Requesting UGA Budget Management System Access

Summary

In this article, you will learn the steps to request UGA Budget Management System Access (UGA Budg Mgmt Access) for an employee using the Access Request Form in the UGA Financial Management System.

Body

***  HYPERION WILL BE DECOMMISSIONED AS OF AUGUST 30, 2024. THESE TRAINING MATERIALS WILL BE UPDATED ONCE THE NEW BUDGET MANAGEMENT AND PLANNING SYSTEM IS LIVE. ***

   Overview   

Access to the UGA Budget Management System is assigned as a role in the UGA Financial Management System, similar to the process for assigning new roles in the UGA Financials system. This tutorial outlines how a supervisor can assign Budget Management Access through the Access Request Form in UGA Financials.

In this article, you will learn the steps to request UGA Budget Management System Access (UGA Budg Mgmt Access) for an employee using the Access Request Form in the UGA Financial Management System.

This form should be completed by the employee's HR Supervisor.

 

1. Step 1

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First, log into the Financial Management System.

On the UGA Financials homepage, click the Request Access tile.

2. Step 2

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The UGA Access Links page is displayed.

To request UGA Budget Management System Access, click the UGA Financial Management System Access Request  link.

3. Step 3

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The Security Access Request page is displayed.

Under the Add a New Value tab, enter the MyID for the employee that needs UGA Budget Management System access in the User ID field.

Note: You can use the lookup magnifying glass to search for an employee. The Description search prompt will be a last name search.  

Example shown here: " UGAAIS ".

4. Step 4

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Click the Add button.

5. Step 5

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The Access Request page is displayed. Your name and User ID are recorded as part of the Access Request form.

Your Chief Financial Officer (CFO) is responsible for approving the access request.

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

6. Step 6

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Click the appropriate CFO Approver from the list.  

Example shown here:  Brown, Sadie S.

7. Step 7

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To view the selected employee's current access, click the arrow to the left of the Access Billing Business Unit and View User's Roles section.

Note: You can do this to confirm whether an employee already has UGA Budget Management System Access (UGA Budg Mgmt Access).

8. Step 8

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In the View and Remove Any of User's Current Roles section, you can view what access the employee currently has before you request additional access for the employee.  

Example shown here: The selected employee does not have UGA Budget Management System access (UGA Budg Mgmt Access).

9. Step 9

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You can enter a reason why you are requesting UGA Budget Management Access for the selected employee in the Justification for Access field.  

10. Step 10

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If the selected employee does not currently have access to the UGA Budget Management System, you will need to check the Access to Budget Management System option.

Click to select the Acess to Budget Management System checkbox.

11. Step 11

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When you are ready, click the Submit button.

12. Step 12

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The request is submitted to the CFO for approval. You can view the approval workflow at the bottom of the page.  

Additional Information:

UGA Budget Management System Roles:

  • UGA Budget Management (default role): All active employees have the ability to log into UGA Budget Management with the UGA Budget Management role, but they will not be able to view any reports or perform any actions without the role(s) below.
  • UGA Budg Mgmt Access: Request the role to gain additional access to the system beyond the default role. This role gives the employee the ability to view standard reports.
  • UGA GL Bud Jrnl Initiator: If the employee needs to create budget journals in UGA Budget Management, request the UGA GL Bud Jrnl Initiator role. This role provides access to create budget journals in both UGA Financials and in UGA Budget Management. This can be assigned in the Additional Roles Needed section of the Access Request Form.
  • UGA Budget Planning Salary Set: If the employee needs to participate in Budget Development, assign the role UGA Budget Planning Salary Set. More information can be found in the tutoral "Requesting Budget Development Access."
 

Details

Details

Article ID: 151287
Created
Sun 9/25/22 9:53 AM
Modified
Mon 8/19/24 3:53 PM