Approving UGA Financials/Budget Management Access Requests

   Overview   

Once a request for access is submitted, an email is sent to the appropriate CFO approver indicating that an item is waiting for approval. As soon as this approval is complete, workflow sends the request to Security for review and granting access.

Click here to view a sample of the email that is sent. The approver can use the provided in the email to access the request to approve.

Once Security reviews, an email is generated and sent to the person who submitted the request and the approvers.

 

Tutorial Resources

Security Roles Spreadsheet

In this article, you will learn how to approve a request for access to the UGA Financial Management System. This also includes access for UGA Budget Management System.

1. Step 1

Employee Self Service homepage displayed with Classic tile highlighted

The Worklist for system access approvals is found on the Classic pages.

You may access it at anytime from this worklist or directly from the email notification that you have an access request to approve.

2. Step 2

Classic Homepage displayed with the Worklist link highlighted

The Worklist hyperlink is found on the Classic homepage.

3. Step 3

Worklist page displayed and highlighted

The items waiting for your approval are displayed in the Worklist. You will only see the items waiting for your approval.

4. Step 4

Worklist page displayed with the UGA_ ACCESS_REQUEST 626 link highlighted

Find the item you want to review and click the hyperlink. UGAmart requests will have "UGA_ ACCESS_REQUEST" on the first line.

Click the link for the transaction to be reviewed.

5. Step 5

Pending Access Request page displayed with the Requested Access Information tab highlighted

The page opens to the Pending Access Request page. To see the original request, you can click on the Requested Access Information tab.

6. Step 6

Pending Access Request page displayed with the Access Request Number Information highlighted

The top part of the page shows the Access Request Number, Approval Status, who submitted the request, and the User ID of the person to receive the access.

7. Step 7

Pending Access Request page displayed with the inquiry-only roles checkbox highlighted

The request is for inquiry-only roles if this checkbox is selected.

8. Step 8

Pending Access Request page displayed with the Role Name link checkbox highlighted

Click the Expand section link to review the roles the person is to be granted.

9. Step 9

Pending Access Request page displayed with the Role Name fields highlighted

Review this section to be sure the requested roles are appropriate. Note that those with the Requested to Delete Role check box selected are removing roles from this person.

If access to the UGA Budget Management System was requested, those roles will appear here also.

10. Step 10

Pending Access Request page displayed with the Approval Status fields highlighted

As you are reviewing the roles, you can scroll to the right and deny any roles that you think are not appropriate.

11. Step 11

Pending Access Request page displayed with the Personalize link highlighted

You can deny each role individually.

12. Step 12

Pending Access Request page displayed with the Worksflow Roles and Setup field highlighted

Review the information in the Workflow Roles and Setup. If the individual is requesting approver access, the information will be displayed here.

13. Step 13

Pending Access Request page displayed with the Business Unit field highlighted

Review this section to see any Business Units requested for the individual. For example, this may be for Billing business units that the individual can use.

14. Step 14

Pending Access Request page displayed with the Justification for acess field highlighted

Review the information in the Justification for access section. This is where the requestor gives the reasons for requesting new access.

15. Step 15

Pending Access Request page displayed with the Comment field highlighted

The Comment field provides a space to enter your reasons for denying or to enter any other comments you have for this request.  

Enter the appropriate information into the Comment field. Example shown here: Enter "Denied #3, not needed for this person."

16. Step 16

Pending Access Request page displayed with the Approve button highlighted

Save the updates you have made to the approval page.

Click the Save CFO Updates button. 

17. Step 17

Pending Access Request page displayed with the Approve button highlighted

Select whether to Approve or Deny All.

18. Step 18

Pending Access Request page displayed with the Request Finalized message highlighted

The Approval Flow section shows your approval and the next level of approval for this request which is the UGA Security Administrators.
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