UGAF@Work System Access and Security Policies

Table of contents

  1. Obtaining User Access
  2. Closing User Accounts
  3. Security Levels
  4. Training
  5. Report Generating
  6. Providing data to non-UGAF@Work Users
  7. Data Standards
  8. Reporting Issues or Making Suggestions

Obtaining User Access

To obtain access to UGAF@Work, requesters must send in a  request form available at https://dar.uga.edu/ugafwork-access-request/, complete a basic training course and be an employee or student employee of UGA.  The form includes a non-disclosure agreement and must be signed by the employee requesting access and their supervisor.  The user must have a UGA myID through EITS before being considered for access to the system.  The requestor must also complete basic training to receive access to the system.  To view or schedule training, visit the UGAF@Work home page and click on the Training menu option at the top. 

 

Closing User Accounts

User accounts will be closed per Board of Regents requirements within five business days of an employee’s transfer, retirement or termination.  In the case of a transfer, the employee may resubmit a new form requesting access with signature approval from their present supervisor. The need for training will be reviewed on a case-by-case basis.  If a similar job function is performed such that the employee is already proficient in the basics of UGAF@Work, then additional training may not be required.  If job functions change significantly, then the training group reserves the right to require completion of appropriate instructional courses before the user is granted access.

User accounts will also be closed if no sign-in occurs in a six month period (180 days).  This ensures access to the system is limited to employees who use the system in fulfilling their job responsibilities.  Access will be removed automatically and employees may request access through normal channels.  If more than one-year has lapsed since the last sign-on then the employee must meet the training requirement.

Security Levels

Access to UGAF@Work will be granted based on an employee’s job responsibilities.  The security policy’s intent is to empower users to complete their tasks from beginning to end within the system where possible. 

UGAF@Work users are assigned roles which have various permissions allowing access to functions within the system.  There are various types of access a user can be granted in UGAF@Work:

  • Worker as Self Access – The ability to to perform certain self-service tasks such as maintaining payment elections and submitting expense reports.
  • Report access – Reports the user has access to view and/or run.
  • Role access – Controls the ability to modify system security and user management.

Major Security Roles Available:

  • Unit Level – Schools, Colleges, or units (i.e. Terry, Law, etc.). This level of access is usually given to Deans, unit office staff, Unit Development, etc.
  • Department Level – Departments within units (i.e. Accounting, Insurance, etc.) Usually these are professors and department level staff who focus on a limited number of department level funds.

 

Training

The Advancement IT Training Department will handle scheduling and reviewing of completed UGAF@Work training.  The department will utilize Subject Matter Experts (SMEs) to deliver and review the material used in training.  The Training Department will schedule in-person (classroom and personal), written, and online training material.  All training updates and schedules may be found on the department’s website https://support.dar.uga.edu/UGAF@WORK/.  The training staff’s function is designed to help campus units integrate their business processes with the UGAF@Work system.  When system changes are required to address employee concerns, this group will analyze the needs of the University as a whole with the resources available and direct any changes as appropriate. 

 

Report Generating

The UGAF@Work platform is a “pull system,” in that real-time reports are available for users to pull information from the system.  These reports can be exported as Adobe PDF files or Excel spreadsheets. If a user pulls data down and saves it in one of these formats, it is important to note all confidential information must be destroyed after use or within two weeks, whichever timeframe is shorter.  Even though information is pulled for legitimate business reasons, this policy is in place to limit security exposure when data is retrieved from a secured application.

 

Providing data to non-UGAF@Work Users

In general, no data should be transmitted to a non-user of the UGAF@Work system.  In rare instances, the data does need to go to a non-user after the following stipulations are met.  1) The individual receiving the data must be a UGA employee, 2) They must have signed a personal non-disclosure statement, and 3) Data must be destroyed immediately after use or within two weeks whichever timeframe is shortest.

 

Data Standards

Consistency in data entry is of primary importance to the Office of Financial Services.  When an inconsistency of entry is found, the UGA Foundation Office of Financial Services will notify the Training Department to address the issue with the appropriate employee(s).  If training attempts are made and the entry issues persist, the UGA Foundation Office of Financial Services has the right to revoke access to individuals who repeatedly go against entry standards.  Entry standards will be continually updated on the UGAF@Work training website https://support.dar.uga.edu/UGAF@Work/ as will training tools to help both visual and auditory learners.

 

Reporting Issues or Making Suggestions

Suggestions and the reporting of issues to first line support staff is simple and encouraged. There are various ways to obtain support depending on how the user feels comfortable in reporting. Below are lists of support options, all of which run through a single support system (AskIT) at the Foundation. Support for UGAF@Work encompasses both technical and business questions. Business questions will be answered by SME’s while technical questions will be answered by internal IT staff. Issues which require second line support from the application vendor, will also be tracked from this system. When interacting with support, the user will be supplied with a ticket number which can be used to track progress until the issue is resolved.

  1. Go directly to the AskIT system and log an issue https://uga.teamdynamix.com/TDClient/3010/DAR/Requests/ServiceDet?ID=56017. The ticketing system uses myID and Password for authentication.
  2. Send an e-mail to askit@uga.edu. When an e-mail is sent to this account it automatically creates a ticket in the system. The system monitor is prompted when new tickets arrive and will route the issue to the appropriate person. Responses sent through askit@uga.edu for the same issue will automatically be applied to the original ticket.
  3. Call the support desk directly at (706) 542-8188. This phone is answered from 8:00 AM to 5:00 PM any business day in which the University of Georgia is open. Support staff answering the phone will enter a ticket on the user’s behalf, if needed, or answer user questions directly if possible.
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