Financial Services Manual (FIN)

Effective: 5/31/1989

Revised: 7/1/2009

FIN 204–02: Additions/Changes/Deletions in Advantage User IDs

Purpose

To discuss the procedures for:

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

   and

3. deleting an Advantage User ID

Source

University policy

Policy

Financial Services has responsibility for establishing the procedures for requesting, changing, and deleting Advantage User IDs.

Procedures

---

General Guidelines

To establish a new Advantage User ID or to update demographic or security information associated with an existing Advantage User ID, the employee in the requesting department must complete the online Request for Advantage Financial System Access form. The online form will be routed to Financial Services, Advantage Security.

A CICS/RACF ID is also required to gain access to the Advantage Financial System. Computer Accounts establishes the CICS/RACF IDs. Requests for CICS/RACF IDs are automatically initiated when employees submit their online request for an Advantage User ID; therefore, a separate request for a CICS/RACF ID is not necessary.

Current ASU UTO supported VPN (Virtual Private Network) Client (SecuRemote, SSLVPN) VPN software is required for access to the ASU administrative systems. For more information on CICS/RACF and VPN Client software, contact Computer Accounts at 480/965–1211.

In the event that an employee leaves the department or changes roles that affect the level of access the employee needs for Advantage (including removing employees as Org Manager and/or Authorized Signers from Advantage accounts), the department should notify the Advantage Security Team of these changes by sending an e-mail to AdvantageHelp@asu.edu. For additional information, see FIN 204–01, “Additions/Changes/Deletions in Org Managers/Authorized Signers.”

No specific action is required to delete an existing Advantage User ID of a terminated employee. Departments may opt to notify the Advantage Security Team of terminated employees whose Advantage User IDs need to be deleted by sending an e-mail to AdvantageHelp@asu.edu. The CICS/RACF ID that was created by Computer Accounts during the initial set-up process is automatically deleted when a department processes the employee’s termination through PeopleSoft.

---

Requesting a New, or Changes to an Existing, Advantage User ID

The employee in the requesting department:

1. To request a new Advantage User ID or updates to demographic or security information associated with an Advantage User ID, completes the online Request for Advantage Financial System Access form.
   
   
   1. Any employee who is requesting a SCN1 profile for the purpose of being added as an Org Manager profile (MGR1 or MGR2) must also complete an Advantage Form A and send it to Financial Services, Advantage Security. For instructions on completion of ASU Advantage Form A, see FIN 204–01, “Additions/Changes/Deletions in Org Managers/Authorized Signers.”
   2. The level of approvals required for the online Request for Advantage Financial System Access form depends upon the type of action requested. An online approval is required for each submission; therefore, the employee must have the appropriate provost/vice provost/vice president, dean, director, or business operations manager approve the online form. See the matrix below for required online approval levels.
      D

      Advantage Approval Matrix
      Action Desired	Section to Complete for Online Form	Required Approval Signature/Level of Online Approval
      Add an Advantage ID	Purpose for access section: provide an explanation for the level of access being requested. Type “second ID” if an additional ID is being requested.	Provost/vice provost/vice president, dean, department chair, director, or business operations manager for the area
      Change personal information only (e.g., title, location, telephone, mail code)	Purpose for access section: type “Demographic CHANGE.”	Employee’s supervisor
      Change department/college or VP area	College/VP area section: provide updated College/VP information.	Provost/vice provost/vice president, dean, department chair, director, or business operations manager for the area
      Change security profile(s)	Purpose for access section: type “Advantage profile CHANGE” and include current Advantage User ID and profile information.	Provost/vice provost/vice president, dean, department chair, director, or business operations manager for the area

      endtable

      For assistance with determining the type of Advantage User ID or for additional help completing the online Request for Advantage Financial System Access form contact the Advantage Helpline by phone (480/965–2334) or e-mail AdvantageHelp@asu.edu.

   and

2. submits the completed online request form, which is routed to:



1. the employee’s supervisor, as indicated on the online request form, for approval
2. computer accounts for CICS/RACF ID setup

   and

3. Financial Services, Advantage Security.

Financial Services, Advantage Security:

1. reviews the form for completeness and accuracy
2. interacts with the requesting department as necessary

   and

3. updates Advantage security tables as appropriate.

Cross-Reference

For related information, see FIN 204–01, “Additions/Changes/Deletions in Org Managers/Authorized Signers.”

  skip navigation bar

---

FIN manual | ASU policies and procedures manuals | Index of Policies by Title | FIN manual contact | Financial Services Web site

Back to Top