Policy on Data Management

							                      Finance Data Access Management


   Purpose

      Explains policy regarding user access to the University of Notre Dame Banner Finance
      database via GlEZ, Self-Service Banner (SSB), Internet Native Banner (INB), Business
      Objects or through other methods such as ePrint and buyND.

   Scope

      This policy applies to all university departments.

   Policy

   The Financial Management System (Banner) is a campus-wide (read-only access) used for
   university budget management, financial transactions, financial reporting, and electronic
   procurement functions.

   Access to Banner is restricted to employees whose official duties require such information.
   The employee’s department head is responsible for determining that Banner access is
   required to perform official duties and that Banner access is updated or terminated as
   necessary.

   Employees are not permitted to obtain a Banner user account to view budget management
   activity, shop for or requisition through buyND against six-digit university accounts outside
   the scope of their job duties.

   Authority
      a. Authorization and Submittal of Requests

            All requests for employee access to Banner requires authorization from the
            employee’s department head, dean, or director on the Finance Data Access form
            and must be submitted to the Controller’s Office for processing.


      b. Finance System Access Determination

            Access can be controlled using a combination of fund and organization codes.
            Operating budget accounts are defined by the organization code. Special spending
            accounts and grants are defined by the fund code. The chart of accounts hierarchy
            structure within the Banner financial system allows access to be granted at selective
            high level fund or organization to provide all current and future accounts without any
            further action.



BPAS-Finance Data Access Policy                                             Page 1 of 2
         For users who need access to monitor budget information, viewing access is
         assigned. For users requesting buyND access to make purchases or approve
         purchasing transactions, posting access is assigned. For users who need to perform
         both job functions, both are assigned.

         For central office users who require INB, a user need is determined by the functional
         role of the user, by the department manager. Based upon their role, they are placed
         in an appropriate security class. A form request is required for this level of access to
         the finance information system.

         The University recognizes the administrative need to delegate various payroll duties
         to faculty or staff members. The request form serves to document the authorization
         of payroll detail information to ensure appropriate controls are in place to monitor the
         exchange of personnel information in accordance with University privacy guidelines.

         The Controller’s Office is responsible for determining the appropriate access level
         required for the performance of the employee’s duties based on information provided
         on the request.

      c. Exceptions

         Notification from Research and Sponsored Programs for a new set up on a grant,
         contract or discretionary fund will automatically provide access to the assigned
         principal investigator or financial manager of the fund.

         Updates to existing user id

         If an existing user requires access to additional funds, the update must be approved
         by the Controller’ s Office. An email request is accepted and retained as support
         documentation for additional access.




BPAS-Finance Data Access Policy                                           Page 2 of 2