Purpose  Scope Policy General Statement Requests for New FRS User Accounts Student Access to FRS Temporary Employee Access to FRS Sharing of FRS User Accounts Password Expiration Guidelines FRS User Account Deletions FOCUS Access to FRS Employees Transferring to Another Position Within a Department Employees Transferring to Another Department or Division Exiting Employees Procedure Requests for a New FRS User  Account Changes/Cancellation of an Existing FRS User Account FRS User Assistance Appendix A - User Assistance for FRS Applications Form:  Request to Establish New FRS User Account How to Obtain Forms

The following revisions are not marked due to the numerous revisions throughout this policy.  Changes have been made to  reflect the current organizational structures of the Financial Systems Department and the Information Technology Systems Division. Appendix A has been updated to reflect current contact information for FRS user assistance. Other revisions are indicated with .   Key revisions include: Passwords on all FRS user accounts automatically expire every 90 days. FRS user accounts are automatically deleted for non-use every 180 days. When an employee transfers to another university department, the current department head is responsible for notifying the Department of  Application Services to cancel the employee's existing FRS user account.

Explains policy and procedures regarding user access to the Financial Records System (FRS).

Applies to all university departments and activities.

General Statement

The Financial Records System (FRS) is a campus-wide data processing system for university budget data, financial transactions, on-line purchase requisitions, and on-line budget revisions.

Access to FRS is restricted to employees whose official duties require such information. The employee's department head is responsible for determining that FRS access is required to perform official duties and that FRS access is updated or terminated as necessary.  Employees are not permitted to obtain a FRS user account to view activity, create requisitions, or process budget revisions against six-digit university accounts outside the scope of their job duties. Employees granted a FRS user account must abide by  Administrative Policy ITS 1.00 (Responsible Use of Electronic Resources).
 

Requests for New FRS User Accounts
 

a.    Authorization and Submittal of Requests
 
All requests for employee access to FRS require authorization from the employee's department head, dean, or Vice Chancellor on the Request To Establish New FRS User Account form and must be submitted to the Financial Systems Department for processing. If access is being requested for a department head, the department head's supervisor must sign the request.


b.    Screen Access Determination
 

All FRS user accounts include the ability to view account balances, transactions, and requisitions. Additional screen access is required to create purchase requisitions or create on-line budget revisions and must be specifically requested, if needed for the employee to perform his/her duties. Employees will rarely need access to any other screens.  However, if the employee's job duties require the use of other such screens, other screens may be requested but must be adequately justified and may require that the Financial Systems Department obtain additional approvals before processing the request. Broad access to FRS is rarely permitted.
 
The Financial Systems Department is responsible for determining the appropriate screen access required for the performance of the employee's duties based on information provided on the request.


c.    Establishment of FRS User Account
 

Once approved, the Department of Application Services (DAS) will establish FRS user accounts and assign screen access as determined appropriate by the Financial Systems Department.

Student Access to FRS

  FRS access may be granted to a student employee (for a maximum of 12 months duration) only when the student's duties as a student employee require FRS access and when FRS access is  requested by the student employee's department head and approved by the Assistant VCBA-Finance.  If the student employee's need for FRS access ceases before the access period expires, the department head is responsible for submitting a request to the Department of Application Services to cancel the student employee's  access to FRS.

Temporary Employee Access to FRS

Temporary employees whose duties require access to FRS may be granted short-term specified period access. If  temporary access needs to be extended or terminated before the access period expires, the department head is responsible for submitting a request to the Department of Application Services to make the appropriate change.
 
Sharing of FRS User Accounts

Each employee must have a unique username in order to access FRS. Employees are not permitted to share usernames or log-in to the system using another employee's password and access code. Employees permanently filling a vacant position should never be given another employee's access or a previous employee's access codes. Likewise, students and temporary employees are not permitted to access FRS using a permanent employee's FRS user account.

Password Expiration Guidelines

  Passwords on all FRS user accounts automatically expire every 90 days.  Prior to the planned expiration date, users will receive an electronic message via FRS at login, prompting them to change their password.

FRS User Account Deletions

  FRS user accounts are automatically deleted for non-use every 180 days.   Prior to the planned deletion date, users will receive an e-mail notification.  Once a FRS user account has been deleted, the employee's department head will need to request a new FRS user account for the employee if FRS access is required at a later date.

