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DEFINE Annual Certification

DEFINE Annual Certification. November 2011. DEFINE 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.

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DEFINE Annual Certification

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  1. DEFINE Annual Certification November 2011

  2. DEFINE 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 1

  3. DEFINE 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 2

  4. DEFINE Annual Certification Overview of Newly Designed Report Section 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 Authorization Desk Name, Authorized Commands, Command Status, and Command Description Each desk within the electronic office will be listed separately 3

  5. DEFINE Annual Certification Section III – Routing Authorization Lists 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 Authorization Displays 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. 4

  6. DEFINE Annual Certification Overview 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. 5

  7. 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 6

  8. 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 – DEFINE Annual Certification Guidelines link: http://www.utsa.edu/financialaffairs/opguidelines/0113.html 7

  9. DEFINE Annual Certification Timeline 8

  10. Questions 9

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