TELLER initials by zhangyun

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									Teller Security Workshop

Release 4.4.00
Credit Union Management System
                   NOTES




Revised 10/20/08     2
Revised 10/20/08   3
CUSA System Security
When we talk about system security, we are really only trying to answer two questions:

   Who can use the system?
   What can they do while using it?

How you answer these questions will determine the level of security at your credit union.
For example, if everyone can use the system and everyone can do anything, then you
really don‟t need security on your system. But the more likely answer is that everyone
can use the system, but people have their own tasks.

Mapping out the Security System
There are different ways to set up security inside the CUSA system. One way is to
restrict menu access for each person, and another way is to restrict accounts, withdrawal
limits, and transaction codes. The following steps will be helpful in setting up security
within the CUSA system.

   Define the different job positions at your credit union and rank them according to
    who will have the most access to the system and who will have the least. Use the
    number 1 to designate the highest access and 9 to designate the lowest access.
   Once that list is created, define which positions on that list will be designated a
    “supervisor” on your system and draw a line under that position. The number that
    corresponds to that position will be put in the ONLINE SUPERVISOR LEVEL field
    in menu 1099.
   Determine the settings for each position or security level using the worksheet in
    Appendix A. These settings will be applied in Menu 141 as you set up the teller
    initials and their restrictions.
   Determine which positions will have access to which menus. Use the bottom of the
    worksheet found in Appendix A.
   From the worksheets, set up the security system using Teller Setup (menu 141)
   Turn on system security in the individual menus (menu 155)




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Setting up the Security System
Now that you have mapped out the security system, you are ready to begin entering the
security settings on your system. Use the teller setup screen (menu 141) to set up or edit
the teller initials. Note: When you set up a new teller, you must add their initials to the
TELLERS table in Menu 160, or the Teller Summary at the end of the day will be
incorrect.

When you go into Teller Setup (menu 141), the system displays six different screens in
sequence.

PAGE 1 – TELLER INFORMATION & MENU ACCESS
The first screen is divided into two parts, the top part is where you set up teller
identification, and the bottom part is where you set up menu restrictions.




TELLER INITIALS
At the upper portion of the screen, enter the employee login initials (or TELLER
INITIALS). The teller initials can be alpha or numeric, 1 – 3 characters in length. See
Appendix B for a list of system generated teller initials.

PASSWORD LEVEL
This is the access clearance level for this position. Enter a number from 1 to 99, this can
be found on the worksheet you filled out in Appendix A.

TELLER NAME
Enter the full name of the teller or credit union officer.



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BEGINNING DRAWER BALANCE
Enter the amount the teller had in the drawer at the beginning of the business day. If your
credit union is setup for vault to teller transactions, skip this step when creating new teller
initials. Instead, receive money into cash drawer by performing vault to teller transaction
code from Online screen.

REG WITHDRAWAL LIMIT
Enter the maximum amount the teller may withdraw from an account during a standard
transaction. Any amount greater will require a supervisor override.

IRA WITHDRAWAL LIMIT
Enter the maximum amount the teller may withdraw from an IRA account during a
standard transaction. Any amount greater will require a supervisor override.

MENU ACCESS
List the menus that the employee will have access to. Once turned on, the system will
ask for a password, check this record, and if the teller doesn‟t have access, they will not
be let into the menu. See the following example.




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PAGE 2 – ACCOUNT NUMBER RESTRICTIONS
At this screen, you can completely restrict a teller from an account. Account numbers
entered here cannot be edited or viewed by the employee. Therefore, you may prefer to
create a partial restriction in the next screen (page 3).




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PAGE 3 – ACCOUNT NUMBER TRANSACTION RESTRICTIONS
At this screen you can partially restrict a teller or credit union officer from accessing an
account Online. This screen looks the same as the previous one, but works differently.
When you put an account in this screen, the teller will be able to look at the information
for that account online, but will not be able to do a transaction for that account.




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PAGES 4 – 6 – SHARE / LOAN / MISCELLANEOUS CODES
You can place restrictions on the kinds of transactions an employee can perform. There
are three transaction types, Share, Loan, and Miscellaneous. For each position, you
decided what transactions would be accessible. Using the worksheet you filled out, you
can fill in the following screens.




