Best Practices: Security Roles and Workflow/Approvals

Security Roles and Workflow/Approvals

• To provide information and resources for departments to properly manage personnel that review and approve transactions

• To ensure departments have adequate coverage and segregation of duties in reviewing and approving transactions.

• A designated individual (CBO or other Financial Director/Manager) should review security roles for the unit annually. When employees start or leave is also another time to review roles.
• Workflow and approval routings should be part of a Unit’s routine internal Onboarding and Separation  checklist(s).
• Ensure there are at least 2 employees per workflow role where applicable. Also ensure the alternate approver/delegation feature in both OneUSG and UGA Financials is utilized as applicable (i.e., when an approver is on leave). *Note:  There is no approver delegation function in UGAmart, Touchnet, or AR billing. When approvers will be absent for long periods of time, ensure the secondary approver is aware and will keep items moving through workflow.
• Establish a departmental or unit communication process to ensure that approvers within a role, especially in systems with no delegation feature, communicate known absences to their back-up approvers to ensure transactions don’t idle in workflow.
• Develop internal processes for when new UGA Financial department IDs and/or OneUSG HR departments are created, in order to establish workflows.

Best practice is to have at least two approvers in each role per department/routing number and to use the delegation features provided by the respective systems. Review and edit roles when needed, or at minimum on an annual basis.

  Terry College developed a form to be completed upon establishment of new UGA financials department IDs.  This form is routed directly to the CBO to establish a requested workflow in  UGA Financials.  It can also be used to edit existing workflows when changes are needed.

UGA Financials Security Roles

Temporary Approvers Quick Start

https://ugaoir.knack.com/updates#onesource-security-roles/

Helpful Queries:  UGA_USERS_ROLES_ROUTINGS,  UGA_USERS_ROLES, UGA_TE_EX_APPROVERS

Contributed by Sarah Fraker, Shelly Terrazas, BSAG

Last updated 08/17/2023