Departmental User Access Requests for Financial & Administrative Systems
Overview
»¨¼¾´«Ã½ uses many systems to manage our financial and administrative data. Access to some of these systems is automatically granted, while others must be requested and authorized by an approver. This guide explains the access that is available to users in departmental units, who must approve the requests, and where to submit your access requests.
Automatic Access for Faculty & Staff
Faculty and staff access is automatically provisioned for many of our systems. These include:
- Account Validation Tool (AVT)
- Concur
- OBI Finance Dashboard
- OBI Employee Dashboard
- Workforce for hourly staff
Access for Students
Students are automatically granted access to the following systems:
- OBI Employee Dashboard
- OBI Student Funds Available Dashboard
Students are granted access to Workforce after departments create the new hire record in Workforce.
Student access to any other finance or HR system requires CFAO approval and should be submitted to the OIT Service Desk.
Faculty & Staff Access Managed by OIT
Faculty or staff access to the following systems require CFAO approval and should be submitted to the OIT Service Desk.
- BobcatBUY (BCB)
- EBIZ, including the following roles:
• OUHR:BUMS Planning Unit
• OUHR:Assignment Costing
• OUHR:Individual Compensation Distribution
• OUGMS:Internal Award User - Journal Entry Tool (JET) – JET training is required.
- The following OBI access:
• HR Dashboards (which includes access to the HR reports catalog and the Financial & HR Systems Access Dashboard)
• Limited HR access that allows drilldowns from the finance dashboards (see roles in the chart below) - HelioCampus Payroll Data
FARM Access
Access to FARM (Financial Approvers & Related Metadata) is managed by CFAOs (or fiscal officers that the CFAO’s have authorized). The fiscal officer role in FARM allows users to set up their own delegates for their units.
If the fiscal officer needs to be changed for a unit, please contact Finance Customer Care.
Workforce Access
As stated earlier, hourly employees are automatically granted access to Workforce to record their hours worked and PTO. Access for timesheet approvers is granted by the payroll office. You may request Group Student Coordinator access for student employees who need to approve timesheets, or Group Manager access for faculty/staff who need to approve employee timesheets, maintain schedules, or update payroll costing.
Detailed Systems Access
The following table provides an overview of the access available to departmental users.
| System | Role/Responsibility | Used for | Approval Needed | Send Access Requests To |
|---|---|---|---|---|
| AVT - Account Validation Tool | AVT User | Check to see if GL or PTA account strings are valid | N/A – access is automatic for all faculty & staff | N/A – access is automatic for all faculty & staff |
| BCB - BobcatBUY | Shopper or Requestor access (only requestors are permitted to submit requisitions) | Procure goods or services/submit requisitions | Planning Unit’s Chief Financial & Administrative Officer (CFAO) | submit a BobcatBUY Access and Maintenance Request Form to the OIT Service Desk |
| Concur | Student or temp employee access | Make travel arrangements, submit travel expense reports, and update PCard transactions | Supervisor (for students or external temp employees only) | Concur access is automatically granted to all active faculty and staff. Access requests for students or external temp employees should be sent to the OIT Service Desk by the supervisor. |
| EBIZ - Oracle EBusiness Suite | OUHR:Assignment Costing | Update salaried employees' assignment costing | Planning Unit’s CFAO | OIT Service Desk |
| EBIZ - Oracle EBusiness Suite | OUHR:BUMS All Employees | Update the Concur default cost center for any employees who are not in your planning unit | Human Resources | OIT Service Desk |
| EBIZ - Oracle EBusiness Suite | OUHR:BUMS Planning Unit | Update the Concur default cost center for employees within your own planning unit | Planning Unit’s CFAO | OIT Service Desk |
| EBIZ - Oracle EBusiness Suite | OUGMS:Internal Award User | Set up, maintain, and close out internal projects and awards | Planning Unit’s CFAO | OIT Service Desk |
| FARM - Financial Approvers & Related Metadata | Fiscal Officer | Update financial approvers and set up delegates to assist with maintaining approvers in FARM | Planning Unit’s CFAO | OIT Service Desk |
| FARM - Financial Approvers & Related Metadata | Delegates | Update financial approvers | Planning Unit’s CFAO | Planning Unit’s CFAO |
| JET - Journal Entry Tool | OUJE:Journal Entry Tool | Upload journal entries | Planning Unit’s CFAO (JET training is required) | OIT Service Desk |
| OBI - Oracle Business Intelligence | Finance Dashboard | Use finance lookups, or view data in the GL, Grants, Purchasing, or Equipment Inventory dashboard pages | CFAO (for students or external temp employees only) | Access is automatically granted to all active faculty and staff. Access requests for students or external temp employees should be sent to the OIT Service Desk by the CFAO. |
| OBI - Oracle Business Intelligence | Student Funds Available | Used by students to view funds available for student orgs or to look up cost centers and object codes | N/A | Access is automatically granted to students, faculty, and staff. |
| OBI - Oracle Business Intelligence | Employee Dashboard | Look up employee directory information or look up an employee’s CFAO | CFAO (for external temp employees only) | All faculty, staff, and students are automatically granted access. If an external temp worker requires access, the CFAO should request access through the OIT Service Desk |
| OBI - Oracle Business Intelligence | Human Resources Dashboard (FAA_HR_DBRD_USERS) | Look up employee HR and payroll data such as absences, appointment and costing information, salary, and payroll details. Additionally, this access allows users to drill down to the payroll detail from the finance dashboards. It also allows users to view access data on the Finance & HR Systems Access dashboard. | Planning Unit’s CFAO | OIT Service Desk |
| OBI - Oracle Business Intelligence | HR_PEDS_ALL | For users who require access to the payroll drilldowns from the finance dashboard, but do not require full HR dashboard access | Planning Unit’s CFAO | OIT Service Desk |
| OBI - Oracle Business Intelligence | HR_PEDS_ALL | For project/award key members who require access to the payroll drilldowns for their assigned projects/awards only | Planning Unit’s CFAO | OIT Service Desk |
| OBI - Oracle Business Intelligence | HelioCampus Payroll Data (FAA_HR_DBRD_HELIO_ PAYROLL_USERS) | View employees’ appointment, FTE, and payroll detail used in HelioCampus benchmarking | Planning Unit’s CFAO | OIT Service Desk |
| Workforce | Hourly Users | Record hours worked and PTO (for hourly employees) | N/A - automatic | N/A – access for hourly staff is automatic. Access for hourly students is granted after the department hires the student into Workforce. |
| Workforce | Group Student Coordinator | Approve timesheets | Manager | Payroll |
| Workforce | Group Manager | Approve timesheets and maintain employees’ costing/schedules | Manager | Payroll |
Department-Specific User Access
Some departments have unique systems access/roles that are not listed in this guide. If you require access for other financial & administrative systems/roles that are not listed above, please contact the OIT Service Desk and they will route the ticket to the appropriate approvers.
View EBIZ and OBI Access
The Finance & HR Systems Access dashboard is available in OBI for CFAOs (and other authorized users) to view EBIZ and OBI access to Finance or HR subject areas. Access to this dashboard is restricted to only users who have access to HR data. For more information about this dashboard, view the Finance & HR Systems Access Dashboard quick reference guide
Contact Information
- OIT Service Desk: Visit to create an OIT service ticket.
- Finance Customer Care: financecustomercare@ohio.edu
- Payroll: payroll@ohio.edu
- Planning Unit’s Chief Financial & Administrative Officer (CFAO): If you need to contact your CFAO and you’re unsure who that is, use the Employee Lookup dashboard in OBI to identify your CFAO.