Cloning Roles in the UGA Financial Management System

   Overview   

The default roles an employee will receive are outlined HERE. Any additional roles required in the system will need to be assigned using the Access Request Form by an employee's HR Supervisor. This tutorial outlines how a supervisor can assign additional roles to an employee by copying roles that have been previously assigned to another user.

Note: UGA FMS approval roles are assigned/maintained by a distributed unit's CFO Approver. To add/update/remove approval roles (Expense Manager, Spend Approver, journal Approver), please work with your school/college/unit's CFO Approver.

 

Tutorial Resources

Security Roles Spreadsheet

 

In this article, you will learn the steps to request additional roles by cloning existing security roles from one employee and applying them to another employee in the UGA Financial Management System. This form should be filled out by the employee's supervisor on their behalf.

Note: The same form is used to request access to the UGA Budget Management System and Data Warehouse.

1. Step 1

UGA Financials homepage displayed with the Request Access tile highlighted

On the UGA Financials home page, click the Request Access tile.

2. Step 2

UGA Access Links page displayed with the UGA Financial Management System Access Request link highlighted

The UGA Access Links page is displayed.

Note: The UGA Financial Management System Access Request link includes UGA Budget Management and Data Warehouse.

Click the UGA Financial Management System Access Request link.

3. Step 3

Security Access Request page displayed with the User ID field highlighted

On the Security Access Request page, the Add a New Value tab is displayed.

Enter the User ID for the employee for whom you want to enter a security request. You can type it directly into the User ID field or click the lookup magnifying glass to the right of the User ID field to search.

4. Step 4

Security Access Request page displayed with the Add button highlighted

Click the Add button.

5. Step 5

Access Request page displayed with the Approval Status details highlighted

The Access Request page is displayed. Your name and User ID are recorded as part of the Access Request form.

You will use this page to request additional access for the employee.

6. Step 6

Access Request page displayed with the CFO Approver drop-down menu highlighted

Your Chief Financial Officer (CFO) is responsible for approving the access request.

To select the CFO Approver, click the CFO Approver drop-down menu.

7. Step 7

Access Request page displayed with the Sadie, Brown option highlighted

The CFO Approver drop-down list is displayed with a complete list of approvers. 

Click the name of your CFO.  

Example shown here: Click Brown, S Sadie

8. Step 8

Access Request page displayed with the Justification for Access field highlighted

A justification for access is required for each access request. 

Enter the appropriate information into the Justification for Access field.

9. Step 9

Access Request page displayed with the Clone User Access header arrow highlighted

The Clone User Access  section allows you to quickly assign roles to an employee that another employee has.

To view options and make changes, click the arrow to the left of the Clone User Access header.  

10. Step 10

Access Request page displayed with the D to Copy From lookup magnifying glass highlighted

The Clone User Access section expands.

To search for the employee whose roles you want to clone, click the ID to Copy From lookup magnifying glass.

11. Step 11

Look Up ID to Copy From pop-up window displayed wth the Description field highlighted

The Look Up ID to Copy From pop-up window is displayed. 

Enter the last name in the Description field.

Example shown here: Enter Connelly in the Description field.

12. Step 12

Look Up ID to Copy From pop-up window displayed wth the Lookup button highlighted

Click the Look Up button.

13. Step 13

Look Up ID to Copy From pop-up window displayed wth the User ID link highlighted

The employees with matching last names are displayed.

Click the appropriate User ID link.

Example shown here: Click to select flconn.

14. Step 14

Access Request page displayed with the Load User's Roles button highlighted

The employee's User ID is displayed in the ID to Copy From field. 

To load the employee's security roles, click the Load User's Roles button.

15. Step 15

Access Request page displayed with the Not Needed column highlighted

All employee roles are displayed in the Roles to Copy section. 

To exclude roles not needed by the employee for whom you are submitting a request, click the appropriate checkbox in the Not Needed column.  

16. Step 16

Access Request page displayed with the Not Submitted check boxes highlighted

Once all the appropriate information has been entered on the Request Access page, click the Submit button.

17. Step 17

Access Request page displayed with the Submit button highlighted

The request is submitted to the CFO for approval.  
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