Administrative Systems Access Verification
This year, Accounting & Fiscal Services is required to conduct an administrative systems access verification for all employees/system users. This verification process is an important internal control for the university.
As a Departmental Security Administrator, we rely on you to complete this yearly verification process for your department(s). This year's review must be completed before August 31, 2024.
What You Will Be Doing
This verification process is UCI's way of ensuring that all system users have the appropriate amount of access to our administrative systems. To accomplish this, you are required to review all of the employee and system users you represent as a Departmental Security Administrator (DSA), to ensure they have the appropriate level of system access. KSAMS (Kuali Security Access Maintenance System) is used to regulate and restrict access to numerous business applications and secure systems across campus, and is the system you will be providing verification for.
Essentially, you will be generating a spreadsheet download of all KSAMS roles for employees/users in your Organization who have access to UCI's various financial systems. Each spreadsheet will list out employees whose primary financial organization belongs in your department, their roles, and their role qualifiers/restrictions. Instructions for generating these spreadsheets are linked below. Your review and any subsequent changes to the correct level of access is critical to ensure access is correct and that the right members are in the right roles.
When you've verified your employees/users all have the appropriate access, you will list the employees you've reviewed on the KSAMS verification form and send that form to Accounting & Fiscal Services, certifying that you have completed the process. For 2024, two separate signatures will be required on the form. In additoin to the DSA, a department manager, department head, or other Organization supervisor will need to certify and sign off that they have reviewed the roles, including the DSA's roles.
Access Verification Step-By-Step Instructions
The menu to the left contains step-by-step instructions for completing the verification process. The first link covers the verification process for KSAMS. The second link details how you can certify and complete the process with Accounting & Fiscal Services.
Questions and Help
If you have any questions about the KSAMS Access Audit, contact AuditCtl@uci.edu.
For questions about changing a DSA or user access, contact the Kuali Financial System Help Desk at KFS@uci.edu.