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Menu File Editor – Menu 155
After you have set up each teller, you must still turn on the flag that tells the system to
check the teller records every time a menu is accessed. You will do this using the Menu
File Editor (155). A screen similar to the following will display.




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Using the worksheet, for every menu you want to restrict (usually these are the ones that
were NOT listed for each position), you will have to edit this record.

Select one of the following options:

(A)ctivate level              Enter A to activate a password level. (Each password level
                              will be discussed below.)
(D)eactivate level            Enter D to deactivate a password level.
(E)dit                        Enter E to edit the current menu option field information.
ENTER                         Press the ENTER key to clear the current information from
                              the screen.

MENU #
This is the menu number of the process.

ALPHA EQUIVALENT
This is the alpha “shortcut” that can be entered to make menus easier to remember.

LEVEL
This is the security level of the menu option. At this time, level 1 and 2 are the only
options.

 Level 1 – sets up password clearance for the employees based on password level. If
  you enter a number from 1 through 99, the employee will need to enter a password to
  access the menu. Once the password is entered, the system checks the employee‟s
  password level in Menu 141 to verify access. This is not the recommended method to
  use, as it requires a lot more work to set up.
 Level 2 – sets up password clearance for the employees based on menu restrictions in
  their teller records. You can enter the number 1 to activate the menu access range
  search. If you activate this function, the system checks the employee‟s record in
  Menu 141 to see if the menu option is included in the Menu Access Range. This is
  the recommended method.

ESCAPE MENU PATH
Enter the number of the menu option you want the system to access when you exit the
screen. The choices are 1 – 11 – or the main sections of the system.

ESCAPE SUBSECTION PATH
Enter the number of the subsection within the main section that you want the system to
access when you exit the screen.

MENU DESCRIPTION
The description of the menu appears here.




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STATUS
This indicates whether or not the menu option is being used in the system. It is either
activated or deactivated.

When you change the level 2 option for the first menu, you will be asked to change a
menu range. This will be helpful so you won‟t have to go into each individual menu to
set up the security.




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Teller Log on – Menu 140
Use this screen to log on to the system as well as change passwords and beginning drawer
balance. When you set up your tellers, their passwords will be the same as their initials.
Before they will be allowed to do anything, they will have to change their passwords
using this screen.




To log into this screen (and the system), enter information in the following fields.

INITIALS
Enter your initials. You must enter your initials to access the remaining fields on the
screen. This ensures that you change only your password.

PASSWORD
Enter your password. If this is the first time you are changing your password, your
password will be the same as your teller initials. The system will then prompt you and
tell you that your password has “expired”, and will ask for a new one.

BRANCH
Enter the branch number, or press <enter> to accept the displayed default.

BEG DRAWER BALANCE
The beginning drawer balance defaults to the amount entered in Teller Setup.

CASH ACOUNT, CHECKING ACCOUNT
The cash account and checking account general ledger information is shown, and cannot
be changed. If you need to change it, you can do so in Branch Table Setup (menu 101).


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Once you enter your password and the initial settings are saved. The next time you go
into this screen you have the option to edit the information on the screen, change your
password, or log on.




Maintaining the Security System
The following section contains instructions on how to use certain processes to maintain
your security system.




Remove Teller from System – Menu 142
Use this menu to delete a teller from the system. Enter the initials of the employee you
want to delete from the system. The information for that employee is displayed, and you
will type DELETE to remove the teller completely from the system. You should also
remove the teller initials from Menu 160 – TELLERS table and Menu 144 – Teller Group
Summary Report.




Teller Setup Report – Menu 143
Use this menu to print a report of teller setup information in Teller Setup (menu 141) You
can select to print menu access information, account restrictions, and transaction code
restrictions of tellers on your system.




Menu File Report – Menu 156
Use this option to print a report or list on the screen all the menu options, their alpha
equivalent, and their activation status.




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Setting Up New Teller Initials
There are three mandatory steps involved when adding new teller initials to your system.
Optional menus are available to „customize‟ teller setup and are explained in this section.

