Use the fields on the User Setup and Maintenance screen to manage user logon and setup maintenance. The fields display when the table in User Setup and Maintenance screen expands to display the user's current information.
Use the Employee Name drop-down list to add an employee as a user to Deltek Budgeting & Planning.
This field allows you to change the user name. Enter a first and last name to identify the employee. Consider establishing a naming convention for setting up individuals' names. For example, put the last name first, followed by a comma, and then the first name.
If you are adding a new user, enter a user ID for the employee. If you are updating a user's information, this field displays the ID used by the user at logon.
Use this setting to establish the login authentication. Choose one of the following from the drop-down list:
Use Active Directory — Select this option to have Budgeting & Planning validate the user ID and password based on the Windows Active Directory logon information.
Use Budgeting and Planning — Select this option to have Budgeting & Planning validate the User ID and Password based on Budgeting & Planning logon information.
Use Global Setting — Select this option to have Budgeting & Planning validate the User ID and Password based on the setting selected in the Configuration Settings screen. This is the default setting for all employees.
This field is required if Use Active Directory is selected in the Authentication field, or if global Active Directory Authentication is enabled and the user's authentication method is Use Global Setting. For each user, enter the Active Directory User ID.
Enter a password for the user. If you are updating a user, use this field to update the user's current password. As an administrator, you can assign a temporary password.
If you don't touch this field, the password created by the current Deltek Budgeting & Planning user remains.
If users log in using a temporary password, they are redirected to a page where they are asked to create a new password.
If a password expires (an additional logon requirement you can request), users are asked to create a new password.
Permanent passwords are encrypted and stored in your Deltek Budgeting & Planning database.
If users forget their passwords, you must assign a temporary password for them before they can login and create a new password.
The license type controls the applications employees are allowed to access within Budgeting & Planning. The License Type drop-down list displays the licenses available to your company. Options include the following:
Reporting User License — This license allows users to run the cost and supplemental reports. This license is a good option for business line managers and project managers who need access to real-time cost reporting but do not need to create, modify, or approve budgets. This license is presently available only in GCS Premier® Budgeting & Planning.
Full User License — This license provides full access to all the modules and capabilities within Budgeting and Planning, including all the administrative capabilities.
Phantom User License — Users of this license cannot log into the system unless they are also assigned a role of Accountant or Administrator.
If needed, you can assign one or both of the following roles to the user:
Administrator — Select the Administrator check box to assign the employee all the rights and system privileges associated with the Administrator role and all modules with Administration context.
Accountant — This role currently only applies to Deltek Costpoint Budgeting & Planning users. Select the Accountant check box to assign the employee all the rights and system privileges associated with the Accountant role, including access to the Costpoint Revenue Integration application. Only users assigned this role are allowed to upload data to Costpoint in Costpoint Revenue Integration.
Select this check box if you want to make some labor analysis reports inaccessible to the user and if you do not want the user to be able to back into the hourly rates of resources.
This field reflects the organization to which the user's costs resolve.
Use this drop-down list to assign a user to a specific security group. You can create User Security Groups to further restrict access to an organization, module, or application, but you cannot use them to expand access beyond that which is already granted by the license type. Learn more about User Security Groups.
Use this drop-down list to assign a user to an org structure level. The level you choose here gives the user access to that level and any children below that level. All users populate Deltek Budgeting & Planning with the same access levels that are defined in your accounting system.
This field displays the employee information coming from Deltek GCS Premier or Deltek Costpoint.
Typically, you use this setting when a user has attempted to log in too many times unsuccessfully. Select this check box if you want to prevent a user from logging into Deltek Budgeting & Planning.
Select this check box to indicate that the employee is active and should be counted against an active license. Clear the check box if the employee is no longer active and you want to free that license seat. Use this check box to prevent users from logging in. Only Active employees can log on to Budgeting & Planning.
When you save a record with the Active check box selected, the number of currently active users is compared to the number allowed by your licensing. You receive a warning message if the number of active users exceeds the number allowed by the license key.
Additionally, a system warning message displays for the user when the license is within thirty days of its expiration date, or when the license has expired and the user attempts to logon.