March 5, 1999
TO THE HEADS OF ALL STATE AGENCIES
| ATTENTION: | Commissioners, Chief Financial Officers, Business Managers and Payroll Officers |
| SUBJECT: | Comptroller's Financial Systems Security |
The purpose of this memo is to advise all State Agencies of the importance of having appropriate internal controls over and within automated systems to ensure that transactions are properly authenticated and authorized. A key security issue in an automated system is unauthorized transaction processing. Guarding against unauthorized or inappropriate transaction processing is critical because of the integration of automated systems. An automated system concentrates accounting records and transaction processing capabilities in one system. Unrestricted access to automated systems compromises the controls provided by segregating duties and other safeguards that are usually part of manually operated systems.
Security in automated systems is imperative so that only those individuals authorized have access to on-line transaction processing capabilities. The initial request for user access to systems is done via Form CO-1057, Agency On-Line Security Form. Each agency has the responsibility of requesting the deletion of an employee's user identification code/password immediately upon notice of his or her termination, retirement or transfer to another agency. Each agency must monitor the following to ensure that identification codes and passwords are properly effective:
In Memorandum No. 95-66, the Office of the State Comptroller requested that each agency head designate a single contact person and backup for the Comptroller's Financial Systems (Central Accounting System, Payroll System, and Retirement Data Base System). A list of designated agency contact individuals is on file with the Comptroller's Information Technology Division. If an agency has not designated a contact person, they must complete the attached form and list the person(s) that should be contacted regarding User Identification and Password access to the Comptroller's Financial Systems. This form must be completed and sent to the Comptroller's Office. When an agency needs to submit an Agency On-Line Security Form (CO-1057), the designated agency liaison should fax or mail the CO-1057 to:
| Office of the State Comptroller Information Technology Division 55 Elm Street Hartford, CT 06106 Attn: Diane Campbell or Fax No. (860) 702-3699 |
The agency liaison will be contacted by the Comptroller's Information Technology Division when the Agency On-Line Security Form (CO-1057) has been approved and the identification code/password has been assigned. The liaison must then give this information to the designated user.
In the event of a password problem, the designated user should inform the agency liaison, who should then contact the Comptroller's Office. The request to delete a user should be made in the following manner. Agency management makes a request to the designated agency liaison to delete the user. The liaison sends a memo addressed to:
| Office of the State Comptroller Information Technology Division 55 Elm Street Hartford, CT 06106 Attn: Diane Campbell or Fax No. (860) 702-3699 |
The memo should state the name of the employee, employee number and the reason for the deletion.
| On-Line Security: | Office of the State Comptroller | |
| Information Technology Division | ||
| Diane Campbell | (860) 702-3613 | |
| Nayda Flores | (860) 702-3614 | |
| Memorandum Interpretation: | Policy Services Division | (860) 702-3434 |
| NANCY WYMAN STATE COMPTROLLER |
Attachment
COMPTROLLER'S FINANCIAL SYSTEMS
AGENCY CONTACT PERSON FOR AGENCY ON-LINE SECURITY
In the space that follows, please list the person(s) that should be contacted regarding Agency
On-Line Security for the Comptroller's Financial Systems (Central Accounting System, Payroll System and Retirement System). Payroll System add Level (2). Accounting System add agency number. Attach copies, if necessary, to provide for additional liaisons. One sheet per system.
| Primary Contact | Backup Contact | ||
| Name | __________________________ | Name | __________________________ |
| Title | __________________________ | Title | __________________________ |
| Agency | __________________________ | Agency | __________________________ |
| Address | __________________________ | Address | __________________________ |
| __________________________ | |||
| Level(2)/Agency No. | _______________ | Level(2)/Agency No. | _______________ |
| Phone | _________________________ | Phone | _________________________ |
| Fax | _________________________ | Fax | _________________________ |
| Please check applicable system: | |||||
| Accounting | ___________ | Payroll | ____________ | Retirement | ____________ |
| Authorized Agency Signature ________________________________________________ | |||||
| Mail or fax the form to: Diane Campbell Information Technology Division Office of the State Comptroller 55 Elm Street Hartford, Connecticut 06106 |
Fax No. (860)-702-3699. Thank you for your cooperation and assistance.
NW:CH
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