Security (Introduction and Key Concepts, Glossary and Module Updates)
Introduction and Key Concepts
Overview of the Security Module
In the HRPlus Security Module comprehensive features are available to allow/restrict user access to specific HRplus modules, modes of operation (e.g. update, inquiry), levels with the Company (e.g. Company, Division, Department), Pay Groups, position views and report processing options.
The application supports two (2) levels of security:
Front end security which controls access to all menu items and, therefore, all access to windows and reports, and
Back end security which, through ANSI SQL compliance, supports control of all Select, Insert, Update and Delete permissions on all columns, tables and views of the database. This security is further enhanced by access being restricted through stored procedures and database triggers. Full transaction processing is implemented on all multi-table updates and referential integrity is enforced throughout the system.
Cascading updates and deletes are implemented for easy management of linked tables. It is possible to cascade employee, department, and other Id changes through the application. All inserts, updates, and deletes to the database are done via stored procedures and triggers for blazing speed and superior security controls, and are designed for use in a true open systems environment. The database is encrypted and on- line or off-line Incremental or full Back-up and Restore facilities are available.
Access to HRplus is restricted by means of password control. Each user is required to log on to the system via a user Id and a password. The application then tracks the user via the user Id. All permissions to all areas of the application both on the front end and the back end are based on the user Id. For easy administration of many users, the application uses the concept of user groups whereby a person being made a member of a user group is granted all the permissions of that group. Database Administrators can define the configuration of passwords, track user logon times and set restrictions on user logon access to the database.
The Database Administrator should enlist the assistance of those individuals e.g. HR Manager, Payroll Manager who may be more familiar with the structure and security requirements of the HR and Payroll divisions of the organization.
The Security Module contains sub-menu options or functions within which we can work. They are:
A Guide to using the Security Module
A Brief description of the menu options are given below:
Steps | Description | |
Step 1 | Security Settings: | |
Security>>Security Settings>>Password Configuration Security>>Security Settings>>Oauth Settings | ||
Password Configuration |
How to set up Password Configurations | |
Oauth Settings |
| |
Step 2 | New User: | |
Security>>New User>>Create Single User Security>>New User>>Create Batch Users | ||
Create Single User |
How to create a single user? | |
Create Batch User |
How to create Batch Users | |
Step 3 | User Administration: | |
Security>>User Administration | ||
User Administration |
Editing Single User Permissions | |
Step 4 | Module Audit: | |
Security>>Module Audit | ||
Steps | Description | |
Module Audit |
How do I use the Auditing feature? | |
Step 5 | Login Activities: | |
Security>>Login Activities | ||
Login Activities |
How to view Log In Activities | |
Glossary of Terms found in the Security Module
A
Access Control: Measures that ensure only authorized users can access certain resources.
Authentication: The process of verifying the identity of a user or system. Authorization: The process of determining what resources a user is permitted to access. B
Batch User: An employee user account created in bulk with other employee users, processed in one transaction using the batch user feature.
C
Cipher: An algorithm for performing encryption or decryption.
Changing Passwords: The process of updating a user’s password to maintain security.
Core User: A primary user who has extensive access and responsibilities within the system, particularly to the HRplus core modules such as Personnel, Payroll, Benefits, etc.
D
Data Encryption: The process of converting plain text into a coded format to prevent unauthorized access.
E
Encryption Key: A piece of information, in a form of a string of characters, used by an encryption algorithm to transform plain text into ciphertext or vice versa.
F
Firewall: A network security system that monitors and controls incoming and outgoing network traffic.
G
Global ID: A unique identifier assigned to a user that can be used across multiple systems.
Grant/Revoke Company Access: The process of allowing or denying a user the ability to access company resources.
L
Login Activity: The tracking and monitoring of user login attempts and sessions.
M
Mail Server: A server that handles and delivers email over a network.
Mail Server IP Address: The specific IP address assigned to a mail server for communication purposes.
Malware: Malicious software designed to harm, exploit, or otherwise compromise a computer system.
Make Duplicate User IDs Unique: The process of ensuring each user ID within a system is distinct to prevent conflicts and ensure proper identification.
Module Audit: The process of reviewing and ensuring that a security module is functioning correctly and securely.
Multi-Factor Authentication (MFA): A security system that requires more than one method of authentication from independent categories of credentials.
