Comptroller's Office  Policies and Procedures Manual
Effective: 01/01/2000	Revised:02/22/2012

CMP 204-02: Additions/Changes/Deletions in Advantage User IDs

To discuss the procedures for:

1. establishing a new Advantage User ID
2. updating information associated with an existing Advantage User ID

   and

3. deleting Advantage User ID

University policy

Security Request Forms (SRF)

The Security Request Form (SRF) is used to authorize account setup and changes to the Advantage 3 financial system.  This form requires basic information such as the employee name and Jan User ID in addition to the specific access requirements of security roles and approval levels.  The authorized form is submitted to Advantage 3 Security Administration to activate the user account.

Each Cabinet (VP Area) has a designated list of Jurisdictional Budget Managers.  Each SRF must be signed by the appropriate Jurisdictional Budget Manager for the department that is listed on the form. Refer to this website for the list of authorized SRF Jurisdictional Managers. If an employee requires transactional access to a department that is outside of the Cabinet, they must submit a separate SRF that has the appropriate signature for that department.  See the Inter Cabinet Transactions section below for more details.  All SRFs that do not have the appropriate signature will be returned to the employee and no access will be granted until it is resubmitted with the proper signatures.  Employees may not authorize their own SRF. 

A signed original SRF must be on file with the Advantage Security Administrator for each user. Forms can be faxed to the Comptroller’s Office fax number 523-9287 or mailed to PO Box 4080. Set up the fax to transmit at a high resolution. Faxes that are not legible will be returned to the sender. When SRFs are faxed, they must be followed up with an original, signed copy to the Comptroller’s Office. If the form is not received within 5 working days, the account will be deactivated.

Users or their supervisors should retain a copy of any Advantage SRFs submitted.

Users will need to complete one or both of the following SRF depending on processing needs:

General user “Departmental Advantage Security Request Form” – covers all typical document processing requirements.  General Users SRF can be found on the Advantage 3 forms website.

Restricted user “Advantage Security Request Form” – covers special document processing needs which must be approved by the Comptroller’s Office.  This includes documents normally processed by centralized Purchasing, A/P, Budget and the Comptroller’s Office.  Restricted User SFR can be found on the Advantage 3 forms website.

A new SFR should be submitted to change any user access.  A new form supersedes any previous form. If a department is transferred to a different cabinet, security will remain the same unless the new Jurisdictional Manager submits a new security form. The Jurisdictional Manager is responsible for reviewing security for accuracy.

Roles

Access to documents within Advantage 3 is granted through Roles.  Roles consist of one or more documents grouped together by business function. A role is assigned in its entirety.  For instance, if an employee needs access to the Travel Advance (TA) document, the manager should request the NAUTRV role.  This role will grant access to both the TA and the TP documents.  Access cannot be granted to just one document or the other. 

Several security roles are restricted to specific departments.  These details are outlines in the chart below.

Approvals

Approval levels are assigned to each user for each document.  If there are two documents in a role, such as NAUTRV, the Jurisdictional Budget Manager may request a different level of approval for each document.  Most documents in unrestricted roles either have NONE or DEPARTMENT level approval.  NONE allows a user to create, modify, edit, update and save a transaction but not approve it.  DEPARTMENT level approval allows a user to approve a document if they have authority to approve for that department.

Documents in restricted roles may have MANAGER approval.

RQS and PD documents that are greater than $10,000 or are for Sponsored Accounts require Cabinet level approval. 

TA and TP documents that are processed for foreign travel must be approved by the Travel Office.

Some documents cannot be self approved.  In these cases, a second person who has approval authority must approve the document before it is finalized by Advantage 3.  For details on which documents cannot be self approved, see the Approval Grid below.

A user must have the same level of approval for a document for all departments. That is, if a user has DEPARTMENT level approval for the RQS document for the ANT departments, he can only have DEPARTMENT level approval for the RQS document for any other departments that he may need to charge. 

All changes to a user's security profile must be made by way of a properly completed and authorized Advantage Security Request form. Errors in a user's profile can be corrected over the phone or by email to rosanna.ruiz@nau.edu  providing the Advantage Security Request form on file supports the change.

Training

Before access is granted to General user roles, the following training requirements must be met.  Training is offered in person or through Computer based Training (CBT). 

Step 1 Complete the appropriate Advantage Security Request form by using the instructions that follow.

• Print the current information:

1. NAU Authentication ID (Jan user ID)
2. User’s Name
3. User’s Work Phone
4. User’s NAU email address
5. Department Access
6. Supervisor’s Name
7. Supervisor’s Phone

• If the form is to remove access, the supervisor should check the appropriate box.

• Confirm that the FERPA tutorial is complete.

• Check all of the appropriate documents and the levels of approval desired.

• Employee signature to confirm that they have read, understand and agree to abide by:

• NAU Data Access policy
• NAU Security Policy
• NAU Purchasing Policy
• Completed Travel Policy class, if applicable
• Completed applicable Advantage training classes

• Supervisor signature
• Travel Instructor signature, if applicable
• Jurisdictional Budget Manager signature
• Vice President signature, if applicable

 Step 2 

Send the completed Advantage Security Request Form to:

            NAU Advantage Security Administration

            Box 4080

            Flagstaff, AZ 86011

KEEP A COPY OF THE COMPLETED FORM S FOR YOUR RECORDS.

For related information, see CMP 204 01, Additions/Changes/Deletions in Unit Managers/Authorized Signers.

Appropriate use of Advantage Data, see Advantage Data Access Policy

NAU Network Use Policy -  ITS Network Acceptable Use Policy for Faculty & Staff