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

Anne Margulies, Assistant Secretary for IT and CIO

Date:May 20, 2010
Re:Department Head Annual Approval - Statewide Enterprise Systems SecurityComptroller Memo
FY#2010-27

Executive Summary

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 and 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 they have authorized to access, process and approve transactions in enterprise systems on their behalf, as well as any other 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 enterprise systems. Department Heads have legal spending authority for their appropriations and are responsible for assuring that employees' access to automated systems reflect their job duties and is not broader than necessary. New Department Heads must approve security within 30 days of their appointment.






The Enterprise Security Policy requires Department Heads to certify security access to enterprise systems annually in conjunction with Closing and Opening. 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 includes all enterprise systems and should also 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. While employees should have access to data needed to do their job, no employee should have access to personally sensitive information unless it is necessary to perform 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. While employees should have access to data needed to do their job, no employee should have access to personally sensitive information unless it is necessary to perform 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 agencies. MMARS contains confidential data that is protected by both federal and state privacy laws. While employees should have access to data needed to do their job, no employee should have access to personally sensitive information unless it is necessary to perform job duties.

Restricted Access to Personal Information : NOTE: As you are reviewing security, please be aware that enterprise systems may also include the ability to not only access and print but also to download specific data elements to spreadsheets or databases. Special care should be taken to limit employees who can run queries containing personal data fields or combinations of data fields that create a risk of identity theft under M.G.L. c. 93H. In addition, to ensure against security breaches, spreadsheets or databases with sensitive data should be treated with the highest-level security and not be saved to generally accessible folders or sent through email unless encrypted. Hard copy printouts should not be left in non-secured locations or thrown away in the regular trash or recycle bins without being shredded. Once the spreadsheet or database is no longer needed, departments must ensure that these files and printouts are properly destroyed in accordance with the requirements of MG.L. c. 93I.

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 doc format of dept_head_apprvl_frm.doc and e-mailed to securityrequest@massmail.state.ma.us no later than June 28, 2010. 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 3, 2010.

The Comptroller's Office is available to answer any questions and assist you with MMARS issues [Dan Frisoli at (617) 973-2614]. ITD is available to answer any questions and assist you with security for CIW, HR/CMS and Intempo. Contact CommonHelp at (866) 888-2808.

Thank you for your prompt attention to this task.

CC:MMARS Liaisons
Payroll Directors
General Counsels
Internal Distribution