Confidential
Information
Are
Social Security numbers visible within the system?
Social
Security numbers and other confidential information
will be hidden in the Operational Data Store. However,
individuals with the PO Purchaser, PO Requester, all
but one Labor Distribution responsibilities, several
HR/Payroll responsibilities, and central office users
will see social security numbers. All users who have
access to this information will be required to sign
an Electronic Access
Agreement form prior to receiving access. Misuse of confidential
information can be grounds for termination.
What
data is not available in the Data Store?
The
following data elements are considered to be restricted.
This means that these elements are not available
in the Operational Data Store (ODS). They are, however,
available in certain areas of the Integrated System
applications
and users with appropriate Integrated System responsibilities
will be able to access them for business reasons. Use
of
these and all other data elements will be governed
by the Electronic Access Agreement that all Integrated
System users
will sign annually.
- Bank
account numbers: the vendor or employee checking/savings
bank account number to which payments are deposited
- Social
Security Number: student, employee, vendor, or cutomer
SS# or TIN
- Home
address
- Home
phone
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Documents
Where can I find documents on the web?
ISDS has placed selected, regularly updated,
documents on its website for review by the University
community. They may be viewed by going to the Finance
Links and HR/Payroll
Links websites. |
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Medical
Center
When
do I not have to use PTAEOs?
Under the following circumstances the PTAEO doesl not
need to be used:
-
When you are paying for services rendered by a Medical
Center department. This transaction is to be
processed
on the MC Accounting System, which is PeopleSoft.
It is not done on the University Integrated System.
This would be the equivalent of a ledger 2 to
ledger 2
transaction under the old system. It is a transaction
between two Medical Center departments. The attached
MC
Journal Voucher should be filled out, approved,
and sent to Accounting with supporting documentation
attached.
-
To pay outside vendor please contact Medical Center
Purchasing.
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PTAEO
What is a PTAEO?
The PTAEO is the account structure to which you charge
expenses. It
is a five-segment account that allows you to do enhanced
reporting. For a definition of each segment, click
here.
Can
you provide me with an example of how to fill out the
PTAEO information?
Project = 101472
Task = 101 (should always be 101)
Award = SG00025
Expenditure Type = Supplies & Materials, P-Card
Organization = 20055
How
do I get an expenditure type?
The list of expenditure types and their descriptions
may be found in the Discoverer report IS.FM_GM Expenditure
Types. Log on to Discoverer (you must have the ODS
Specialist
Integrated System responsibility) and view the Discoverer
report with this name. Expenditure Types are housed
in the
Funds (Grants) Management module. They represent the
E values in the PTAEO. These values should be used
whenever
making
purchases, scheduling labor, or doing cost transfers.
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PTAO
Card
When can I create and use a PTAO card?
You will be able to go to a url to create your PTAO
(the E will be provided by the service provider) card
as soon as you receive notice that you can create a
VPN account or once you receive your Integrated System
password,
whichever comes first. You must start the VPN
before you can link to the card generator, but you
do not have to log on to the Integrated System.
What
are Mailing Services requirements for printing and copying
the PTAO card?
For the barcode to be read by Mailing Services machines,
the PTAEO card must be printed on a laser printer. White,
light yellow and light green paper all work. Photocopies
work best if they are copied from the original. Second
generation copies should work, but third generation
do not. Faxing copies of the PTAO card sometimes, but
does not consistently, produce a readable barcode.
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| Systems
Affected
What major information systems (e.g. Maximo) were NOT
replaced by the Integrated System?
How does each interface with the Integrated System?
The
Integrated Student Information System (ISIS) will not
be replaced until Phase 3 of the project.
There will be several interfaces between ISIS and the
Integrated System to transact business in the areas
of financial
aid
and
collection and recording of tuition
and fees.
Other systems (e.g., Maximo) may never be replaced
by the Integrated System if they offer unique features
required by the specific business operation. They
will all, however,
interface with the Integrated System in order to incorporate
their financial information into the University's
institutional
reports. |
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Passwords
How do I change my Integrated System password?
- Log on to the Integrated System.
- Choose one of
your responsibilities and open any form for that
responsibility.
- Click on the Edit menu item,
select Preferences, and then select Change Password.
- You will be prompted to enter your old password,
your new
password, and then to re-enter your new password.
- Click OK for your new password to take effect.
(You
do not have to change your password if you have
ONLY the Self Service
responsibility.)
Password Reminders:
- Your new password must be a strong
password (see next FAQ).
- Your new password will take
effect
immediately in the Integrated System.
- Your new
password will be reflected in Discoverer the following
day.
What is a strong password?
• Passwords must be of length seven (7) or greater
•
Passwords must contain at least one character and one
number
•
Passwords cannot contain your username, better know
as your user-id
•
Passwords cannot contain repeating characters (i.e.
support1 is not a valid password)
•
Passwords should not contain special characters (special
characters cause problems with Discoverer log-ons,
especially $ and @)
•
Passwords cannot be re-used within 135 days (You do not
have to change your password if you have ONLY the Self
Service
responsibility.)
Will I be notified when it is time to change my password?
Yes. You will receive a system-generated email message
before your password is set to expire. If you do
not change your password at that time, you will be
notified when your password actually expires. If you
wait until your password expires to change it, it
will not work in Discoverer until the next day. (You
do not have to change your password if you have ONLY
the Self Service
responsibility.)
Why did the system just lock me out?
The system will lock you out after three unsuccessful
efforts to log on. If you forget your password
or get locked out of the system, call the IS Customer
Support Center at 3-7550. Your new password
will not work in Discoverer until the next
day.
Discoverer will not lock you out unless your system
password has expired. It will shutdown, however, after
three failed attempts to log on. You will have to reopen
Discoverer and try again. |
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Session
Time Out
or "Kick Out"
Why did I get a message saying
my log on session is no longer valid?
Your Integrated System session will time-out if you
have a form open for 90 minutes with no activity. You
will
receive an error message saying, "Your log on session is no
longer valid. Would you like to log back on?" Respond
YES, and it will bring up the log-on screen. Log on
and continue.
Why do I get“kicked out” of
the system, even while I am working in it?
While ISDS is exploring this issue further, there are
two things to try if you frequently are kicked out of
the system and it is not a “timed-out” situation
(no key strokes for 90 minutes).
1. Be sure you are on the latest version of VPN (version
4.05).
2. Check to be sure your spyware is not creating the problem. |
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"Cancel
Query"
What is the "Cancel Query" pop-up
box telling me?
If it takes longer than 10 seconds to retrieve data, you will see a pop-up box
that is titled “cancel query” that states “press to cancel
to end this database operation.” Pressing cancel or clicking the “x” to
close the box will end the query. Therefore, you should only select cancel or
click “x” if the action is no longer needed.
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Opening More than One Window
Can I open two
windows/responsibilities simultaneously?
You can log on twice to have two windows open simultaneously.
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