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Financial FormsNirvana (FFN) Access Agreement
This is what the access agreement looks like. The official version you will be agreeing to as a Financial FormsNirvana user is included in the FNA (Financial FormsNirvana Access Agreement). This is just a sample.
As a user of the Financial
FormsNirvana system, you have agreed to abide by the applicable laws,
policies, procedures, and guidelines regarding the financial system
at the University of Minnesota. With the addition of new forms and
functionality to the Financial FormsNirvana system, the access
agreement has been revised. By continuing to use the system, you
agree to abide by the updated access agreement, and any updates or
revisions to
it.
The user whose Internet ID was entered at the top of this request agrees to the following:
Financial FormsNirvana (FFN) Access Agreement
Proper Use of Financial Data and Systems
Your responsibility as a user of
financial data and systems is to protect the assets of the
University of Minnesota from misuse or unauthorized access. Assets
of the University, in this case, include: computer processing
time; computer programs and documentation; and information stored
on or printed from files, databases, tapes, and other media.
Misuse refers to any unauthorized use of these assets, or use for
non-business related activities. Misuse or fraudulent application
for access will be prosecuted by the University to the full extent
that state and federal law allows.
Violations of University policies and
procedures governing proper use of financial data may result in
revocation of access privileges. Any individual engaged in
unauthorized use, disclosure, alteration or destruction of the
financial data or systems is in violation of University policy and
will be subject to appropriate disciplinary and/or legal action.
Improper use of the financial data or systems may constitute
violation of civil and criminal laws including, but not limited
to, the Minnesota Government Data Practices Act, the Privacy
Protection Act of 1974, the Computer Fraud and Abuse Act of 1986,
and other state and federal criminal laws regarding computer
crime.
Access to Protected Financial Data and Systems
Financial Systems Support (FSS) is responsible for
ensuring the integrity of the financial data at the University. To do that,
access to systems is limited to those who have been authorized. To obtain authorization
to FFN, you need to read and understand the agreements stated, agree to comply
with these agreements, and submit this request form to your FFN division administrator
(the system will route your request based on division names listed in your access
request form). After your request is approved, it will be certified for completion
of any training requirements, and access will be granted to the system. Training
requirements must be completed within 60 days of making your request for access
to FFN. Failure to complete training requirements will result in your access
request being denied. You will be notified of the final status of your access
request via e-mail.
- Users agree to use their staff Internet ID, if a user has more than one Internet ID (staff and student).
USERS WILL NEVER SHARE THEIR INTERNET ID AND PASSWORDS. Sharing of IDs and
passwords will result in revocation of access.
- Users agree to secure their access privileges from unauthorized use. Disclosure, unauthorized use, alteration or destruction of data, and other security violations must be reported to the FSS security office.
- Users agree to change their Enterprise Systems password periodically, every 100 days, or immediately if there is a reason to suspect that your password has been compromised.
- Division administrators and users agree to complete access
request changes or deletions when a user changes job duties and no longer
requires access, leaves employment at the University, or transfers to another
University department.
- Users agree to abide by the University's OIT, financial,
and payroll policies.
- The FSS security office will monitor access requests, and contact users and their division administrators if questions or problems arise. The FSS security office has the authority to revoke access for failure to comply with University policies, or applicable laws.
Data Privacy and Confidentiality Responsibilities
Division Administrators are responsible
for ensuring that:
- Departmental procedures are in place to
support all data privacy and confidentiality responsibilities.
- Persons designated as preparers and
approvers meet all the requirements
- for data privacy and confidentiality
responsibilities.
Persons preparing and approving transactions
must meet the following requirements:
- Preparers and approvers may be processing
documents that may redistribute data for employees on the
payroll historical file. Preparers and approvers are in a
position which requires not only security responsibilities but
also honesty and integrity. Under Minnesota law, with certain
enumerated exceptions,data on employees is private and may only
be shared or disclosed as provided by the law. Preparers and
approvers will refer all inquires to their supervisor unless
they have clear written authority from their supervisor as to
what information they may provide.
- Minnesota Statues, Sections 13.08 - 13.09
provides for civil liability and criminal penalties for
unlawful disclosure or sharing private data. Disclosing data
includes any information obtained in connection with their
employment in any manner different from the scope of the
specified duties.
- Preparers and approvers must not remove
payroll data from the premises except as is necessary to
administer their job with which they are working, and only with
their supervisor's permission.
- Failure to follow these procedures will
lead to disciplinary action, up to and including termination.
Transaction Approval Responsibilities
Division administrators are responsible for ensuring that:
- Persons designated as an approver meet the
requirements for being an approver.
- Transaction preparers route transactions to
persons authorized to approve transactions.
- Approvers follow all requirements when
reviewing and approving transactions in FFN.
Persons approving transactions in FFN must meet
the following requirements:
- A person may not approve a transaction s/he
has initiated (access requests are the exception).
- Approvers must have adequate knowledge and
understanding of the transactions to independently determine if
it is allowable, reasonable, and appropriate.
- Approvers must have the authority to
approve or deny transactions routed to them for approval.
By submitting this
document I agree to comply with, and adhere to all applicable
policies, procedures and responsibilities outlined above.
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