Tag Archives: Finance Systems Access

Changes to Finance Course Names

Finance and Business Services has updated its training course list for continuity purposes. Courses are named as follows:

  • FIN101 Introduction to Finance
  • FIN102 ProCard Program Overview
  • FIN103 GoCard Program Overview
  • FIN104 Requisitions and Vouchers
  • FIN105 Purchase Order Receipting
  • FIN106 Finance Data Warehouse
  • FIN107 Budget and Expense Transfers
  • FIN108 HR Expense Adjustments
  • FIN201 Finance Overview for Managers
  • FIN202 ProCard/GoCard Overview for Approving Officials
  • FIN301 ProCard/GoCard Reconciliation Workshop

Please note that the following courses (or their equivalents) must be completed before CMS Security will grant Finance System Access:

  • FIN101 Introduction to Finance
    Required for Staff to request Level 1 Create or Level 2 Create+ access.
    Equivalent Courses: FIN009, FIN001, FNOL01, GEN001.
  • FIN201 Finance Overview for Managers
    Required for Managers (MPPs) and Department Chairs to request Level 3 Approval access.
    Equivalent Courses: FIN007, FIN002, GEN002.

Employees are welcome to submit requests for Finance & Business Services Training.
The ProCard and GoCard training courses are scheduled after employees submit a ProCard/GoCard application or update form.

 

Changes to the Request for Finance Systems Access

In partnership with Information Technology, we have made modifications to the Request for Finance System Access to better accommodate the needs of our customers.  We hope these changes will improve the user experience, allow for more customized access for our employees, and assist our IT Division in providing timely and accurate access to our finance systems.

One of the noticeable changes is the move away from PowerForms and use of a standard DocuSign Template.  The new form requires a few extra steps (detailed below) but provides users the benefit of tracking progress of their request in DocuSign.

Here is a summary of the changes to the Request for Finance System Access form:

  • The request can be initiated by any SJSU employee, not just the employee requesting access.
  • There are new positions available on the form and the “Other” category is still available.
  • There is a new dropdown field for Division (and College/Unit, if applicable) that allow for conditional review and approval.
  • Levels 1, 2, and 3 have been redesigned:
    • Level 1 is create access only
    • Level 2 includes create and approval access (referred to as create+)
    • Level 3 is approval access only
  • There are new default settings allowing more options for customizing the access request
  • The requester will be able to track the form in DocuSign and monitor it through completion/implementation.

NEW LANDING PAGE:

NEW SUBMISSION PROCESS:

Here are the new steps for initiating a Request for Finance System Access Request:

  1. Follow the link on the Information Technology Security Forms page
  2. Click on the “Use” button
  3. Enter recipients:
    1. Requester
    2. Manager Approval (MPP Only)
    3. Optional CC Recipient; delete this role if it’s not needed
  4. Click on the “Next” button
  5. Click on the “Send” button; please do not modify the template.
  6. The Requester will receive an email prompting action; they will be asked to provide employee information and identify the access level being requested.
  7. The Requester should click on “Finish” after they have completed the fields and uploaded the employee’s training summary.
  8. The following steps remain the same. The document will be routed to each of the listed recipients and will be implemented by CMS Security.

System Access Request Form – Changes in Requesting Access to FTS

In order to simplify the way access is granted in Financial Transaction Services (FTS), Finance and ITS have made some changes to the System Access Request form. Here are the improvements you will see on the FTS section of the form:

Department IDs

When appropriate, users can now request access to a division, college, or service group. Requesting access in this manner grants the user access to all departments within the specified unit (e.g., College of Engineering – all DeptIDs under the 1234 DeptID).

Roles

Access in FTS is now granted based on roles, each containing a specific level of access to the various modules in FTS. Additionally, each role identifies the required training needed for access to be granted. Roles are now identified as:

roles table

The updated System Access Request form is available for use now. Information Technology Services will continue to accept the old form through Friday, November 1, 2013. Beginning Monday, November 4, 2013, the updated form will be required for all system requests.New FTS users will be required to complete all training associated with the requested role before access is granted. See FTS Roles Access & Training for more information.