Overview: About Financial Authority @ Stanford

Financial authority is used to limit what information an employee can access, what systems they can use, and what they can approve in Stanford's Financial Systems.

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Stanford's Authority Management System

Stanford developed a web-based system called Authority Manager to grant authority across many financial systems used on campus including Oracle Financials, ReportMart3, PeopleSoft HR, ReportMart, and Axess Timecard time and leave reporting system. Authority Manager allows employees to:

To grant authority to another employee, grantors need to specify the grantee's organization(s), role or responsibility, and limits (i.e., access to specific projects, project-task combinations, or awards, and dollar amount limits). To grant authority to others, grantors must have an equal or greater authority level themselves and have the "can grant" condition associated with their authority assignment. A grant-only feature in Authority Manager provides the flexibility to identify an employee who can have the responsibility for granting authority to others to complete tasks, even though he or she may not have individual access to do the tasks.

For more information on how to use Authority Manager, take the Authority Manager Online Tutorial.

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Types of Authority Privileges

Authority Manager uses privileges to define a specific task or set of tasks that can be granted to an employee. For example, the "administer leave" privilege gives an employee authority to access data and tasks required to administer time and leave records using the Axess Timecard time and leave reporting system.

Authority to Access Systems

This type of authority defines the types of transactions an employee is authorized to initiate or view in financial systems, including financial reporting tools.

Oracle Financials systems are typically used by Stanford regular employees. On occasion, departments may need to request access for others required to perform work at Stanford. In such cases, the process used to authorize access to systems is different. For instructions, reference Resources: Requesting Oracle Access for Non-Employee Students, Hospital Employees, and Temporary Employees.

Authority to Approve

Approval authority is defined in terms of the types of transactions an employee can approve, within what organizations, for what specific Projects, Tasks, or Awards, and within what dollar limits.

Authority to View Reports

Reporting authority specifies the data that an employee is authorized to view via reports and queries. For example in ReportMart3, there are several different types of reporting authority which may be assigned. Basic Enterprise Reporting is required to be able to access ReportMart3. In addition, Reporting Salary View or Reporting Non-Salary View can be granted in the "Financial Systems GL" section of Authority Manager to allow access to confidential data. Salary view allows access to financial activity including detailed salary information. Non-Salary view allows access to financial activity excluding detailed salary information (shows only summarized salary information, not individual salary details). Certain salary-related reports will only show on the ReportMart3 report list for users with the "LD" Enterprise Reporting limit.

To learn how authority is granted for ReportMart3, the Oracle Financials reporting tool, see How To: Grant Authority for Oracle Financials Reporting.

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Managing Authority Privileges

It is critical that staff responsible for granting authority to others, update those authority privileges when employee's responsibilities change. While Authority Manager automatically revokes an individual's assigned authorities upon termination, other changes (e.g. organization or department changes, change from staff to faculty, status of "on leave," ect.) require manual revocation and re-granting of authority as warranted by affiliation or status changes.

For more information on how to use Authority Manager, take the Authority Manager Online Tutorial.

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