The default roles an employee will receive are outlined HERE. See additional Information section below.
In this article, you will learn the steps to request new roles in the UGA Financial Management System for employees in your unit. 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.
First, log into the Financial Management System.
From the UGA Financials homepage, click the Request Access tile.
The UGA Access Links page is displayed. To request access for the UGA Financial Management System, click the UGA Financial Management System Access Request link.
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.
Example shown here: the lookup magnifying glass.
The Look Up User ID pop-up window is displayed.
To search by a partial employee name, click the Description drop-down menu.
The Description drop-down menu is displayed. The menu contains a list of search criteria to apply to entered data. Selecting contains returns all results that have the entered data as part of the Description.
Click the appropriate search criteria.
Example shown here: contains link.
Enter appropriate information into the Description search field.
Example shown here: " glenn " as a partial name in the Description field.
Click the Look Up button.
A list of matching employee descriptions is displayed.
To select an employee User ID, click the appropriate name.
Example shown here: Glenn Hadley .
The Look Up User ID pop-up window is closed, and the User ID is entered in the corresponding field.
Click the Add button.
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.
Your Chief Financial Officer (CFO) is responsible for approving the access request.
To select the CFO Approver, click the CFO Approver drop-down menu.
The CFO Approver drop-down list is displayed with a complete list of approvers.
Click the name of your CFO.
Example shown here: Nightengale,David.
A justification for access is required for each access request.
Enter appropriate information into the Justification for Access field.
Example shown here: " New role intiates GL Journals ".
An employee's current business units and user roles are under the Access Billing Business Unit and View User's Roles header (scroll as necessary).
To view the section, click the arrow to the left of Access Billing Business Unit and View User's Roles header .
The Access Billing Business Unit and View User's Roles sections are displayed . From here, you are able to see the billing units and user roles the employee is currently granted. You can remove business units and roles as necessary.
The Clone User Access section allows you to apply another employee's roles to this Access Request. If needed, use the arrow to the left of the Clone User Access heading view options and make appropriate changes.
To request new Business Units and Access Roles , click the arrow to the left of the Access Requested header.
The Access Requested section is expanded to display the Additional Roles Needed and Additional Business Units Needed sections
To search for the new role(s) needed, click the lookup magnifying glass to the right of the first Role Name field.
The Look Up Role Name pop-up window is displayed. Search fields and filter options are available for Role Name and Description.
Enter the appropriate information into a search field.
Example shown here: "GL" in the Description field.
A list of roles matching your search criteria are displayed.
Click the corresponding link to select a Role Name .
Example shown here: UGA GL Jrnl Initiator link.
The Request Access page is displayed with the selected role added to the Additional Roles Needed section.
The [+] and [--] buttons to the right of Users in Role can be used to add and delete roles.
Once all the new roles have been added to the Access Request form, click the Submit button.
The request is submitted to the CFO for approval.
Additional Information:
Any additional roles required in the system will need to be assigned using the Access Request Form in the UGA Financial Management System by the employee's HR Supervisor. This tutorial outlines how a supervisor can assugn additional roles to an employee. Approvals flow to the Chief Business Officer (CBO) for that unit for approval before being processed by the Security Team.
An Access Request Form should be submitted to request access to the Data Warehouse. An approved access request to either system will be interpreted as an approval to access both tools for those requests for data within the same domain (for example, the domains of Finance, HR/Payroll, Facilities, etc).
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