactions into Deltek Time & Expense™
What is one of the top complaints within your organization concerning expense reports? Most likely one of those complaints would be from the users on how long it takes to fill out the expenses on the report. Another common complaint may be from your accounting department that expenses are not processed in a timely manner, particularly company paid expenses that employees are slow to complete. Importing credit card transactions into Deltek Time & Expense™ can alleviate these frustrations.
Deltek Time & Expense™ has a feature, Batch Expenses, which allows the ability to import batch expenses, or “Credit Card Feeds”, for American Express and/or Visa credit card transactions. Importing credit card transactions make entry of expenses much easier for the user, saves time on entry, and cuts down on common data entry mistakes. The transactions can be imported as often as necessary: monthly, weekly, even daily. Once the transactions are imported and posted, they are available for the user to select when entering expenses on an expense report.
A list of outstanding expenses will be the first screen displayed once the user selects a category on an expense report. The list will contain all outstanding expenses for that particular category, such as lodging or airfare. After selecting the outstanding expense, the user will be taken through the expense with required fields already completed so that the only thing that the user may have to identify would be the charge type the expense should be charged to. Once the transaction is applied to an expense report, it is no longer considered outstanding and will not display to be applied again.
An up to date balance of outstanding expenses can be helpful in reconciling company paid expenses. For faster expense processing, an outstanding aging inquiry can be used in Deltek Time & Expense™ to notify employees to apply expenses to expense reports so that they can be processed and recognized by the project in Costpoint and/or GCS. The outstanding expenses also are displayed on the employee’s MyDesktop within Deltek Time & Expense™. Past due expenses will display in Red to remind the employee that they need to apply the expense to an expense report. The employee may delete the outstanding expense from the desktop if they already claimed the expense by manually entering on an expense report before the transaction was imported. After applied to the expense report, the transaction is no longer considered “outstanding” and is removed from the employee’s desktop as well as no longer displayed to apply to other expense reports.
I am sure that your employees will appreciate the ease of entering the imported transactions on the expense report and your accounting department will appreciate the expedited processing for recognition of billable expenses.