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 Ledger
Balancing Segment Value
Management Segment Value

FULL LEDGER
As 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