Overview of users and data access (Budgets & Forecasts)

Learn about the users, data access and security in the Budgets & Forecasts module.

It's important to understand the types of users in the Budgets & Forecasts module and the factors that impact user access to the budget and forecast workbooks so you can complete your budgeting process efficiently and confidently.

Types of users

Your organization should consider which individuals need to be involved in the budgeting process and what responsibilities they should have. This will determine what type of user role they’ll have in Budgets & Forecasts. The Budgets & Forecasts module has four types of users:

Budget owner

The budget owner is the user who creates the budget workbook. The owner controls the budget and its workflow and can perform all actions in the budget workbook. Ownership can be changed over time, as your business needs change.

To be a budget owner, you need these user permissions: Budgets & Forecasts and Manage Budgets & Forecasts.

Budget administrator

The budget administrator is a user who can help the owner with workflow management and other tasks. Administrators can do more within the budget workbook than the other users (contributors). In addition to the standard data entry, administrators can change the budget owner to themselves, add comparison rows, assign tasks in the workflow (but not change the workflow baseline, which is the owner), and add and publish worksheet tabs.

To be a budget administrator, you need the following user permissions: Budgets & Forecasts and Manage Budgets & Forecasts. You also need to be added as an administrator in the budget workbook set up by the budget owner.

A budget administrator is different from a Phocas administrator. The Phocas administrator manages the administration settings for your Phocas site.

A budget administrator is also different from a headcount administrator. This separation of tasks is an additional layer of security to protect the privacy of your employee headcount data. See Manage Headcount users for more information.

Budget contributor

A budget contributor is a user who is responsible for entering and editing the values in the worksheets.

To be a budget contributor you need the Budgets & Forecasts user permission, and the budget owner or administrator must assign you to a task in the budget workflow.

A budget contributor can only be assigned to tasks in the headcount workflow if they have been added as headcount user. See Manage Headcount users for more information.

Viewer

The budget owner or administrators can add other users to a workbook as viewers. This type of user is useful if you want to allow one or more Phocas users to view the budget but not contribute to it (edit any values).

User access and data security

As your organization's financial and budget information is sensitive, your Phocas administrator controls who can access the Budgets & Forecasts module and what data they can see there. This security gives you the freedom to share and assign work as required, without worrying about who can see what. The following factors impact user access to a budget or forecast workbook.

User permissions and type of user

The Phocas user permissions are the first line of defense in your organization’s budget security. If you can’t access the Budgets & Forecasts module, you can’t edit any of the budgets or forecasts. Your Phocas administrator controls who can access the Budgets & Forecasts module and who can create budget and forecast workbooks.

The type of Budgets & Forecasts user you are determines the actions you can take within the module. For example, a budget administrator can publish a budget but a contributor cannot.

Phocas database access and restrictions

Even when you have permission to access the Budgets & Forecasts module, to see any data in a budget or forecast, you need access to the underlying database. In general, database permissions and restrictions are carried through to the budget, so you can only view rows (budget lines) for which you have permission.

As stated in the Types of users section above, your Phocas administrator controls who can access a database and what information they can see within that database. If the budget data comes from multiple databases, your administrator can control access to each database and set different restrictions for each. Restrictions can be customized at a fine level and applied to individuals or groups of users.

For example, your administrator can:

• Set a default restriction on a database so that all users can see branch data but not company-wide data.

• Apply specific database restrictions to individual users to ensure:

  • A regional manager only sees the budget items for their region (Australia) and not others (UK and USA).

  • The Warehouse Manager only sees the operating costs for their branch.

  • A member of the Sales team only sees the Gross Margin and higher-level information.

  • A user can access the Cost of Sales data in one database but not in another.

Administrators, see Manage a user's database access and restrictions for more information.

Workbook access and workflow

Budget owners and administrators can restrict access to a whole workbook or specific tabs within a workbook. See Manage access to a workbook and Edit tab permissions.

Even with the required user permission, data access, and data workbook access, you can only edit budget and forecast data when the budget owner or administrator assigns rows to you in the workflow.

See Use workflows and Contribute to the workflow to learn more.

Information for Phocas administrators

When the Budgets & Forecasts module is enabled for your Phocas site, as an administrator, you need to:

• Update the relevant Phocas user accounts to allow the applicable users to access the Budgets & Forecasts module and manage the budgets and forecasts. See Budgets & Forecasts permissions to learn about the two user permissions.

• Ensure each user has applicable access to the database(s) upon which the budgets and forecasts are based. See Manage a user's database access and restrictions and read the User access and data security section above.

• Ensure the relevant users can access the Financial Statements module to view the completed financial budgets and forecasts.