M E M O R A N D U M
To: Security Officers and Chief Fiscal Officers
From: Martin J. Benison, Comptroller
Paul Dietl, Chief Human Resource Officer
John Letchford , Assistant Secretary for IT and CIO
Date: May 25, 2012
Re: Department Head Annual Approval - Statewide Enterprise Systems Security
Comptroller Memo FY2012-24
Approval of transactions to "Final" status in the state financial systems serve as an affidavit from the Department Head to the Comptroller that transactions comply with State Finance Law and the documents are accurate and complete, the expenditure or other obligation is supported by sufficient legislatively authorized funds, is made in accordance with the Department's legislative mandates and funding authority, and complies with all applicable laws, regulations, policies and procedures. Annually, Department Heads are asked to review and confirm employees (1) they have authorized them to access, process and approve transactions in enterprise systems on their behalf, and (2) any other individual who can approve obligations and expenditures (execute contracts, approve payroll, incur obligations, authorize payments, etc.) on behalf of a Department Head even if said individual does not access enterprise systems themselves.
Department Heads have legal spending authority for their appropriations and are responsible for assuring that employees' access to automated systems reflects their job duties and is not broader than necessary. New Department Heads must approve security within 30 days of their appointment. If you have reviewed and approved security for your Department and submitted a certification on or after April 1, 2012 either as a new Department Head or due to staffing changes you have satisfied the requirement set forth in this Fiscal Year Memo.
This Statewide Enterprise Systems Security Policy requires Department Heads to certify security access to enterprise systems annually in conjunction with Closing and Opening of the fiscal year. The policy also requires Department Security Officers to certify security access at the end of the calendar year, thus a formal review is performed every six months. This review covers all enterprise systems listed below and should include any individual who can approve obligations and expenditures (execute contracts, signoff on payroll, incur obligations, authorize payments, etc.) on behalf of a Department Head even if that individual does not access these enterprise systems.
- CIW: The Commonwealth Information Warehouse provides access to financial, labor cost management, time and attendance, human resources and payroll data for MMARS, LCM, UMASS and HR/CMS as well as a variety of historical databases-Classic MMARS, PMIS and CAPS. CIW contains confidential data that is protected by both federal and state privacy laws. In no case should an employee have privileges beyond those necessary to successfully complete their job duties.
- HR/CMS: The Human Resource/Compensation Management System supports time and attendance, human resources and payroll. HR/CMS contains confidential data that is protected by both federal and state privacy laws. In no case should an employee have privileges beyond those necessary to successfully complete their job duties.
- InTempo: The on-line security system through which your Department Security Officer and Security Administrators request access to these enterprise systems through the Information Technology Division.
- MMARS/LCM: The Massachusetts Management Accounting and Reporting System, including the Labor Cost Management sub-system, supports the financial functions performed by Commonwealth Departments. MMARS contains confidential data that is protected by both federal and state privacy laws. In no case should an employee have privileges beyond those necessary to successfully complete their job duties.
Certification must come directly from the Department Head, either as an e-mail from their account or as a hard copy with the Department Head's signature. The preferred method is on the Department Head Annual Approval of Statewide Enterprise Systems Security Form and e-mailed to email@example.com no later than June 28, 2012. This date will assure that needed changes are completed prior to the June 30 year-end report used by the auditors. The latest enterprise security reports are available via Doc Direct as of May 1, 2012.
The Comptroller's Office is available to answer any questions and assist you with MMARS and HR/CMS issues [Dan Frisoli at (617) 973-2614 or Lenny Montone at (617) 973-2570]. ITD is available to answer any questions and assist you with security for CIW and Intempo. Contact CommonHelp at (866) 888-2808.
Thank you for your prompt attention to this task.