N
New User: An individual who has recently been granted access to a system and has a newly created account.
P
Pay Group Access: Permissions granted to a user to access specific payroll groups within HRplus.
R
Restrict Position Access: Limiting a user's ability to view or interact with sensitive data, based on their job role or position within the organization.
Random Password: A system-generated password with a random sequence of characters, sent to batch users via email to ensure unique and secure initial access.
Reset Password: The process of changing a user’s password, typically when it is forgotten or compromised.
Restrict User Reports: The process of limiting a user’s ability to access certain reports within a specific HRplus module.
S
Self Service User: A user with permissions to manage their own information, such as viewing payslips, personal details, and password resets.
Single Sign-On (SSO): An authentication process that allows a user to access multiple applications with one set of login credentials.
Static Password: A password that is entered by the system administrator when creating batch users. The password is the same for all users, and two-factor authentication must be enabled when this option is being used.
T
Two-Factor Authentication (2FA): A method of confirming a user's claimed identity by utilizing a combination of two different factors: something they know, something they have, or something they are.
U
Unlink Employee Profile: The process of disconnecting an employee’s profile from a user account.
User Database: A central repository of user information, including personal details, job history, and access permissions.
User Group: A collection of users with similar access rights and permissions to the same module or module features within HRplus.
User ID: A unique identifier assigned to a user for accessing a system.
User ID Protocol: The guidelines and rules for creating and managing user IDs within a system.
User Signature: A digital representation of a user's signature used for authentication and authorization.
V
Virtual Private Network (VPN): A service that encrypts your internet traffic and protects your online identity by hiding your IP address.
Vulnerability: A weakness in a system or its design that could be exploited by a threat to gain unauthorized access to or perform unauthorized actions on a computer system.
Security Module Updates: What's New?
This article provides a summary of recent updates to the HRplus Security module, focusing on key enhancements. These updates include new features, fixes and improvements designed to improve both user experience and the effectiveness of the module.
September 13th – November 1st, 2024
1. Password Length: New feature Password Length. Read more here: HRplus Learn.
June 26th – July 12th, 2024
1. User Administration Enhancements: Improvements to user management for easier administration of security roles. Read more here: HRplus Learn.
June 17th – June 26th, 2024
1. Additional User Administration Features: Expanded controls for managing users, including new tools for security administrators. Read more here: HRplus Learn.
April 8th – May 4th, 2024
1. Change Default Settings: Added configuration options allowing customization of default security settings for user roles. Read more here: HRplus Learn.
February 6th – March 1st, 2024
1. Account End Date: A new feature allowing administrators to specify account expiration dates to enhance security compliance. Read more here: HRplus Learn.
January 3rd – February 6th, 2024
1. Batch User Creation: Streamlined the process of creating multiple users at once, reducing the time required for large-scale onboarding. Read more here: HRplus Learn.
November 4th – December 12th, 2023
1. Batch User Creation Enhancements: Expanded on batch user functionality for smoother management of user accounts. Read more here: HRplus Learn.
October 8th – November 4th, 2023
1. Password Expiry Notifications: Introduced in-app pop-up reminders for password expirations to ensure timely updates by users. Read more here: HRplus Learn.
September 1st – October 8th, 2023
1. Forgot Password and User Management: Enhanced password recovery tools and made user administration more intuitive for security managers. Read more here: HRplus Learn.
August 15th – September 1st, 2023
1. User Groups and IDs: Improved organization of user groups and the management of user IDs, allowing more precise access control. Read more here: HRplus Learn.
July 27th – August 15th, 2023
1. Time Zone Settings: Added time zone configuration to synchronize system events across different regions.
Read more here: HRplus Learn.
June 2nd – July 3rd, 2023
1. Single Sign-On (SSO): Enhanced support for Single Sign-On, improving cross-platform access with a unified login. Read more here: HRplus Learn.
April 17th – May 5th, 2023
1. Password Configuration Updates: Added new options for customizing password security policies, improving overall security control. Read more here: HRplus Learn.
February 28th – April 2nd, 2023
1. User Groups and Access Settings: Refined tools for managing access rights, improving control over company and departmental permissions. Read more here: HRplus Learn.
January 9th – February 28th, 2023
1. Single Sign-On Integration: Introduced SSO, allowing users to access multiple systems securely with one login. Read more here: HRplus Learn.
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