    1. Menu 141 – create new teller initials. See pages 3 – 7 for an explanation of Teller
       Setup options, or refer to your Manager’s Manual.
    2. Menu 160 – add new teller initials to TELLERS table. Teller initials built in this
       table will have their totals included on Menu 585 – EOD Teller Drawer Summary
       For All Tellers report. Note: TELLERS1 and TELLERS2 tables can be built if
       TELLERS becomes full.
    3. Menu 140 – change default teller password. The teller password defaults to their
       teller initials. It is recommended the new teller change their password as soon as
       possible for security purposes.
    4. Menu 144 – add new teller to Group Teller Summary Report (optional). See
       additional information on next page.

    HELPFUL HINTS:
    The CUSA system keeps track of the last five passwords used by each teller. These
    passwords cannot be reused!

    The system will not allow the same password to be used by two tellers. Menu 140
    will give the following error “Password cannot be accepted. Please enter another”
    when trying to use an existing password.

TELLERS Table Example (Menu 160)




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Menu 144 – Group Teller Summary Report
Use this option to print a summary of teller drawer balance information or to have the
system update teller beginning drawer balances and make journal entries for check
deposits completed for current day or previous day‟s business. There are two methods
for running this report:

METHOD 1
Prints a teller group summary report only, is not queueable.

METHOD 2
Prints a shortened teller group summary, can be setup to run in a queue, can update the
teller drawer beginning balance, and can make journal entry for bank deposits (check
deposits only, no cash).

CAUTION: Do not run this report using Method 2 in the middle of the day! This could
cause teller drawer balances to be updated and create unnecessary balancing nightmares!

Adding New Tellers to Queue Option Record
To add new teller initials to existing queue option record, follow the steps below.

    1. Access Menu 144, select Method 2.
    2. Enter the queue option name set up for your credit union in the box at top of
       screen.
    3. Enter „N‟ at DELETE? (Y/N) prompt.
    4. Enter through Transaction File? and Teller Group? prompts.
    5. Enter „E‟ to Edit teller initials.
    6. Add new teller initials to end of list.
    7. Enter through remaining prompts to save your changes.




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Optional Menus Available
MENU 1099
  1. Password System Level – options to require passwords for menus only, menus
     and Online entry (recommended), menus and Online finish, menus and Online
     entry and Online finish.
  2. Supervisor Override – system will write supervisor override records to AUDIT
     file. Use Menu 602 to print Supervisor Override Audit report. It is recommended
     this field be set to “Y”.
  3. Password Expire Days – the system can force tellers to change their passwords
     based on a value determined by management. Use Menu 1099 to set up the
     frequency for password expiration days. Note: Tellers must change their
     passwords anytime this value is changed. Otherwise, the new value input
     will not be reflected on their teller password record.
  4. Online Supervisor Level – the number in this field determines who is designated a
     supervisor. Any employee with a password level equal to or greater than this
     number will be given supervisor override capabilities on the CUSA system. In
     the example below, any employee with a password level of 1 or 2 will be
     considered a supervisor. Password levels are stored in Menu 141 for each
     employee.




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MENU 1092
  1. M140PWDMIN – controls minimum number of alpha and/or numeric characters
     required for the password created in Menu 140. Valid entries can be a
     combination of 1 – 6 characters, any combination of alpha or numeric. The
     combination of the two fields cannot exceed 6 characters.




    In the example above, the password must be a minimum of two alphas and one
    numeric character.

    2. ONLNAMECHECK – this record works in conjunction with the ONL_VERIFY
       table in Menu 160. If the ONLNAMECHECK record is turned on, the system
       will look for the ONL_VERIFY table to make a match on teller initials. If a
       match is made, the teller will be prompted for the first two characters of the
       member‟s last name when accessing the account Online. If a match is not made,
       verification of the member name will not be requested.




    Valid Level Number entries:
    0 = system off
    1 = Include teller initials built in ONL_VERIFY table
    2 = Exclude teller initials built in ONL_VERIFY table




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MENU 160
  1. ONL_VERIFY – works in conjunction with ONLNAMECHECK record in
     Menu 1092.




