DEFINE Departmental User Access Form and Guidelines

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DEFINE Departmental User Access Form and
Guidelines

• January 2011

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DEFINE Departmental User Access Form and
Guidelines

• Project Timeline
• Project Start November 2010
• - DEFINE Departmental User Access Form redesign
• - Develop and write guidelines
• Project Go-Live January 2011

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DEFINE Departmental User Access Form and
Guidelines

• DEFINE Departmental User Access Form redesign
• Consolidate requested information on a single
  page
• Added information required for distribution of
  the COGNOS Statement of Accounts reports
  (pending)
• Guidelines provide
• Form, Purpose and Scope
• Procedural considerations
• DEFINE Departmental User Access Form Completion
  Instructions

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DEFINE Departmental User Access Form Overview

• Overview of Newly Designed Form
• Section I Information about the DEFINE
  Requestor
• Person who will receive access
• Section II Unit code(s), Budget group(s), or
  Account number(s) to which access will be
  authorized

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DEFINE Departmental User Access Form Overview,
Continued

• Section III Types of authorization for
  electronic document approvals for the unit codes
  indicated on the form
• ADDITIONS or DELETIONS OF
• Written signature approval as an additional
  authorized signer for electronic documents
• Authorization for approving DEFINE electronic
  documents routed for transactions funded by
  budget groups within the unit code

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DEFINE Departmental User Access Form Overview,
Continued

• New Section on Form
• Section IV Will the DEFINE user requesting
  access be responsible for reconciling Statement
  of Accounts within their department?
• If yes, include a list of unit code(s) for
  Statement of Accounts to be reconciled
• Data collected for report distribution purposes

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DEFINE Departmental User Access Form and Related
Guidelines

• DEFINE Departmental User Access Form
  Overview/Highlights Continued
• Section V Explanation for requesting access to
  an existing DEFINE desk with current
  authorizations or request specific command
  authorizations
• Access requested to an existing named desk will
  contain all commands authorized on that desk
• If specific authorization for commands is
  requested, select all commands that will apply

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DEFINE Departmental User Access Form Overview,
Continued

• Section VI Explanation of Electronic Office
  Manager (EOM) or Unit/Account Administrator
  Authorization
• Electronic Office Manager is the person
  responsible for the established electronic office
  and all unit codes that belong to the office
• Unit/Account Administrator is the person
  responsible for fiscal responsibility and
  decision-making authority for the unit code

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DEFINE Departmental User Access Guidelines

• Purpose of New Guideline
• Explain how to obtain access to DEFINE and the
  various functional authorities granted
• Provide instructions for completion of the DEFINE
  Departmental User Access Form

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DEFINE Departmental User Access Overview of
Guidelines

• What is DEFINE? Who can access? / DEFINE Users
• DEFINE Access Levels / Electronic Offices, Desks
  and Commands
• Authorized Signers for Departmental DEFINE Access
• Requesting Access to DEFINE
• Deleting or Making Changes to DEFINE Access
• Password Reset for DEFINE and UT Direct
• Commonly Used DEFINE Commands for Departmental
  Users
• User Capabilities in DEFINE
• Completing the DEFINE Departmental User Access
  Form
• Definitions/References/Links
• Related Forms/Worksheets

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DEFINE Departmental User Access Overview of
Guidelines

• DEFINE Departmental User Form link
• http//utsa.edu/financialaffairs/Forms/D
• Financial Information Access and Security
  DEFINE
• Access Guidelines link
• http//www.utsa.edu/financialaffairs/opguidelines/
  0105.html

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Questions
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