Requesting System Access

First, log into the Financial Management System.

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

Click the Employee Self Service drop-down menu.

The Employee Self Service drop-down menu is displayed.

Click the UGA Financials link.

The UGA Financials homepage is displayed.

Click the Request Access tile.

The UGA Access Links page is displayed. To request access for the UGA Financial Management System, the UGA Budget Management System, or the Data Warehouse, use the UGA Financial Management System Access Request link. 

Note: The Data Warehouse and UGA Budget Management request links lead to the same form.

Click the UGA Financial Management System Access Request link.

The Security Access Request page is displayed, which defaults to the Add a New Value tab. To search for an employee,

click the lookup magnifying glass to the right of the User ID field.

Note:  If you know the employee's User ID (MyID), you can type it directly into the User ID field.

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.  

Example shown here: contains link.

Enter part of the employee's name into the Description search field.

Example shown here: " glenn " in the Description search field.

Once the name (or partial name) is entered, 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.

Once an employee name is clicked, the Look Up User ID pop-up window is closed and the User ID is entered in the corresponding field.

Click the Add button to proceed with the Security Access Request.

You will search for name of your department's Chief Financial Officer (CFO), who will be responsible for approving the access request.

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

The CFO Approver drop-down menu is displayed with a complete list of approvers. Click your CFO's name to select it.  

Example shown here: Brown, Sadie S.

A justification for access is required for each access request. 

Enter appropriate information into the  Justification for Access  field.

Example shown here: " Adding new employee to F&A ".

The Clone User Access section allows you to apply another employee's roles to this Access Request.

To expand the section, click the Clone User Access expansion arrow.

Enter the MyID of the user whose roles you wish to copy into the ID to Copy From field. 

Note: You can also search for a User ID by clicking the ID to Copy From   lookup magnifying glass.

Example shown here: " 40ish " in the ID to Copy From field.

To apply the User ID, click the Load User's Roles button.

To minimize the Clone User Access section,

click the Clone User Access collapse arrow.

Click the Access Requested expansion arrow.

The Access Requested section is expanded to display the Additional Roles Needed and Additional Business Units Needed tables.

To search for additional roles, click the Role Name lookup magnifying glass.

The Look Up Role Name pop-up window is displayed. Search fields and filter options are available for Role Name and Description.  Enter the desired information to search .

Example shown here: "UGA" in the Role Name field to pull up a list of all UGA roles.

Click the Look Up button.

A list of roles matching your search criteria are displayed. Select the desired Role Name to add the information to the Access Request Form.   

Example shown here: UGA AM Department Update link.

The Request Access page is displayed with the selected role added to the Additional Roles Needed section.

To add more roles, click the  (+)  button.

A new row is created on the Additional Roles Needed section. The sections are displayed individually rather than below previously added information. Use the left and right arrows in the upper right hand corner to navigate through entries.

To delete a role from the table, click the  [--]  button.

The Delete Confirmation pop-up window is displayed.

Click the OK button to confirm that you want to delete the selected row.

To search for additional Business Units, click the Business Unit lookup magnifying glass.

The Look Up Business Unit pop-up window is displayed with search fields for Business Unit and Description with multiple filter options. Enter the desired criteria into the appropriate field(s) and select the appropriate filter(s).  

Example shown here:  " 18 " in the Business Unit search field.

To perform the selected search criteria, click the Look Up button.

The corresponding search results are displayed. Select the desired information by clicking the corresponding Business Unit or Description.

Example shown here: 18000  link.

To select additional business units, click the  [+]  button.

A new entry is added to the Additional Business Units Needed section. The Business Unit number can be entered directly in the Business Unit field or you can click the lookup magnifying glass and perform a search.

Example shown here: " 24001 " in the Business Unit field.

You can add View Only Roles, Data Warehouse, Budget Management System and Budget Development access to the Request Access form by selecting the corresponding checkbox(es).

Example shown here: Access to View Only Roles checkbox.

After making the desired access request selections, you will be able to view the employee's current business units and user roles through the Access Billing Business Unit and View User's Roles section.

To view the section, click the Access Billing Business Unit and View User's Roles expansion arrow.

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

When you see "Multiple Approvers" in a workflow, it means there is a pool of approvers. Any one of these approvers may be responsible for the approval.

To view the list of members in the pool, click the Multiple Approvers link.

Scroll through the list to view the workflow approvers.

Click the Close button.