FOCUS Access to FRS

FOCUS access is provided to those UNCW employees with a clearly demonstrated need for ad hoc reporting development. FOCUS access is reviewed and approved by the Director of Financial Systems.
 
Employees Transferring to Another Position Within a Department

The department head is responsible for reviewing an employee's FRS access if the employee transfers to another position within the same department and for ensuring that appropriate requests are submitted to change or cancel the employee's existing FRS account.  Requests to change the employee's existing FRS access are submitted to Financial Systems.  Requests to cancel the employee's existing FRS are  submitted to the Department of Application Services.

Employees Transferring to Another Department or Division

If an employee transfers to another department or division at UNCW, the current department head is responsible for submitting a request to the Department of Application Services to cancel the employee's existing FRS user account. If FRS access is required in the new position, the employee's new department head is responsible for submitting a request for a new FRS user account.

Exiting Employees

Employees who are terminating employment at UNCW will be required to sign out through the Department of Application Services as a part of the exit process prior to their last day of employment. If the terminating employee has FRS access, it will be canceled at that time.  If employment termination is sudden, the department head is responsible for submitting a request to cancel system access for that individual as expeditiously as possible.

1.   Requests for a New FRS User Account
• Contact the Financial Systems Department (extension 4262) to obtain a Request to Establish New FRS User Account form.
• The requesting employee/department is responsible for completing items 1-8 on the request form.  Pay special attention to the following:
• Enter the six-digit account number(s) you will need to either view encumbrances, budget data and transaction data or to view/create requisition data or create budget revisions. Alternately, you may indicate that all accounts assigned to your area will be needed.
• Enter justification for the request of extra screen access or other information that you feel is necessary to process this request.
• Ensure that the form is signed by the employee's department head, dean, or Vice Chancellor.  If access is being requested for a department head, the department head's supervisor will need to sign the request.
• Forward all copies of the completed Request To Establish New FRS User Account form to the Financial Systems Department.
• Based on the information submitted, the Financial Systems Department will determine the appropriate screen access and make arrangements with the Department of Application Services to have access established.
•   Once access has been established, the requesting employee is sent a confidential, sealed envelope  containing: FRS username, interim login password, initial access assistance, and a copy of  UNCW's policy on the responsible use of electronic resources.
• The employee is required to acknowledge receipt of the FRS user account by signing and returning the receipt form to the FRS System Liaison in the Financial Systems Department.


2.   Changes /Cancellation of an Existing FRS User Account
 

a.     An employee transfers to another position in the same department:
•   If the employee's FRS access needs to be changed, the department head notifies the Financial Systems Department by either e-mail or a memo, clearly explaining the changes that are required to screen access within the same six-digit UNCW account number(s) or the changes that are required to allow or disallow access to specific six-digit UNCW account numbers.
•   If the employee's FRS access needs to be canceled, the department head notifies the Department of Application Services by either e-mail or a memo to cancel the employee's FRS access.
• For requests to cancel or change FRS access, provide the employee's full name, extension number, and FRS operator number.
 
b.     An employee transfers to another university department:
•   The current department head notifies the Department of Application Services by a memo or e-mail that the employee's existing FRS user account needs to be canceled.
• If screen access to FRS is required in the new position, the new department head must request a new FRS user account for the employee by submitting a Request To Establish New FRS User Account form to the Financial Systems Department.

c.    An employee terminates employment at UNCW:
• The exiting employee is required to sign out through the Department of Application Services on the Exit Clearance Form for Faculty/Staff prior to the employee's last day of employment. If the employee has a FRS user account, it will be canceled at that time.
• If employment termination is sudden, the department head should notify the Department of Application  Services by e-mail or memo to cancel system access for that individual. Call extension 3648 if questions.

3.    FRS User Assistance.

• Initial system access assistance to new users is provided by Computer Operations.
• Additional assistance may be obtained from the respective university department. (See Appendix A.)

 

Procedure No. ITS 4.10  Appendix A. User Assistance for FRS Applications

Effective:      June 5, 2001  Supersedes:  July 1, 1998