Financial Services Manual (FIN)

Effective: 5/31/1989

Revised: 3/1/2011

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

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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 the indicated supervisor, UTO Computer Accounts, and then the Advantage Helpline.

A CICS/RACF ID is also required to gain access to the Advantage Financial System. UTO Computer Accounts establishes the CICS/RACF ID. 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 Cisco AnyConnect VPN (Virtual Private Network) client software is required for access to the ASU administrative systems. For more information on CICS/RACF and Cisco VPN client software, contact the UTO Helpdesk at 480/965-6500.

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 Helpline 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 Helpline 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 UTO Computer Accounts during the initial set-up process is automatically deleted when a department processes the employee’s termination through PeopleSoft.

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

The following steps should be completed to request a new Advantage user ID or to update demographic or security information associated with an existing Advantage user ID:

1. Complete the online Request for Advantage Financial System Access form.
   
   
   1. Any employee who is requesting a MGR1 or a SCN1 profile for the purpose of being added as the org manager must also complete an Advantage Form A and send it to the Advantage Helpline. 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 profile being requested. An online approval is required for each submission. See the matrix below for required online approval levels.
   3. To update demographic or security information associated with an existing Advantage User ID, complete the online form using the following guidelines:
      
      1. To change personal information (e.g., title, location, telephone, mail code): type “demographic update” in the Purpose field (current demographic information will be automatically populated in the form). Note: Minor demographic changes can also be made by e-mailing the Advantage Helpline.
      2. To change department/college or VP area: type “College/VP CHANGE” and current Advantage User ID in the Purpose field and provide the updated code in the College/VP Area field
      3. To change security profile: type “Advantage profile CHANGE” and current Advantage User ID in the Purpose field, and select the desired profile in the Access Type field. See the matrix below for appropriate approval level.
      
      

      Advantage Approval Matrix
      Profile Desired	Required Approval Signature/Level of Online Approval
      DAT1 profile	Employee’s supervisor
      SCN1 profile	Employee’s supervisor
      MGR1 profile	Department business manager or higher level of authority
      Other	Employee’s supervisor

      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.

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



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

   and

3. the Advantage Helpline, which reviews the form for completeness and accuracy, interacts with the requesting department as necessary, and creates the Advantage ID or updates the Advantage security table as appropriate.

Cross-Reference

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

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