User and Account Management in NUcore Aaron Rosen, Linda Lewandosky, Jeff Weiss, and Todd Shamaly Contact: nucore@northwestern.edu

A transaction processing system for core facilities at Northwestern NUcore A transaction processing system for core facilities at Northwestern

Three Key Components Products (managed by cores) Payment Sources People (NUcore System Roles)

Payment Sources Chartstrings Split Payment Sources (multi-chart string) Purchase Orders (managed by cores) Credit Cards (managed by cores)

People (System Roles) Global Admins (NUcore Team) Core Staff, Managers & Directors Payment Source Owners (PIs) Purchasers/Users: Grad Students, Post-Docs Department/Center Administrators

Original Roles Core Manager/Director Payment Source Owner In addition to managing the core’s products, activity and finances Manage Payment Source access Create User accounts Create all Payment Source types Payment Source Owner Receive Billing Notifications and Payment Source User update emails Can update an in-process order’s Payment Source and dispute charges Manage Payment Source access (membership) Run reports on Payment Source activity Suspend Payment Sources Purchaser/User Purchase, review their own activity on individual Payment Sources

Original Department Role Business Administrator Attached to specific payment sources Receive Billing Notifications Can update an in-process order’s Payment Source and dispute charges Manage Payment Source access (membership) Run reports on Payment Source activity Suspend Payment Sources

New Department Role Account Manager Independent of specific Payment Sources or Cores, this is a new “Global” role Create new User accounts Create Chartstrings Manage Payment Source access Note: The Account Manager role creates Users and Chartstrings and sets up relationships between the two; the Business Administrator role is a specific relationship between a User Account and a Chartstring

Advantages of Department/Center User & Account Management Receive billing notifications (change PS & Dispute) Prevent unauthorized usage (suspend Chartstrings) Manage access during onboarding/exiting of students Run usage reports Avoid cost transfers (front load the work in NUcore)

What you still can’t do… NUcore Team (Global Admin) functionality Update user information (External User accounts, internal/external pricing flag) Review Activity Log (chartstring adds and removals) Review all transactions across all facilities Centrally locked functionality Chartstring Expiration (governed by NUFinancials; contact OSR/ASRSP!) Cannot remove User accounts (User deactivation is coming) Pre-Spend chartstrings should be available at this time

NUcore Team: nucore@northwestern.edu Contacts NUcore Team: nucore@northwestern.edu Linda Lewandosky Aaron Rosen Todd Shamaly Jeff Weiss