Osf Form 301 – Fill Out and Use This PDF

OSF FORM 301 (Revised 12/11)

STATE OF OKLAHOMA

System Access Authorization Request (Financials)

Requesting Agency Name/Number _______________________________________________

Division/Department/Unit _________________________________

Date ______________

If this is to De-Activate, effective date of De-Activation ______________________

Name _____________________________	Phone ___________________
Job Title _______________________________	Employee ID# ____________

Email address __________________________________________________________

I hereby authorize the above named individual access to the CORE/PeopleSoft System with the security levels indicated until we send written notification that their access should be terminated. I certify that the user has received the training necessary to successfully perform all functions granted them.

Management has implemented procedures to provide segregation of critical application functionality to prevent or detect errors and irregularities, and acknowledges the risk associated with the lack of segregation of duties.

Requested by _______________________________	Phone ___________________
Signature of Agency Security Representative

Name & Title (Please print) ________________________________________________

Please select from the following (See Instructions for Description):

OSF Form 301

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Security Agreement

The undersigned agrees to abide by the following:

1.Data originated or stored on State computer equipment is State property. Users will access only data which are required for their job. Users will not make or permit unauthorized use of any CORE/PeopleSoft data. They will not seek personal or financial benefit or allow others to benefit personally or financially by knowledge of any data which has come to them by virtue of their work assignment.

2.Users will enter, change, and delete data only as authorized within their job responsibilities. They will not knowingly include or cause to be included in any record or report a false, inaccurate, or misleading entry, nor will they knowingly alter or expunge from any record or report, or cause to be altered or expunged, a true and proper entry.

3.Users will not release CORE/PeopleSoft data except as required in the performance of their job or as directed in writing by their Appointing Authority.

4.Users are responsible for protecting their access authorization and must take steps to prevent others from using their User ID. Users will construct good passwords and manage them securely, keeping their passwords secret and not sharing them with others. If a user has reason to believe that others have learned his/her password, the user will change the password and notify the Help Desk of the situation. Users will not attempt to use the logons and passwords of others.

5.If a user finds that they have access to data they believe they are not authorized to view, they will exit from that data and report the problem to OSF Security.

6.I am aware of the responsibilities associated with access to the CORE/PeopleSoft System and agree to abide by the OSF Information Security Policies and Procedures. I understand that according to Section 840-2.11 of Title 74 of the Oklahoma Statutes the home addresses, home telephone numbers, social security numbers, and information related to personal electronic communication devices of current and former state employees shall not be open to public inspection or disclosure without written permission from the current or former state employees or without an order from a court of competent jurisdiction.

Signature of User _________________________________

Date ____________________

For OSF Use Only:

Processed By __________________

Date _________________________

User Notified ___________________

Agency Security Representative Notified __________

Entered in CRM by _______________

Date ____________

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Instructions for completing System Access Authorization Request (OSF FORM 301).

Mark whether the request is to establish, de-activate or change a userid or type of access.

User Name, phone number, job title, employee ID# and email address: This is the person for which the userid or

access is to be established. (NOTE: The employee ID# is the number assigned to the employee on the

CORE/PeopleSoft System. It is NOT their SSN#. This field may be left blank at this time.)

Requested by: The Designated Agency Security Representative must make the request. A State Agency Security Representative Designation Form (OSF FORM 300) must be on file with the CORE Security Administrator.

DESCRIPTIONS

Financials

General Ledger

Report Reviewer – Runs reports and journals, views data online through inquiry, reviews exceptions, reviews budget activity.

View Only Deposits – View access to deposit pages. View Only Transfers – View access to transfers pages. View Only Corrections – View access to deposit corrections.

OST Activity Statement – Agency – Run the Treasurer Activity Report by Business Unit/Class-Funding with predefined access to Business Unit/Class Funding combinations. Note: Form 301b must be completed and returned with the OSF Form 301.

Accounts Payable

Claim Entry – Enters claim/voucher information into the system. Views information on vendors, receiver documents, POs, vouchers, payment status, rejected vouchers, and recycled vouchers.

Reviewer – Views information on vendors, receiver documents, POs, vouchers, payment status, rejected and recycled vouchers, journal drill down (voucher details), voucher budget checking status and exceptions, and budget inquiry.

Report Requester – Views information on vouchers, payments, vendors, and runs various reports on vouchers, payments, vendors, and budget to actual information.

Express Check Supervisor – Processes express payments and view/corrects express payment exceptions. Vendor Inquiry – Views vendor name, address, location, contact information, and conversation notes.

AP Super User – Same access as claim entry (including expenditure corrections through journal vouchers) and reviewer, and access to some reports. Additional access includes (1) review, unpost, and correct certain voucher information after it has been saved but before it is paid, (2) to unpost, close and/or delete unneeded vouchers, and

(3) use of control groups (future function).

Payroll Withholding Claims Import – To import payroll employee deduction information and create AP vouchers. Pcard Import – Creates vouchers using Voucher Build Process for agencies using Pcards.

AP Approver - Approves vouchers based on dollar threshold(s) and control group(s) determined by agency.

Purchasing

Requestor * – Enters, changes and reviews requisition information, can receive their own requisitions (purchase orders).

Requisition Approver * – Approves requisitions and can view requisitions.

Buyer * – Enters and maintains purchase orders, Request for Quotes, Sourcing Events and contract releases. Prints delivered purchasing reports. Can inquire on requisitions and inquire on budget funds for purchasing.

Receiver – Receives goods or services online and inquires on receipts.

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Purchasing (cont’d)

PO Approver * – Approves purchase orders, can view purchase orders.

Purchasing Assistants * – Can enter requisitions, purchase orders, RFQ responses and Event responses on behalf of buyers. (NOTE: This role does not dispatch Purchase Orders.)

PO Reconcile* - Access to PO Reconciliation Workbench in order to close Purchase Orders. PO/Requisition Inquiry – Inquires on various purchasing activities and requisition accounting entries. PO Report Requestor – Runs various reports regarding purchasing activities.

Catalog Inquiry – Procurement users needing to search for items and categories using the Content Tool.

NOTE: If requesting purchasing roles designated with *, Form 301a must be completed and returned with the Form 301.

Miscellaneous

Run Queries – Allows the user to run pre-defined queries to select data from PeopleSoft and view the data online or download the information into an Excel spreadsheet.

Interface - Allows the user to submit jobs to build files to be downloaded or to load files for processing.

Archive Access – Access to Financials Archive Database. View access and reports.

Financial Analytics – View – Provide access to Oracle Business Intelligence Financial Analytics via PeopleSoft Financials to run pre-built reports.

Send completed form to: CORE Oklahoma Office 3115 N. Lincoln Boulevard Oklahoma City, OK 73105 Attn: Security

If you have any questions concerning this form, please contact Linda Belinski at 522-1775 or linda.belinski@osf.ok.gov.

OSF Form 301

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