DEFINE Annual Certification

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DEFINE Annual Certification

• November 2011

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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

• 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 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

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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.

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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.

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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

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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/DEFI
  NEAnnualCertification.pdf
• Data and Systems Integrity DEFINE
• Annual Certification Guidelines link
• http//www.utsa.edu/financialaffairs/opguidelines/
  0113.html

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DEFINE Annual Certification Timeline
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 COB Academic Departments - COE Academic Departments COEHD Academic Departments - COPP Jan. 9 Jan. 20
7 Academic Departments COA Academic Departments COLFA Academic Departments - COS Jan. 17 Jan. 30
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Questions
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