Purpose

This document is intended to help users identify the security role(s) and data access assigned to individuals in Oracle and Orbit, which define the specific system privileges and actions they can perform in Oracle, as well as the dashboards and reports they can access in Orbit and the information they can view within those dashboards and reports. It also includes guidance on reports detailing users assigned to Project Teams supporting both sponsored and non-sponsored projects.

Keep in Mind

• The data available in Orbit will be updated nightly by the source system (i.e., Oracle, Workday, or AURA).
• In Orbit, information is displayed in reports, which present tables covering specific data sets with filtering capabilities, or in dashboards, which combine charts, graphs, and reports to provide a comprehensive view of the data.
• Dashboards and reports in Orbit are organized into folders based on broader topics or categories. After selecting one of these folders, you will need to choose the desired dashboard or report from the available options within the folder.
  • The Security and Project Team Members Reports folder, which will be discussed in this article, contains five reports: Award Project Team Member Lookup Report, Orbit Data Access Report, Project Team Members Report, Security Roles Report, and Who Am I? Lookup Report.
• Dashboards and reports in Orbit display filter boxes at the top of the screen, which can be used to apply filters across all charts, graphs and tables included in the dashboard or report. To use these filters, select a box and enter your filter criteria in the Search field. Double-click or drag the desired results into the Selected item(s) list, then click OK. The information in the dashboard or report will update accordingly. You can use multiple filter boxes to further refine the data.
  • To select multiple values after conducting a search in a filter box, hold the Shift key and select all desired results. Then, drag the selected values and drop them into the Selected item(s) section.
  • When searching for filter criteria, Orbit's search engine matches text starting from the beginning of a string. This means that searching for characters in the middle of a string will not return any results.
    • For example, if you want to search for entity 632-Chief Financial Officer, entering 63 or 632 will return results, but entering chief will not.
  • To ensure all results related to your search criteria are displayed, regardless of their position in the string, use the wildcard character (%) at the beginning and end of your search value.
    • For example, to find all entities containing the word Office, search for %office%. This will return results such as 617-Academic Offices, 623-University Offices, 632-Chief Financial Officer, and more.
  • For date-related filter boxes, use the calendar icon to select the desired date or enter it directly in the provided field using the format mm/dd/yyyy.
• To use filters that apply only to the data within a single table, select the Filter icon, depicted as a funnel and usually located in the top-left corner of the table, and input the filter requirements needed for your search.
• To export a specific table to Excel, select the Menu icon (represented by three horizontal lines, also known as the hamburger icon) located in the top-right corner of the table, and select Export to Excel.
• Many dashboards and reports within these folders contain hyperlinked information. When a hyperlink is available, you can select the hyperlink to see additional information.
• For more information on accessing and navigating Orbit, refer to the Navigating Orbit Report Fundamentals Knowledge Base Article.

Security Access

Access to Orbit is managed through Oracle roles, some of which inherently grant Orbit access. Users with Orbit access are given the basic Orbit End User role, which lets them view the reports available in the Security and Project Team Members Reports folder. This means anyone with Orbit access can review these reports.

If you need Orbit access, contact your unit's Role Assignment Owner to have the appropriate Oracle role assigned. You can find a list of Role Assignment Owners on the Getting Started With Oracle Intranet Page.

Access the Security and Project Team Members Reports

1. Select Company Single Sign-On to log in to Oracle.

2. Select the Reporting Hub menu option.
3. Select Orbit Reporting Hub.

4. Select the ‘R’ and further select Reporting.

5. Select Shared with Me.
6. Select Security and Project Team Members Reports.

7. Open the report that fits your need.

Available Dashboards/Reports

• Award Project Team Member Lookup Report
• Orbit Data Access Report
• Project Team Members Report
• Security Roles Report
• Who Am I? Lookup Report

Award Project Team Member Lookup Report

This report provides detailed information about users assigned to Award Project Teams, including those supporting sponsored and billable projects such as University Research, Clinical Research, Grants, and Individual Awards and Discretionary Funds (IADF).

Filters

• Name
• CNet ID
• Title: Specifies the role of the user on the Award Project Team, such as Project Manager, Principal Investigator, or IADF Administrator.
• Award Number
• Award Name
• Business Unit
• Award Status: Indicates the current status of the award (e.g., Active, Canceled, Closed, Draft, Expired, etc.).
• Award Start Date
• Award End Date
• Award Close Date

Report Table

This table provides users with the Name, CNet ID, Title, Award Number, Award Name, Award Description, Business Unit, Contract Type, Award Start Date, Award End Date, Award Close Date, Award Owning Organization, Award Purpose, Award Type, Sponsor and Funding Source Name.

