FMS - Users and Roles

GENERAL GUIDANCE

One of the advantages of the Financial Management System is the facility for a greater number of staff to create transactions, approve these through online workflows and manage budget accounts directly.

Access to the system is managed on a number of levels and the sections below describe the different types of access that can be requested.

In all cases

BASIC AND ADDITIONAL (NON-APPROVER)ROLES

At the moment there is no automatic access allocated to FMS.

Departments must raise a request that access be granted to staff and/or postgraduate research students.

There is a ‘basic’ role on FMS which allows users to raise requisitions and expenses.

Additional roles can be requested for users where necessary:         

The Request for Basic and Additional Access form can be used to request access for an individual or for multiple users where they all require the same access.  

APPROVAL ROLES

Most transactions require an Approver. This is often the SubProject Manager of the subproject being charged (i.e. effectively the budget holder) but others may be involved in the approval workflow depending on the type and value of the transaction.    

The approval levels are summarised below:

Approval Level Description Optional / Mandatory Role/Individual
1. Fast Track (Up to and including £1k)   Staff identified by HoD to be given Fast Track Approval status  Optional  Individual
2. Up to and including £10k Staff identified by HoD to be given delegated authority up to £10k  Optional (Held against cost Centre  Roles
3. Greater than £10k (if levels 1 & 2 filled) to £25k Sub-Project Manager Mandatory (Held against Sub-Project)  Individual
4. Between £25,000.01 and £50k Project Manager Mandatory (Held against Project)  Individual
5. Between £50,000.01 and £100k Cost Centre Manager Mandatory (Held against Cost Centre)  Role
6. Between £100,000.01 and £250k Head of Department /PS Director Mandatory (Held against Cost Centre)  Role
7. Between £250,000.01 and £500k Dean / University Secretary and Compliance Officer / Chief Commercial Officer / Director of Finance Mandatory (Held against Cost Centre)

 Role

8. Between £500,000.01 and £5M Chief Financial Officer or Vice Principal Mandatory  Role
9. Over £5M Chief Financial Officer and Vice Principal Mandatory  Role

There are additional approval roles which can be set up:

DELEGATED AUTHORITY

Departments may choose to identify individual staff who should have delegated authority to approve certain transactions up to £10,000. This will reduce the volume of transactions requiring approval by Sub Project Managers.

The Request for Delegated Authority can be used for this. A Supervisor must also be identified for each member of staff (see note on Supervisors below).

FAST TRACK APPROVAL (OPTIONAL, APPLIES TO REQUISITION PROCESS ONLY)

Departments may choose to identify certain staff who should have Fast Track approval. Requisitions under £1,000 raised by staff with Fast Track approval status will not require further approval.

Use the Request for Fast Track Approval to request this.

SUBSTITUTES (MANDATORY, APPLIES TO ALL PROCESSES)

For all staff with an approval role on the FMS it will be necessary to set up substitutes:

 

Activating a Substitute

SUPERVISORS AND LIMITS (OPTIONAL , APPLIES TO ALL PROCESSES)

For all staff with an approval role it will be necessary to set limits above which they cannot approve their own transactions and a supervisor who transactions above the limit will be directed to. Note, the limit for Expenses will always be zero (i.e. no self-approval)

Where the person raising the requisition etc. is also the person due to approve, the requisition will be directed instead to the supervisor (unless the amount is less than the limit set - see below re proposed limits). Therefore, all staff with an approval role will require a supervisor

Supervisors :

Limits:

Use the Supervisor Request form to set-up supervisors.

 

PROXIES (OPTIONAL, APPLIES ONLY TO EXPENSES)

Proxies will be used only for Expenses. Departments may choose to identify certain staff who can act as a proxy to input (but not approve) their Expense Claims. Proxies are generally be used for Head of Department and above.

Use the Request for an Expense Proxy form to request this. 

LEAVERS AND/OR REMOVAL OF ACCESS

Leavers 

Staff and students lose their access to the system automatically when their DS account is closed.

An email alert is sent to the relevant Cost Centre managers to identify when a leaver has an approval role on FMS  (e.g. a Sub Project Manager, Project Manager or Supervisor) leaves the University.  These alerts include:

Removal of Access

If access is to be removed from an individual an email to financial-systems@strath.ac.uk from the Head of Department (or copied to the Head of Department) will suffice.

 

ACCESS REPORTS

A number of reports have been produced to allow departments to enquire on the access rights that have been allocated to staff.

A Users and Roles - Guidance Notes spreadsheet has also been developed.

The first two tabs on the spreadsheet - ‘Notes’ and ‘Approval Roles’ – provide general information about how access is managed on FMS through the assignment of roles.

The reports are as follows:

Report

Where to Find it on the FMS Menu

Purpose

Users and Roles

Standard Dept. Reports

Identifies all users and the roles they have. Allows departments to review users and roles.

Cost Centre included in Roles

Your reports

Identifies all roles related to a Cost Centre and which Cost Centres are included in each role (i.e. provides additional information around some of the roles from 'Users and Roles' report

Users with Fast track relation

Standard Dept. Reports

Identifies all staff in cost centres user has access to with Fast Track

Project information

 

Your Reports

 

Identifies all Projects in Cost Centres that a user has access including the Project Manager (and other details).

Sub Project information

 

Your Reports

 

Identifies all Sub Projects in cost centres user has access including the Sub Project Manager (and other details)