Finance System Access and Security

Budget viewing access and buyND purchasing access in the new Finance System is determined by each campus unit. Requests for access are submitted to and managed centrally by the Controller’s Office and Procurement Services. Procedures around access management in the new Finance system are designed to ensure all access rights are appropriately approved and documented.

Current Access Levels
Given the complexity of transferring access rights from the old finance system to the new finance system, individuals may find they do not have adequate or appropriate viewing or purchasing access to certain FUND/ORG combinations. In order to address these issues proactively, we will be reviewing current access rights with certain University Business Managers and key users of the Finance system to ensure such rights are both adequate and appropriate. We will be contacting these Business Managers and key users immediately. If you have any questions on viewing and purchasing access, please contact the Key Contacts within your department (listed at: http://renovare.nd.edu/finance/financesupport.shtml), the Controller's Office (1-7035) or Procurement Services (1-4BUY).

In addition, we are making enhancements to Finance Access Lookup. For more information on these enhancements, go to: http://renovare.nd.edu/finance/accesslookup.shtml

New Fund/Org Access
In instances where a new FUND/ORG (e.g., a new grant award is received) is being requested, or where Access rights need to be enhanced or modified (e.g., transfer of an administrative assistant from one department to another or termination of an employee), the following steps should be taken to be taken:

1. Obtain the “Request for Finance Data Access” form at the Forms section of the Controller’s Web site.
   

2. Complete all parts of the forms, as applicable.
   

3. Obtain necessary approvals. With respect to approvals, please note the following:
   --If you are not the financial manager of a FUND/ORG combination to which you are requesting a change in access, you will need to obtain authorization from the financial manager.
   --If you are requesting access to a FUND with an Organization level higher than your department, you will need to obtain authorization from that higher level department (e.g., a department administrator requesting access to a FUND/ORG combination belonging to the Dean of a college would need to have authorization granted from the Dean’s office.)
   --Certain users for global access within their particular unit need not obtain individual access authorization for Funds within their units.
   

4. Send the completed form either by fax (1-8049) or campus mail to Carol Grontkowski, at 800 Grace Hall.