Requesting Access to University Information

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Last Updated: June 2008    what's this?

Responsible University Officer:
  • VP and Chief Information Officer

Procedure Contact:
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PROCEDURE

While University reports of Public information can be accessed via University Web sites, University data is generally created via the University's centrally-administered Enterprise systems. This procedure provides information on how University Community members can request and be authorized for access to the systems and data needed to perform their jobs, including how to request access to the University's Data Warehouse, when applicable. Members of the University community should follow these steps:
  1. Review the Acceptable Use of Information Technology Resources policy, to review your responsibilities as they relate to University data, including Appendix A, "Guidelines for Using Information Technology Resources", which provides summaries on the use of IDs and passwords, information/data, and software/hardware.

  2. Obtain an Internet ID account and password.
    Your Internet ID will be automatically generated once your Human Resources paperwork is signed, and all related processing is complete. You will receive a letter from the Office of Information Technology, with your Internet ID and password. This ID must be established before you can gain access to centrally-administered electronic systems. If you do not receive a letter, contact your departmental HR administrator.

  3. Obtain Additional Access
    Most employees can access information needed for their jobs via Web reports and inquiry enhancements. See Appendix C. Others may need additional access to meet job responsibilities. Discuss your needs with the Authorized University Official designated by your college or department, and/or your Supervisor.
Additional access or changes to access can be requested for:

  1. U Transactions Systems and centrally-administered Databases and Tables such as the PeopleSoft® Systems, and in certain cases, access directly to the tables of the U's Data Warehouse.

    For those who:

    • Enter, review, approve, update, correct, reference, or monitor the status of transactions in centrally-administered electronic systems.
    • Need direct access to the databases and tables within centrally-administered electronic systems because information is not currently available via Web reports or queries.
    • Need access to not-Public data/information in Web reports.
    • Need access to reports in the University's Document Management System (EDMS).
    • Perform centrally-administered electronic system security system administration.

    For those who:

    • Change positions or job status, transfer to a different unit, take a non-working leave of absence, or terminate from the University.
    • Change job locations and/or plan to access centrally-supported systems across a non-University network, where security could, potentially, be affected.
    • Supervise, or have administrative responsibility for an individual in either of the categories above.

    Visit the OIT Data Security Web site. You'll find current versions of these forms, form instructions, other supportive documentation and contact information.

  2. FormsNirvana Systems for entry or access to electronic forms, information or security.

    1. Financial FormsNirvana

      For those who:

    2. Electronic Grants Management Systems (EGMS)

      For those who:

      • Use expertise and other support databases related to research.
      • Complete and/or route grant proposals and BA 23 forms online.

      EGMS consists primarily of databases that store information to facilitate the preparation of grant proposals. FormsNirvana is used within EGMS to secure electronic approvals. You can use the databases if you have an X.500 listing. The only additional approval necessary is if you plan to use the Proposal Routing Form (BA 23) to gather electronic signatures. To use the electronic signature feature, your department/division must be set up for electronic routing.

      • Contact your Division Manager to create your user account on EGMS OR
      • If your department is not ready for electronic signatures, go to the EGMS page
        • Select OSPA Forms option.
        • Enter User name and password.
        • Change Authentication Type to "Create An Account".
        • Press "Log In".
        • Complete Proposal Routing Form in EGMS, then print it for a signature (in ink).

        For further information:

  3. Donor Information from the University Foundations

    For those who:

Procedure FEEDBACK



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