DEFINE Departmental User Access Form and Guidelines January 2011

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

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   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 2

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 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 3

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 4

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 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 5

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 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 6

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 7

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   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 8

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   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 9

DEFINE Departmental User Access Overview of Guidelines DEFINE Departmental User Form link: Financial Information Access and Security – DEFINE Access Guidelines link: DEFINE Departmental User Form link: Financial Information Access and Security – DEFINE Access Guidelines link: 10

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