Security Access

As an academic unit head you will need access to a number of Information Administration systems. You must make an Information Security (IS) Access Request because your role requires you to be able to access data, run reports and perform other tasks within one of the JMU Information Systems Applications. You will initiate the IS Access Request using an online form. Depending on the system, several authorizations may be required during the request process and for some systems you will be required to complete training before being granted access. Here are some details about the key systems you will need to access:

Finance

Data Manager: Mark Angel, AVP Finance
(Reconcile Credit Cards, Budgets, etc.)

• Learn more about the Finance System including pertinent training class information and other access instructions.
• A Signature Authorization form is required to document approved signers for all DeptIDs. Please see instructions on completing the form.
  NOTE: Signature Authority must be in place prior to approval of access to the DeptID you are requesting.
• Request access via https://www.jmu.edu/financeoffice/accounting-operations-disbursements/accounting-technology/is-access-requests.shtml.
• Attend the required Finance Overview training session.
• To reconcile credit card information, submit an IS Access Request form using https://www.jmu.edu/financeoffice/accounting-operations-disbursements/accounting-technology/is-access-requests.shtml.
• Attend the required Finance Credit Card Reconciliation training session.

To register for the training course(s) in MyMadison, search for "IT" under course numbers. All of the courses and their available sessions will appear.

Human Resources Management System (HRMS)

Data Manager: Amber Lam
(Time Entry, PAR, Job Summary, etc.)

• Learn more about HRMS and for details on some of the categories of access within the system.
• PAR or Time Entry Signature Authorization is completed prior to requesting access. Please see Signature Authority for additional information.
• Request access via https://www.jmu.edu/financeoffice/accounting-operations-disbursements/accounting-technology/is-access-requests.shtml.
• HRMS Overview Training Course and/or the JMU Time Entry Training Course is required before access to the HRMS system is granted.

To register for the training course(s) in MyMadison search for "IT" under course numbers and all of the courses and their available sessions will appear.

Student Administration System

Data Manager: Michele White, University Registrar
(View/Enter Class Schedule, Curriculum Management etc.)

• Request access via https://www.jmu.edu/financeoffice/accounting-operations-disbursements/accounting-technology/is-access-requests.shtml.
• Attend the required SA Overview training session.
• If employee's job requires Course Management (enter course schedule, manage classroom enrollment, etc.), the SA Course Management training session is also required.
• To register for the training course(s) in MyMadison search for "IT" under course numbers and all of the courses and their available sessions will appear.

Advance System (University Advancement)

Data Manager: Debbie Jordan
(Manage Alumni data, Maintain Donor records, etc.)

• Request access via https://www.jmu.edu/financeoffice/accounting-operations-disbursements/accounting-technology/is-access-requests.shtml.
• Once access request has been submitted, the Advancement Training Coordinator will contact the end-user to set up a training schedule.
• Advancement Training can also be contacted at 540.568.5042 or email uaqa@jmu.edu.
• Once training is complete, access to Advance will be granted.

AiM (Facilities Management System)

Data Manager: Joseph Archer, IT Manager/Systems Administrator
(Service Contract administration, Work Orders, etc.)

• Request access via https://www.jmu.edu/financeoffice/accounting-operations-disbursements/accounting-technology/is-access-requests.shtml.
• Attend the required AiM Overview training session.
• To register for the training course in MyMadison, search for "IT" under course numbers and all of the courses and their available sessions will appear.
• Training usually occurs in a group setting in the IT Training Center.
• Please contact Joseph Archer at 540.568.6838, for specific AiM questions or issues.

OnBase (Web Document Imaging Management)

Data Manager: Data manager is dependent on data being imaged. See above for primary data managers.
(Document Management solution)

• You will be contacted by Information Technology to schedule OnBase training once your request has been processed. Training is required before access is granted to the system.
• Refer to the imaging coordinator in your office for the role you will be fulfilling when submitting your request.
• If your office is not currently using OnBase, and you are interested in doing so, submit an OnBase Implementation Request form. For more information please contact Information Technology at documentimagingsupport@jmu.edu.

See here for a sample IS Access Request form . Note that you will need to fill out a separate form online for each system for which you need access.

Signature Authorization

Signature authorization is required to document approved signatures of individuals authorized to sign financial transaction documents for all active DeptIDs. This includes but is not limited to: ePAR and PAR forms, Human Resources transaction documents, purchase documents, vendor invoices, travel reimbursements, other payment documents, Agency Transaction Vouchers (ATV) and Student and Wage Employee Time Sheets.

Each year the Office of Finance forwards Signature Authorization listings to your department. Your responsibility is to review and make any changes to the listings and return the approved listings to the Finance Office. Academic Units should use the Signature Authorization Form to make corrections to signature authority during the year.

See here for a sample Signature Authorization form.

Instructions for completing the form can be found at: https://www.jmu.edu/financeoffice/signature.shtml