Financial Management Systems Security Access Forms

There are four separate security access request forms.

• General Security Access Form
• Central Office Security Access Form
• Systems Express Form
• Row Level Security (RLS) Form for Multiple Users - Express

For help with security roles and training recommendations, see Getting Started.

Additional resources for completing the forms:

• Security and Workflow Setup reports
• NUDepartment Master Tree
• Ship To Codes

General and Central Office Access Forms

To decide which form to use:

1. Do you work in a central office?
   - NO: Use the General Security Access request form
   - YES: Go to question 2
2. Are you responsible for maintaining configuration in an application, performing reconciliations, or processing transactions in an analytical or managerial capacity?
   - NO: Use the General Security Access request form
   - YES: Use the Central Office Access security request form

Express Forms

• Systems Express Form
  • This form lists roles and functions based on appointments.
  • To help select appropriate access, please use the Systems Express Form Job Aid or see Getting Started.
  • Please use the General Security Access Form for individual roles and functions not available on the Express Form.
• Row Level Security Form for Multiple Users
  • This is a single form to provide multiple users with access to the same chart string(s) and/or Tree Node(s).

Submit Forms

Financial Operations IT
619 Clark Street, Room 210 
Evanston, IL 60208
Email: foitsecurity@northwestern.edu

Inactivation and Transfers

To remove access to NUFinancials (and other systems) or transfer someone's access when changing departments, please complete a Security Access Form and check the appropriate boxes.

Inactivation

For inactivation, only the demographic data on the first page and checkmarks in the appropriate inactivation boxes on the first page are required. The final page of the form with authorized signatures is also required.

Transfer

For department/school transfers, the department should complete a security request form and mark the "Is this a School or Department transfer?" box. The same form can be used to indicate the access to be removed and any new access to be added for the new department.

HR and Expense Reports

Please keep in mind that the myHR and NUFinancials systems are separate, so when an employee is terminated in myHR, a security form is still required to remove NUFinancials access. However, termination by HR will end the ability to file an expense report (or have a proxy file an expense report) 90 days after the date of termination.

Security and Workflow Setup

If you need to determine a user's access or find an approver, security and workflow setup information are available in the following Cognos reports:

Navigation: Cognos BI > Finance Facilities and Research Administration > School > Budget/COA

Northwestern Department Master Tree

Use the Department Master Tree to facilitate department node requests for workflow approval and Row Level Security.

Nodes

Departments

For the most current version of the tree, look in NUFinancials:

Ship To Codes

When requesters apply for security access, they will be required to supply a default ship to code.

Ship To Codes

• GE007 - User Security Profile
• GE008 - Department Workflow Approval Security Profile
• GE010 - Department Row Level Security Profile
• GE011 - Project Workflow Approval Security Profile
• GE012 - Project Data Security Profile
• The Northwestern Department Master Tree is a graphical representation of the departmental organization at Northwestern University.
• Search for specific departments or nodes using the Find feature (Ctrl-F in Windows & Cmd-F in Mac) or the binoculars icon, entering the text you wish to find and clicking the search button.
• The tree is composed of ranges of one or more department values and groupings of department ranges which are called nodes.
• Department ranges are identified on the document by a leaf symbol.
• Nodes are identified on the document by a folder symbol.
• Nodes may represent groupings of other nodes as well as groupings of department ranges.
• Blue lines show the hierarchical relationship between department ranges and nodes as well as the relationship between nodes.
• You can request workflow approval and/or row level security for a particular department.
• You can also request access for a Department tree node to avoid entering multiple department values.
• When access is granted to a department node, it applies to all departments that fall within the department ranges that roll up to the node.
• If other nodes roll up to the node indicated, access is granted to all department ranges that fall below those nodes.

1. Login to NUFinancials > Tree Manager > Tree Viewer.
2. Search by Tree Name with "begins with" left blank.
3. In search results, select NU_DEPTID_MASTER. Be sure to use most recent version based on "effective date" column.
4. Click Expand All in the blue bar above the list.