    2. CLSOVRD – system prompts for Supervisor Override when closing „null‟ share
       types.




    3. ONLPS_SO – system prompts for Supervisor Override when a teller edits or
       deletes a pledge in PS screen. This new table is available on 4.0 release and
       higher.




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    4. ONL_TELLERC – teller initials built in this table will be able to use “C” to
       Continue feature Online, while all other teller initials will be prompted to enter
       member‟s account number. This new table is available on 4.0 release and higher.




    5. ONLVEND – controls printing of Vendor checks Online. If this table is not built,
       the system defaults: debit general ledger will be 700, zero check amount will be
       NO, and allow credit change will be YES.




    6.   PRBLANK – payroll group codes entered in this table will not be displayed in
         Online screen. Useful for employee payrolls that may be set up in Menu 663.




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Using the Remote Override Feature (Online)
While performing a transaction that requires a supervisor override, you can use the
remote override function to enter a temporary password. This should only be done by a
supervisor.

To access the remote override function, enter RO in the ACCOUNT# field. Enter your
supervisor password. The following screen will appear:




    1. Enter the member‟s account number and suffix you want to perform an override
       for. This will be performed online by the teller requiring this override. You can
       also enter RE for an override required on the Recap screen.
    2. Enter the transaction code for this override.
    3. Enter the amount that will affect this transaction.
    4. Enter the teller initials of the teller requiring this remote override.
    5. Enter the temporary password to be used by this teller in order for them to
       perform this override. Once used, this password will no longer be effective.
    6. Inform the teller of the temporary password that was set up.
    7. The teller will need to enter RO at the Supervisor Password prompt. They can
       then enter the temporary password set up by the supervisor to complete the
       transaction.




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Appendix A
Security Level Worksheet
JOB DESCRIPTION ______________________________________ SECURITY LEVEL _______


        BEGINNING DRAWER BALANCE: ___________________________
        REG WITHDRAWAL LIMIT: _________________________________
        IRA WITHDRAWAL LIMIT: __________________________________


                          TRANSACTION CODES ALLOWED

        SHARE CODES                        LOAN CODES           MISCELLANEOUS CODES

ALL                               ALL                          ALL
SC        SK         SU           LA        LM         LT
SD        SL         SV           LC        LO         LV
SE        SP         SW           LF        LP         LW
SI        SR         SQ           LH        LR         LX
SJ        ST                      LI        LS


                              MENU ACCESS ALLOWED
List below all menus that this position will have access to.




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Appendix B
System Generated Teller Initials
The CUSA system has process codes that create transactions to member accounts. When
system generated transactions are created, there are specific teller initials used for that
process.

      PROCESS CODE / MENU OPTION                              TELLER INITIALS
0 – Online                                            Teller initials
1 – Payroll Processing (663)                          Payroll group code
2 – Share Draft Processing (408)                      S/D
3 – Loan Transfer Posting (210 & 211)                 P/T
4 – Certificate Dividends (391)                       C/D
5 – ACH Processing (763)                              C/F
6 – ATM Batch Processing (783)                        E/F
7 – ATM Online Processing (811)                       O/A (varies by vendor)
8 – Audio Response Processing (840)                   A/R
9 – Credit Card Processing (731)                      C/P
10 – Level Rate Insurance (641)                       CDI
12 – Service Charge Processing (360)                  S/C
13 – Tax Withholding (456)                            T/W
14 – Interest Refund (214 & 218)                      I/R
15 – Dividend Processing (393 & 397)                  S/V
16 – Bonus Dividend Processing (398)                  B/D
17 – Club Check Processing (361)                      C/T
18 – Mortgage Check Processing (284)                  M/C
19 – IRA Disbursements (440)                          IRA
20 – Student Loan Checks (304)                        GSL
21 – Bill Payer Processing (613)                      B/P
22 – Safe Deposit Box Payments (682)                  S/B
31 – Home Financial System (887)                      H/B
32 – Enhanced Home Equity (343A)                      H/E
34 – Home Financial System – Online                   H/O
60 – Dividend Distribution (473)                      D/D
70 – Home Equity Period End (344)                     HEL




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