MMRS Application Security

Application Security

MMRS requires a Security Contact Maintenance Form to be on file for all applications utilized by the agency, university, or community college prior to accepting requests to set up individual user application security via the appropriate security forms. The form also includes a reference to the DFA Policy for Treatment of Social Security Numbers (SSNs) and a reference to the agency’s responsibilities regarding software licenses and connectivity for MERLIN analyst users.

A new contact maintenance form must be submitted to MMRS when a new agency executive director or new university or community college purchasing director takes office.

Click on links below to print the form and review the procedures for completing the form.

1076 MMRS Security Contact Maintenance Form (This is now an interactive form.)

1077 MMRS Security Contact Maintenance Form Procedures

To access security forms and information pertaining to the specific application, please Click an application in the left navigation bar.

Please see the Phishing Awareness Notification - Posted March 5, 2019


ACE Application Security


User security for ACE is automatically set up for any employee or contract worker hired by an agency who pays staff through the Statewide Payroll and Human Resource System (SPAHRS).  New users will receive their User Id and Password information via the U.S. Postal Service within a month of being hired.

Each agency can designate someone in their Payroll or Human Resources office to be the ACE administrator for their agency.  An agency's ACE administrator will have access to the electronic pay stub information for all agency employees and can assist them in printing this information. 

Click here to review and/or print the ACE Administrator Security Form and Procedures.


MERLIN Security and User Types


Security and MERLIN User Types

There are two types of MERLIN users. The type determines how information is accessed from the data warehouse. The user types are: User - The user may view detail and summary data and has the ability to use standard reports or create ad hoc reports via the Internet.

Analyst User - The user may view detail and summary data and has the ability to use/modify standard reports or create ad hoc reports. The analyst user requires the purchase of a license for Cognos Impromptu User software. Analyst users are automatically provided with access.

Access to specific data in MERLIN is based on security groups.  Click the following link to view the MERLIN Security Group Definitions.

On-line Security Access Request