RecTrac 10.1 Reference Guide

RecTrac 10.1 Reference Guide
System Security
The System Administrator should utilize the following precautions to ensure a secure RecTrac
system.
RecTrac Login Controls
1 Create unique User Security IDs for each and every RecTrac user.
2 Use passwords and change them periodically.
3 Use the Blank Passwords in F/M option (Files � System � Parameter Codes Maintenance � Static
Parameters Maintenance - Core Info screen) for privacy when entering new passwords during Security File
Maintenance.
4 Set up Login Time Periods for permanent or full-time employees (Files � System� Users/Menus Maintenance
� Security Maintenance). This won’t work for employees who work a variable schedule.
5 Train all personnel to exit out of RecTrac completely at the end of a shift.
System Controls
1 Never divulge the Master password and change it periodically.
2 Periodically change the passwords found in Password Maintenance (Files � System � Parameter Codes
Maintenance � Password Maintenance ), and advise managers that need to know.
Program/Menu Controls
1 For each job position or group of employees, create a Menu Group. This limits the programs that these users are
allowed to access.
2 Disallow users to edit menus (Files � System � Users/Menus Maintenance � Security Maintenance).
3 Customize Hot Buttons and Hot Key Selections for each menu group.
4 Periodically run the Audit Log Listing (Reports � System � Other Reports and Listings), and review for program
access by unauthorized personnel.
5 Linking Permissions devices (Files � System� Device Maintenance � Device Assignments) that limit the items
available to different users.
Financial Controls
1 Assign each user a unique cash drawer number via a Drawer device (Files � System � Device Maintenance �
Device Assignments).
2 Develop end-of-day balancing procedures with accountability.
3 Train all personnel to exit out of RecTrac completely at the end of a shift.
4 Disallow users to view over/short amounts via the linked End-of-Shift device.
Adding New RecTrac Users
The following steps assume that:
• You have access rights to the Security File Maintenance program.
• You have your menu groups established in Menu Group File Maintenance (Files � System � Users/Menus
Maintenance).
1 Go to Files � System � Users/Menus Maintenance � Security Maintenance.
2 On the Password Signon screen, enter the Security File password.
3 Click OK. You will proceed to the Security Maintenance screen.
4 Click Add. You will continue to the Security Core Information screen.
5 Enter the new user’s ID.
6 Click Next. All other fields will now be available for editing.
7 Enter this user’s Password.
8 Enter the user’s Name.
Vermont Systems, Inc. 81 06/09/08