Orbit Data Access Report

This report provides details about the specific data a user can view within the dashboards and reports they have access to in Orbit, based on their security role in Oracle.

What users can view in Orbit dashboards and reports depends on a combination of their security role(s) and data access. For example, John Smith holds the Procurement Manager security role in Oracle, which provides inherent access to the Procurement Management Dashboard in Orbit. However, his data access in Orbit may be restricted to organization 11003-CFO Shared Services, meaning he can only view data related to that specific organization when accessing the dashboard. If data access is assigned at a higher level of the COA organization hierarchy (e.g., C1100-Chief Financial Officer), users can view information for all organizations within that hierarchy.

If access to data from other organizations is required, the user must contact their unit's Role Assignment Owner to initiate the appropriate request for expanded access.

Filters

• Entity: Specifies the organizational or major institutional unit to which the user belongs.
• CNet ID
• Person Name
• Person Number: Refers to the ChicagoID, an 8-digit number followed by a letter (e.g., 12345678A), assigned to all University workers.
• Division: Indicates the operating or academic division the user is part of, represented as Level C in the COA organization segment hierarchy.
• Department: Specifies the COA organization segment to which the user is assigned.

Report Table

This table provides users with the Person Name, CNet ID, Person Number, Department, Division, Role Name, Security Context, Security Context Value, and Security Org.

Project Team Members Report

This report provides detailed information about users assigned to Project Teams, including those supporting non-sponsored, non-billable projects such as Capital Projects and Internal Projects.

Filters

• Project Organization: Indicates the COA organization segment associated with the project.
• CNet ID
• Project Business Unit
• Project Number

Report Table

This table provides users with the Project Business Unit, Project Number, Project Name, Project Organization, Project Status, Person, CNet ID, Email, Project Role, Start Date, End Date, and Active Flag.

Security Roles Report

This report provides detailed information about the security role(s) that users hold in Oracle. These roles determine the system privileges users have, which define what they can view and do in Oracle and, in some cases, grant inherent access to specific dashboards and reports in Orbit. For more details about these roles, refer to the Role Assignment: Actor Packages Knowledge Base Article.

Please note that while some Oracle security roles grant access to Orbit dashboards and reports, the information users can view is determined by their data access in Orbit. Refer to the Orbit Data Access Report section of this article for an example. A user may have the necessary security role to access a specific dashboard or report in Orbit, but their data access might be restricted to a specific organization. If access to data from other organizations is required, the user must contact their unit's Role Assignment Owner to initiate the appropriate request for expanded access.

Filters

• Entity: Specifies the organizational or major institutional unit to which the user belongs.
• CNet ID
• Name
• Person Number: Refers to the ChicagoID, an 8-digit number followed by a letter (e.g., 12345678A), assigned to all University workers.
• Role Name
• Division: Indicates the operating or academic division the user is part of, represented as Level C in the COA organization segment hierarchy.
• Department Name: Specifies the COA organization segment to which the user is assigned.

Report Table

This table provides users with the Person Number, Username, Name, CNet ID, Department, Division, Role Name, and Role Description.

Who Am I? Lookup Report

This report provides a consolidated view of the four reports previously discussed in this article, allowing users to access all the information in one place. It is particularly useful for quickly identifying the complete set of roles and data access assigned to someone in Oracle and Orbit. For details, refer to the sections on the Security Roles Report, Orbit Data Access Report, Project Team Members Report, and Award Project Team Member Lookup Report.

Filters

• CNet ID: At least one value must be entered in this filter box for the report to display information. If the box is left empty, the report will not execute.

Report Tables

Security Roles Report

This table provides users with the Person Number, Username, Full Name, CNet ID, Department, Division, Role Name, and Role Description.

Orbit Data Access Report

This table provides users with the Name, User Name, CNet ID, Person Number, Department, Division, Role Name, Security Context, Security Context Value, and Security Org.

Project Team Members Report

This table provides users with the Project Business Unit, Project Number, Project Name, Project Organization, Project Status, Person, CNet ID, Email Address, Role Name, Start Date Active, End Date Active, and Active Flag.

Award Project Personnel Report

This table provides users with the Name, CNet ID, Title, Award Number, Award Name, Award Description, Business Unit, Contract Type, Award Start Date, Award End Date, Award Close Date, Award Owning Org, Award Purpose, Award Type, Sponsor and Funding Source Name.