Requesting UGAmart Access

   Overview   

The Request Access Tile on the UGA Financials homepage links to the form requesting access to UGAmart. You will need to know what roles the employee needs to do their job.

In this article you will learn how to request access to the UGAmart system.

1. Step 1

UGA Financials homepage with Request Access tile highlighted in red.

First, log into the Financial Management System.

The Request Access tile is found on the UGA Financials homepage.

Click the Request Access tile.

2. Step 2

Request Access page displayed with available options highlighted in red

The UGA Access Links page appears with the menu to select the appropriate request.

3. Step 3

Request Access page with UGAmart Acces Request link highlighted in red.

Click the UGAmart Access Request link.

4. Step 4

Add a new value page with new fields highlighted in red.

The Security Access Request page opens to the Add a New Value page .

To check on an existing request, you would click on the Find an Existing Value tab to search for a request you have already submitted.  

5. Step 5

User ID look-up magnifying glass highlighted in red

Type the User ID (MyID) of the person for whom you are requesting access. If you do not know the ID, you can use the search features.

To search for the employee, click the lookup magnifying glass next to the User ID field.

6. Step 6

Look Up User ID pop-up with search options highlighted in red.

Use the search fields at the top of the Look Up User ID search page to find the correct employee.

The User ID is the employee's MyID that is used to log into the UGA Financial Management System. The Description is the name of the person.

Search Results lists only retrieve 300 values, so you will need to enter information that narrows down the choices.

Note : Data has been distorted to protect employee information.

7. Step 7

Example selection from Look Up User ID results highlighted in red.

Locate the correct employee and click on the hyperlink to make your selection.

8. Step 8

Add a new value page with example value shown and Add button highlighted in red.

The User ID of the selected employee is returned to the Add a New Value page.

9. Step 9

Access Request displayed with header information highlighted in red.

The Access Request page is displayed with the selected information in the top section of the page.

10. Step 10

CFO drop-down menu highlighted in red.

Search for the name of your CFO who will be responsible for approving this request.

11. Step 11

CFO Approver options displayed with example selection highlighted in red.

Select your CFO from the list.

12. Step 12

Expand to view and remove any of user's current roles button highlighted in red.

Open the section to view the roles the employee already has.

Click the Expand section link to view or remove any of the already assigned roles.

13. Step 13

User's current roles shown highlighted in red.

The user in this example has no roles currently,

For any roles that are already assigned to the employee that you might want to remove, turn on the Role Not Needed checkbox on the same row.

14. Step 14

Expand to view and remove user's current roles collapse button highlighted in red.

Click the Collapse section link to make working in the next section easier.

15. Step 15

Justification for Access field highlighted in red.

You need to let the approver know the reason you are requesting this access.

Enter appropriate information into the  Justification for Access  field.

Example shown here: " new UGAmart user " in the Justification for Access field.

16. Step 16

Look-up magnifying glass for Role Name field under the Access Requested section highlighted in re.

Look up the role you want to assign.

Click the magnifying glass next to the Role Name field.

17. Step 17

Look Up Role Name pop up with example selection highlighted in red

A list of the available roles is displayed. Select the one that you want to assign.  

Click the UGAmart Requisitioner link.

18. Step 18

Add row [+] button in User Roles section highlighted in red.

You can add multiple roles for an employee.

19. Step 19

Look-up magnifying glass for Role Name in new row field under the Access Requested section highlighted in re.

Select the next role to add.

Click the magnifying glass next to the Role Name field.

20. Step 20

Look Up Role Name Pop up displayed with example selected highlighted in red

Select the additional role.  

Click the UGAmart Requisitioner link.

21. Step 21

Notice that UGAmart Approver role requires addtional information highlighted in red.

If you select the UGAmart Approver role, you need to provide additional information about the departments that the employee provides approval for. If the UGAmart Approver role applies to a particular workflow step, such as Property Control or Post Award Accounting, you can simply list the name of the step.

If you do not know your departments, you can run the UGA_KK_TRANS_DEPTS query to identify them.

22. Step 22

Add or Remove Approval Departments section highlighted in red.

Enter the required information into the Add or Remove Approval Departments field.

23. Step 23

Department information field highlighted in red.

You can enter a single department or a range.

Enter appropriate information into the 8-digit dept or range of departments field.

Example shown here: " 34000000 - 34999999 ".

24. Step 24

Approver Level Dollar Range field highlighted in red.

In the approver level field, enter a list of levels, a range of levels or a request to match another user.

Enter appropriate information into the Approver Level  field.

Example shown here: " match mary smith (mes12345) " int the Approver Level field.

25. Step 25

Add check box highlighted in red.

To add this approval level to the user, select the Add checkbox.

If you are removing levels, enter information for the existing approval level(s) and select the Remove checkbox.

Click the Add option.

26. Step 26

CESS Values section expand button highlighted in red.

If you have selected the CESS Approver role, open the CESS Values section to enter the CESS values for this request.

27. Step 27

CESS Values section expanded with CESS Code drop down menu highlighted in red.

Click the CESS Code list.

28. Step 28

CESS Values menu displayed with example option highlighted in red

Select the appropriate value

Click the College of Vet Med list item.

29. Step 29

Fleet VP Values expansion button highlighted in red

If needed, enter the correct Fleet VP Values.

30. Step 30

Fleet VP Values section expanded with Fleet VP Code drop-down menu highlighted in red.

Click the Fleet VP Code list.

31. Step 31

Fleet VP Code values displayed with example selection highlighted in red.

Click the Sr VP for Academic Affairs & Provost list item.

32. Step 32

Submit button highlighted in red.

You are now ready to submit the request.

33. Step 33

Access Request number and Approval Status change highlighted in red.

The UGAmart Approval Page opens. In the top section you will see that an Access Request Number has been assigned. You can use this number on the Find an Existing Value page to review the approval status of the document, when needed.

The Approval Status is also shown.

34. Step 34

UGAmart Approval workflow highlighted in red.

When you scroll to the bottom of the page, you can see who is in the workflow to approve the request. Click the hyperlinks for more information about the approvers.

Additional Information:

If you are requesting the UGAmart Approver role, you will need to know the departments for which the employees can approve transactions, as well as the approval level dollar range (for example, All, $0-$999,999,998, $5,000-*, etc.).

If you are requesting the CESS Approver role, you will need to designate the Approving Unit Coordinator Group in the CESS values field. If you are requesting the UGAmart Approver role for Fleet VP purposes, you can also designate the appropriate WEX Fleet VP value.  

Tutorial Resources

Security Roles Spreadsheet

 
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