Kim Josh Reza Chowdhury Danny Linton University of Memphis TN Summit 2010

 Identify who needs access to Finance ◦ Functional need ◦ Organizational need  Identify objects user group requires  Provide transactional security in Banner by user ◦ FOMPROF  Fund/org  FOMUSRG which rules to post  FTMAPPQ  Maintain appropriate access based on ◦ Employment status ◦ Position ◦ Functional role ◦ Organizational needs  External systems use Banner Finance security data ◦ SciQuest ◦ People Admin

 Banner Finance ◦ May 2005  Functional and Organizational Approvals  Fund/Org Security  SciQuest ◦ Fall 2007  People Admin ◦ Fall 2008

 Implemented Banner Fund Org security ◦ Budget revisions ◦ Requisitions ◦ Purchase orders ◦ Journal entries  Converted / Created ◦ Approximately 900 users ◦ Approximately 600 organization codes ◦ Ten approval queues per organization to accommodate  University policy for authorized signatures  Rule classes  Document types  University hierarchy  FOAP

 Since implementation our system has increased ◦ Over 900 organization codes ◦ Over 1500 finance users

 Evaluate SciQuest security needs ◦ User Access levels  Requestor  Receiver  Approver ◦ Approval levels  Purchases less than $5000  Purchases greater than $5000 ◦ Fund/Org security  Verified during SciQuest purchasing process  Workflow  FOMPROF values ◦ Budget availability  Verified during ordering process  Workflow  FGIBAVL

 Evaluate Banner Finance Security ◦ Role Classes ◦ Approval Queues ◦ Organization Hierarchy ◦ Business Practices

 Manually update SciQuest ◦ Use matrix to determine access level SciQuest Access LevelFinance Role Class RequesterNon-Approver, Approver, Designee, Financial Manager ReceiverApprover, Designee, Financial Manager ApproverApprover, Designee, Financial Manager

 Use Finance Approval Queue and Routing Criteria Data to Populate SciQuest Approver Limits ◦ Procurement queue established for each organization  Two levels of approvers in procurement queue  Up to $5000  Any amount  Extract approval queue data and routing criteria data  Import into SciQuest

 Evaluate People Admin security needs ◦ Functional access levels by Banner Finance Role Class  Budget Authority  Affirmative Action  HR Compensation  HR Employment  Academic Affairs  President ◦ User access levels  Assistant  Departmental Authority  Approving Authority  Executive Authority

 Banner to People Admin Import File Data Mapping ◦ Based on user roles ◦ Approval queue level ◦ Org codes on FOMUSOR or Routing Criteria (FOMAQRC) People Admin RoleBanner FI RoleApproval Queue Level Org Code AssistantApprover and Non- Approver N/AFOMUSOR Department Authority Designee and Financial Manager Department Level 10 on FTMAPPQ Routing Criteria Approving AuthorityDesignee and Financial Manager Dean/Director Level 20 on FTMAPPQ Routing Criteria Executive AuthorityDesignee and Financial Manager Provost/Vice President Level 30 on FTMAPPQ Routing Criteria

 FI Approval Queue ◦ Designed by organization hierarchy  Queue has three distinct levels of approval  Department  Dean/Director  Provost/Vice President  Routing Criteria ◦ Used to translate approval queue code into org code  Role Classes ◦ Used to identify Functional users  Affirmative Action, Budget Authority, HR Employment, HR Compensation, Academic Affairs, President

 SciQuest was implemented in the Fall of 2007  The University had to devise an electronic approval for purchases under $5000 to continue the same kind of manual approval access for paper invoices pre-SciQuest ◦ Previous to SciQuest departmental approvers could approve the payment of purchases by signing the invoice and sending it Accounting for payment. ◦ There were approval queues for each organization code for purchases with all users in the queue having the same authority ◦ The university used ‘the next queue’ Banner feature rather than approval levels based on dollar amount for purchase ◦ Now we had to incorporate different levels of approval based on dollar amounts and get that data into SciQuest  Next slide approval queue screen shot before and after