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

To discuss the procedures for:

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

   and

3. deleting an Advantage User ID

University policy

Requests to establish a new Advantage User ID or to update demographic information associated with an existing Advantage User ID must be submitted to the Advantage Security section of Financial Services by completing a Request for Computer Access form. No specific action is required to delete an existing Advantage User ID. The ID is automatically deleted when a department processes the employee’s termination PAF and the change is reported to Advantage Security by HRMS.

Before submitting a request to establish a new Advantage User ID, the department should determine whether a database ID is also needed. Employees who do not have access to any of the university databases (e.g., HRMS or SIS) will need a database ID in order to access Advantage. If the employee has access to at least one of the university databases, he or she should record the existing database ID on the Request for Computer Access form so that Computer Accounts can establish Advantage Database access for that ID.

SecuRemote/Secure Client VPN (Virtual Private Network) software is required for access to the ASU administrative systems. For more information on database IDs, contact Computer Accounts at 480/965–1211.

The requesting department:

1. completes a Request for Computer Access form to communicate the need for a new Advantage User ID or changes in demographic information associated with an Advantage User ID

   Note: To change demographic information, complete section 1 and indicate at the top of section 1 that this is a “change.”

   and

2. forwards the completed document, including the approval signature, to Advantage Security, Financial Services (mail code: 0103).

Advantage Security, Financial Services:

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

   and

3. updates Advantage security tables as appropriate.

Additional help for completing the Request for Computer Access form is available from the Advantage Helpline (480/965–2334). Specific instructions for completing the form for Advantage access are included below:

1. Any employee who is requesting the MGR1, MGR2, MGR3, or SCN1 profile must also complete an Advantage Form A and send it to Advantage Security, Financial Services. See FIN 204–01, “Additions/Changes/Deletions in Org Managers/Authorized Signers,” for instructions on completion of ASU Advantage Form A.
2. The approval signature required on the Request for Computer Access form depends upon the type of action requested. If an approval signature is required, the employee must have the appropriate provost/vice provost/vice president, dean, director, or business operations manager sign the form. See the matrix below for required approval signature(s).D

   Approval Signatures Required on Request for Computer Access Form
   Action Desired	Section to Complete on the Form	Approval Signature Required
   Add an Advantage ID	Section 1, 3b, 3e, 3g, if applicable	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)*	Section 1: Write “CHANGE” at the top of the form	Employee only
   Change department/college or VP area	Section 1, 3e: Write “CHANGE” at the top of the form	Provost/vice provost/vice president, dean, department chair, director, or business operations manager for the area
   Change security profile(s)	Section 1, 3e: Write “CHANGE” at the top of the form	Provost/vice provost/vice president, dean, department chair, director, or business operations manager for the area

   endtable2

   *	The mail code and college/VP area must be correct to ensure proper delivery of Advantage reports.

   Anyone signing and approving the form must also record his or her Advantage User ID on the Request for Computer Access form so Advantage Security can ensure that this person has the authority to approve the addition/change/deletion.

3. To determine the type of Advantage user ID profile required or for any other assistance in completing the Request for Computer Access form, contact the Advantage Helpline at 480/965–2334.

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

  skip navigation bar