For any Access and Workflow questions not answered here, please email kfs@uci.edu and we will find the most up-to-date answer from our team.
Questions specifically related to UCIrvine
As a DSA, how would I request access to the system?
Use the same organization process that’s being done now; however, the Kuali Service Request (KSR) form should be used.
Is SAMS still going to be available?
Yes. SAMS is used in conjunction with the KSR form.
In the system lookup/search screen, is “Principal Name” going to be changed to UCInetID?
No. Unfortunately, “Principal Name” will be one of the new terms to learn in KFS (and it will refer to the UCInetID).
Can a Fiscal Officer delegate their authority without going through their Department Security Administrator (DSA)?
Yes. A Fiscal Officer role can assign and reassign different delegates quickly and without having to go through their DSA.
If I have multiple roles in the system, can I delegate all my roles at once?
If you have multiple roles in the system, you will need to delegate each role individually, and only if delegation of that role is available.
Are new system access requests going to be instant or overnight?
Most KFS access requests will be instant. The ones that depend on prerequisites (PALcard, payroll, etc.) will not be activated until training requirements have been met.
Who can change the Account Manager?
The Fiscal Officer can change the Account Manager assignee, who is the person responsible for the funding (commonly, it will be a PI).
What is an organization code and how does it report to others?
An organization code is similar to what used to be a department code (but not the same number), since departments and units are now being identified by organizations. Organization codes are randomly assigned and can be tied into other organization codes (like a department reporting to a school).
How does someone get assigned to a role, and who can make changes in the system?
DSAs can assign individuals to roles and make changes in the system. DSAs should follow department, school, and administrative unit decisions regarding assigning individuals a role in the system. There will be controls in place as to who can make role changes in the system.
Will employee roles be designated at the department/organization level or school level?
Employee role designation is not done by Accounting Systems. Assigning employees/positions to have certain roles (like Fiscal Officer, etc.) must be discussed between the school, the department, and any other appropriate unit, in order to make a decision before KFS goes live.
As an Account Manager, can the PI approve a transaction in workflow?
A PI is typically assigned to an account as Account Manager. This is not a role, rather simply an identification of account responsibility. Each organization’s business process may require that certain transactions by Ad-Hoc routed to the PI for review.
How long do unresolved action items stay in the user’s action list?
Currently, pending action items will stay in a user’s action list forever.
Does a transaction with Ad-Hoc routing for “acknowledgement” cause the workflow to stop until this transaction has been viewed and acknowledged?
No, requiring document acknowledgement allows the document to continue through the workflow.
How will workflow be approved by the Fiscal Officer if there are multiple accounts?
The Fiscal Officer for each account must approve the transaction.
Will Ad-Hoc approval replace the Fiscal Officer approval?
No. The Ad-Hoc approval will be in addition to the base workflow.
Can anyone see/create a document in the Kuali Financial System?
Yes. Any University employee with a UCInetID will have access to KFS and the ability to initiate most documents.
Can a manager view their employee’s action list?
No. However, the manager will be able to view documents created by using the document search workflow tool.
Questions from the Financial Community Group - July 26, 2012