Date: February 27, 2006
To: FFN Division
Administrator
From: Darlene Anton, Financial Systems
Security Officer, (612) 624-8394
Subject: Request
for Financial FormsNirvana (FFN) Provisional Access
Provisional access allows
the requestor to be given document preparer access prior to the completing the
centralized training requirements.
Provisional access allows 90 days to complete centralized training
requirements and is appropriate under certain circumstances.
The following steps need to
be completed to request provisional access:
· Contact Training Services (612) 626-1373 for training
requirements and class registration.
Training course schedules can also be found at http://www1.umn.edu/ohr/trainingservices/schedule/.
· All required training must be registered for prior to
provisional access being requested.
Training waivers will not be considered in cases of provisional
access.
·
The Provisional Access
Agreement is published at http://www.fss.umn.edu/security.htm.
Read the agreement and responsibilities
carefully.
· Complete the agreement, obtain authorizations and
return to the Financial Systems Security Officer.
· Financial Systems Security Officer approval is
required and approval is granted in cases with demonstrated need.
The Financial Systems Security Officer will contact the FFN Division
Administrator with the decision.
The
following steps need to be completed once request is approved by FSS:
· The FFN division administrator and the requestor will
complete the FNA form. Under the
Comments section include the statement “Requesting Provisional Access”.
· FSS Security Office will process the FNA form at the
training validation approval step.
· FSS Security Office will monitor for the completion
of training on the registration dates provided. If registered centralized training classes are not completed
during the provisional access period, the requestor ‘s access will be
revoked. Immediately notify
the Financial Systems Security Officer of any changes in training schedule.
Direct
any questions concerning provisional access to the University Financial
Helpline at (612) 624-1617.
The following information is completed for the requestor:
Name:
Department
name:
Job
Title:
Telephone
number:
E-mail
address:
Internet
ID:
Student
or Employee ID:
FFN
Division(s) Names:
Job
Duties:
Provide
statement of demonstrated need for why this access is being requested prior to
completion of training:
Provide Training Services registered class names and dates:
By signing,
I understand and agree to comply with the provisional access agreement.
|
__________________________________________________________________ Signature – Requestor
|
_____________ Date |
|
__________________________________________________________________ |
_____________ Date and Phone |
|
__________________________________________________________________ |
_____________ Date and Phone |
|
__________________________________________________________________ |
_____________ Date and Phone |
|
_________________________________________________________________ Printed name and signature - Financial Systems Security Officer |
_____________ Date |
Return completed agreement to:
Financial
Systems Security Officer
Financial
Systems Support
295 WBOB,
1300 South 2nd Street
Minneapolis,
MN 55454
FFN Provisional Access Agreement
Roles and Responsibilities
Who may request
provisional access:
· University of Minnesota students and staff employees.
Provisional access is
appropriate when:
· Students and staff employees who are hired
specifically to perform data entry in Financial FormsNirvana, and no classes
are available within 30 days of start date, and no arrangements can be made
with Training Services for special training.
Requestor
· Must be registered for all required classes with Training Services prior
to provisional access being requested.
· Must complete all official training courses within 90
days of receiving provisional access.
· No training waivers will be accepted.
· Must contact their expert trainer, their FFN division
administrator, or the University Financial Helpline with any questions or
problems while processing documents in FFN.
· Provide feedback to FSS as problems or challenges
arise.
· Assist in determining who the expert trainer is for
the requestor, as requested by the RRC manager.
· Upon Financial Systems Security Officer approval,
process FNA form for the requestor. Under the Comments section include the
statement “Requesting Provisional Access.”
· Contact Financial Systems Security Office if
requestor has problems attending registered training sessions.
· Immediately process FND form to remove requestor if
they terminate from University employment, change University departments, or
change job duties.
· Provide feedback to FSS as problems or challenges
arise.
· Must be an active FFN user, who has had prepare
access for more than 90 days, and must have prepared 30 or more documents
successfully from FFN to CUFS.
· Must have completed all required centralized training
from Training Services.
· Must have a thorough knowledge of financial policies
at the University of Minnesota.
· Must be in a position to provide immediate assistance
or feedback to the person with provisional access.
· Must be accountable for the transactions submitted by
the user with provisional access.
· Security awareness information must be shared with
the requestor (proper login and logoff, passwords and session security).
· Current training manuals and materials from Training
Services must be reviewed with the person receiving provisional access.
· Provide feedback to FSS as problems or challenges
arise.
· Receive and review requests for provisional access.
· Approve or deny access requests.
· Monitor training status of provisional access users.
· Report provisional access activity to director of FSS
and the Controller.
· Revoke access for failure to complete requirements,
or for violation of access agreements.
· Monitor transactions prepared by those with
provisional access for compliance with form completion instructions and
procedures.
· Notify Training Services of those who have been
granted provisional access.
· Respond to feedback received.
· Provide training materials to expert trainer.
· Assist in reviewing provisional access program as
requested by FSS and the Controller.
· Do not approve training waivers for those known to
have provisional access.
· Provide feedback to FSS as problems or challenges
arise.
· Approve and appoint expert trainers for those
requesting provisional access.
· Do not approve training waivers for those known to
have provisional access.
· Assist in reviewing provisional access program as
requested by FSS and the Controller.
· Provide feedback to FSS as problems or challenges
arise.
February 27, 2006