RDPWin

 

System - Menu Security

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Overview

Restrict RDP users from entire menus or specific menu options.  Security is defined in the RDP system through power levels and fence levels.  Prior to instituting system security, RDP users and groups must be defined (perhaps on paper) and a security scale must be developed in order to group similar types of users into a security group.  After the administrator has determined who falls into which groups, add the users in RDP-DOS and assign each member to the appropriate security group in field #2 of the user's sub-record. After the users are created in RDP-DOS with the appropriate power level, some of the RDP menus may need to have the security fence level changed.

For example, front desk clerks should be grouped together and have access to certain system functions, night auditors need to run system utilities and should have similar power levels, supervisors should have similar access to system tables, and accounting needs access to the entire system, except for critical system tables and switches.  System Administrators have access to all RDP functions.  Right-click the Menu Security form to access multiple functions for the grid.

Use the following checklist in order to institute system security:

  1. Define System Users;
  2. Create Security Groups/Assign Power Levels; and
  3. Restrict Menus and Options.

Create Security Groups

Once all users are defined, associate them into security groups based on their job responsibilities.  For example, group all front desk clerks together, all auditors together, and all supervisors together.  Security groups are not entered into the RDP system, they are formed d in order to organize users.  once groups are established, assign a power level to each, between 1 and 100.  For example, assume a property organizes the following security groups:

Group 1 - Housekeeping

Power Level = 25

Housekeeping

(One Login)

 Group 2 - Desk Clerks
Power Level = 50

Ron

Matthew

Beth

Tim

David

Eric

 Group 3 - Auditors
Power Level = 75

Darryl

Karen

Michael

 Group 4 - Supervisors

Power Level = 99

Joey

Craig

 Group 5 - System Administrator

Power Level = 100

Sabrina

Define System Users

All system users are added as sub-records to the PW table.  Use Option 090 on the System Manager menu and choose option "U" to "Update Table Records".  Enter table number PW and choose option "S" for "Sub-record" to enter the appropriate user information.  Options available are:

  1. Login Password.  Enter the user's password.  This is an eight-digit alpha-numeric field.
  2. Login Power Level.  The power level dictates which RDP functions the user may access.  The power level is used in conjunction with fence levels.  For example, if the user power level equals 50 and the front desk menu has a fence level equal to 60, the user would not have access to this menu option.  See Restrict Menus and Options section for more information on fence levels. 
  3. Login Initials.  Enter the user's initials in this field in order to prevent the system from prompting for initials when making reservations, posting charges, or taking payments.  If users always stay at one computer, enter his/her initials in this field. If there is a chance the user may work on more than one computer during the day, leave the initials field blank and the system prompts for user initials.  For example, if a front desk clerk has his own cash drawer and is always logged into one computer, enter his initials in Field 3 for the system to automatically stamp the clerk's initials on each monetary transaction and posting.  If clerks share a cash drawer, leave the initials blank and the system prompts for initials for each monetary transaction and posting.
  4. Menu Table Number.  Enter the RDP menu table number the user should see when login in.  Leaving this field blank brings the user to the RDP Main Functions menu at login.  However, if a property wants all front desk clerks to see the Front Desk Menu (power menu) when they login, enter "XY" in Field 4.  The XY is displayed at the top of the specific menu.  For example, menu code XY is displayed in the header of the Front Desk Mini Menu.
  5. Clerk Number.  Used only for customer with the Credit Card Interface model (RJ).  Enter a unique four-digit number for each clerk.
  6. 362 Refresh (Minutes).  If a user needs the "362" (View Current Occupancy Status" screen refreshed at a different rate (in minutes) than the default set in Switch 419-10, enter it here. 
  7. User Power Menus (Y/N).  RDP recommends using power menus for all users.  The power menus contain all the options as the normal menus, but in an abbreviated form.  Enter a "Y" to use the power menu.
  8. Receive Network Broadcasts (Y/N).  It is possible to configure the call accounting interface to send a Novell network broadcast alerting certain users that the guest has called 911 from a guest room.  Enter a "Y" if the user should receive this broadcast.
  9. Prompt for Password When Posting (Y/N).

Restrict Menus and Options

Once users have been added, security groups created and power levels assigned, it is possible to restrict menus and options by accessing the correct table and assigning fence levels.  As an example, assume the property with the above security groups wants to give each front desk clerk access to the Reservations, Front Desk, Groups, Travel Agents, Housekeeping, and Past Guest Master menus.

Follow these steps for creating these security levels:

  1. Access the Menu Security.  From the RDPWin main menu, select Menu Security from the System main menu, Navigation Panel, or Navigation page.  Click the icon to expand the Menu Group information and display Menu Items. 
  2. Assign Corresponding Fence Levels to Menu Items (Sub-records).  Click into the Fence Level field and enter the desired level as determined above in the Create Security Groups section.  It is necessary to delete or type over the existing level to obtain the desired outcome.  Once all changes are made, click the Save button.  It is not necessary to Save after each Fence Level has been set.  However, when entering multiple levels during one session, saving intermittently is recommended.  If a user attempts to access a function above their power level, the system prompts the user with an "Access Denied" message.  Modules above a user's power level are not visible.
  3. Test Security.  Log out of RDPWin and log back in as the newly entered users to view the differences and restrictions.  For example, login as Front using the Demo files, and enter the password as Front.  Access Work Orders Monitor, Open Work Orders, and double-click on any work order from the grid.  Change the status from Open to Closed on the Assign tab.  Since Front (Desk) has a power level below that set for closing work orders, the system displays an error message that reads, "Access to 'close work order' denied.  Please check with supervisor for access."  Logout and log back in as User (no password necessary).  Follow the same steps.  "User" can close the work order.  Whether or not a password is required is based on Work Orders Configuration.
Change Owner Pay Code
When UISecurity | Change Owner Pay Code is set, the system compares the user power level to this security setting to authorize access to changing the owner pay code on a reservation.  Users with menu security set to less than the Fence Level are not prompted to change the owner pay code when making new reservations for rooms with owners.  Instead, the system uses the owner pay code (default) from the owner master and does not prompt at all.
Travel Agent Commission Code
When UI Security | Travel Agent Commission Code is set, a security fence level is assigned and required when changing the travel agent commissions on a reservation.  The system compares the user power level to this security setting to authorize access to the commission code throughout the system.  If a user's power level is less than the number set in security, the user sees the field in read-only mode.  If a user's power level is equal to or greater than the fence level, the field can be changed. 
Show Folio No Prints
When UI Security | "Show Folio No Print" fence level is set, users with power levels equal to or above can view the No Print transactions and the system allows filtering.  If the user's power level is below the setting, the No Print transactions on the folio are not visible and cannot be filtered.
Allow Note Changes
Expand the UISecurity menu group to set the fence level for accessing Notes for change.  RDP suggests that access to Change Notes should be reserved for upper management only.  For more detail, see Change Notes.
Early Check-out Settings
Use the UI settings to set which and how many options are available when checking out a reservations early.  Separate settings are available for changing the departure date and deleting transactions (check out early and not collect any charges for nights missed), changing the departure date and the transaction dates (check out early with new departure date while still collecting charges for nights missed), and leaving the departure and transaction dates as is (check out early without changing the departure date and still collecting charges for missed nights).



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Last Updated 11/18/2008

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