DEFINE Annual Certification DEFINE Annual Certification

November 2011November 2011November 2011November 2011

DEFINE Annual CertificationDEFINE Annual Certification

Project Scope

- Development of electronic format for DEFINE Annual Certification for review of access

- Published guidelines- Published DEFINE Annual Certification Form

Project Go-Live November 2011

Project Scope

- Development of electronic format for DEFINE Annual Certification for review of access

- Published guidelines- Published DEFINE Annual Certification Form

Project Go-Live November 2011

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DEFINE Annual CertificationDEFINE Annual Certification DEFINE Annual Certification Report – Designed a new

electronic format and distribution process Automated the report in an Excel format for ease of review Incorporated all components of DEFINE access review into a single

report Automated distribution of report to Office Managers and Delegates

Guidelines provide: Form, Purpose and Scope Procedural considerations DEFINE Annual Certification completion Instructions

DEFINE Annual Certification Form Compliance requirement - completion of Certification Form

DEFINE Annual Certification Report – Designed a new electronic format and distribution process Automated the report in an Excel format for ease of review Incorporated all components of DEFINE access review into a single

report Automated distribution of report to Office Managers and Delegates

Guidelines provide: Form, Purpose and Scope Procedural considerations DEFINE Annual Certification completion Instructions

DEFINE Annual Certification Form Compliance requirement - completion of Certification Form

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DEFINE Annual CertificationDEFINE Annual Certification

Overview of Newly Designed ReportSection I – Electronic Office Structure

Office Title, Office Name, Office Manager, Delegate 1 Name, Delegate 2 Name

Desk Names, Unit Code, Administrative View, Individuals on each desk

Section II – Command AuthorizationDesk Name, Authorized Commands, Command Status, and Command Description

Each desk within the electronic office will be listed separately

Overview of Newly Designed ReportSection I – Electronic Office Structure

Office Title, Office Name, Office Manager, Delegate 1 Name, Delegate 2 Name

Desk Names, Unit Code, Administrative View, Individuals on each desk

Section II – Command AuthorizationDesk Name, Authorized Commands, Command Status, and Command Description

Each desk within the electronic office will be listed separately

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DEFINE Annual CertificationDEFINE Annual Certification

Section III – Routing AuthorizationLists each Unit Code contained within the office, departmental requirements for document routing, Creator, levels of routing to Desk 1 and Desk 2 if necessary.

Section IV – Signer AuthorizationDisplays the signers of electronic documents requiring signature authorization for each unit code within the office.

Any one of the names listed will be the electronic approver of documents.

Section III – Routing AuthorizationLists each Unit Code contained within the office, departmental requirements for document routing, Creator, levels of routing to Desk 1 and Desk 2 if necessary.

Section IV – Signer AuthorizationDisplays the signers of electronic documents requiring signature authorization for each unit code within the office.

Any one of the names listed will be the electronic approver of documents.

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DEFINE Annual CertificationDEFINE Annual CertificationOverview of DEFINE Annual Certification Process

Verify all sections of report for accuracy.Changes require completion of DEFINE Departmental User

Access Form or DEFINE Central User Form.Certification Process-

DEFINE Annual Certification Form completed and signed by Office Manager and returned to DEFINE Services by due date listed on report distribution.

Overview of DEFINE Annual Certification ProcessVerify all sections of report for accuracy.Changes require completion of DEFINE Departmental User

Access Form or DEFINE Central User Form.Certification Process-

DEFINE Annual Certification Form completed and signed by Office Manager and returned to DEFINE Services by due date listed on report distribution.

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DEFINE Annual Certification Guidelines

DEFINE Annual Certification Guidelines

Guideline Overview The responsibilities of the Electronic Office Manager Responsibilities of Controller Annual Security Certification of DEFINE Administrative

System Access Certification Process Definitions/References/Links Related Forms/Worksheets

Guideline Overview The responsibilities of the Electronic Office Manager Responsibilities of Controller Annual Security Certification of DEFINE Administrative

System Access Certification Process Definitions/References/Links Related Forms/Worksheets

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DEFINE Annual Certification DEFINE Annual Certification

DEFINE Departmental User Form link:http://www.utsa.edu/financialaffairs/Forms/DEFINE/DEFINE_AccessForm-Dept.pdf

DEFINE Annual Certification Form link:http://utsa.edu/financialaffairs/Forms/DEFINE/DEFINEAnnualCertification.pdf

Data and Systems Integrity – DEFINEAnnual Certification Guidelines link:http://www.utsa.edu/financialaffairs/opguidelines/0113.html

DEFINE Departmental User Form link:http://www.utsa.edu/financialaffairs/Forms/DEFINE/DEFINE_AccessForm-Dept.pdf

DEFINE Annual Certification Form link:http://utsa.edu/financialaffairs/Forms/DEFINE/DEFINEAnnualCertification.pdf

Data and Systems Integrity – DEFINEAnnual Certification Guidelines link:http://www.utsa.edu/financialaffairs/opguidelines/0113.html

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DEFINE Annual Certification Timeline DEFINE Annual Certification Timeline

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Group Number

Areas Date of Distribution

Date of Return

1 Central Processing Areas Nov. 16 Dec. 2

2 VP Community Service, VP University Advancement

Nov. 28 Dec. 9

3 President, VP Business Affairs Dec. 5 Dec. 16

4 VPAA areas excluding Academic Departments

Dec. 12 Dec. 23

5 VP Research, VP Student Affairs Jan. 2 Jan. 13

6 Academic Departments – COBAcademic Departments - COEAcademic Departments – COEHDAcademic Departments - COPP

Jan. 9 Jan. 20

7 Academic Departments – COAAcademic Departments – COLFAAcademic Departments - COS

Jan. 17 Jan. 30

QuestionsQuestionsQuestionsQuestions

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