AUDITING USER ACCOUNT ACTIVITY
Procedure 2211
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Proposer: Michael Jacob |
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Section: 2200s – Technology Advancement & Support |
Last Review Date: 06/25 |
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Responsible Area: Technology Advancement & Support |
Effective Date: 09/10/25 |
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Policy/policies the procedure is based on: 1138
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Procedures that may be impacted by revisions: List any procedures to check when revising. |
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Revision History: 8/30/2019; 10/02/2023, 03/06/25 |
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1.0 Scope
The procedure applies to all regular and administrative users of the Enterprise Resource Planning [ERP] system (Jenzabar CX).
2.0 Purpose
This procedure outlines how Northland Pioneer College [NPC] shall monitor system access for unusual or suspicious activity to protect data from the risk of theft, manipulation, or misuse of financial, sensitive, or confidential information from unauthorized access and user behavior
3.0 Definitions
3.1 Enterprise Resource Planning [ERP] system – Higher education ERP systems manage and automate workflows at colleges and universities. They standardize and streamline the flow of information between all business functions and departments within an institution. This is made possible by the ERP combining the functionality of multiple systems such as a Student Information Systems [SIS], school administration software, human resources, and financial management. NPC’s current ERP is Jenzabar CX.
4.0 Procedure
4.1 Monitoring User Activity of Administrative User Accounts
The Director of Enterprise and Data Systems or Designee needs to be able to correlate all super user activity in logs.
The SUSE Linux server that hosts Jenzabar CX, maintains a list of 'super users' in a file. When a user that is included in this file attempts to execute a command as a substitute user, the attempted command is logged in a separate file. These records are imported into the Jenzabar database on a regular basis. The records are included in a report, which is used for performing audits of substitute user commands. Additionally, a log of failed Jenzabar CX login attempts is emailed daily.
4.2 Annual Review of User Activities
Supervisors shall review and confirm employee access rights annually to ensure alignment with job functions. The Director of Enterprise and Data Systems or Designee will provide supervisors with a list of assigned access rights. Supervisors must verify accuracy, request necessary adjustments, and report findings to the Technology Advancement and Support [TAS] division who will implement approved changes to maintain security and compliance.
5.0 Inquiries
Direct inquiries about this procedure to: Chief Information Officer [CIO]
