How To: View Authority Assignments

Who does this?  Any Stanford employee with a SUNet ID

When?  You want to view authority roles for an individual or an entire organization to help you manage authority assignments or troubleshoot situations (e.g., you are not able to see certain data or you don't know why the system chose a particular approver).

How?  Using Stanford's Authority Manager web application or the Signature Authority Query tool

 

On this page:

 

View Your Current or Recently Revoked Authority Assignments Using Authority Manager (2 steps)

step 1

Launch Stanford's Authority Manager web application:

Note:  From the Stanford web site you can also enter authority in your web address bar.
  1. Click https://authority.stanford.edu/.
  2. Enter your SUNet ID and password as prompted.
step 2

View Authority Assignments:

  1. The display defaults to your current authority from the Authority Home page. View your current or recently revoked authority assignments.
  2. Click the Organization link above a particular privilege to view all authority assignments granted in your organization.
  3. As desired, use the tabs at the top of the page to select Recently Revoked Authority or Proxy Settings.
    Note:  If you feel that your authority has been revoked in error, review your Recently Revoked Authority and note the name(s) of your Authority Grantors. Contact them to request that your authority be restored.
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View Someone Else's Current or Recently Revoked Authority Assignments Using Authority Manager (2 steps)

step 1

Launch Stanford's Authority Manager web application:

    Note:  From the Stanford web site you can also enter authority in your web address bar.
  1. Click https://authority.stanford.edu/.
  2. Enter your SUNet ID and password as prompted.
    Note:  If you have access to Authority Manager, you will be able to view anyone's authority
step 2

Find an employee and view his/her authority assignments:

  1. Click Find a Person under Manage Authority.
  2. Enter the SUNet ID or the Name of the person in the Search field.
    Note:  Using the SUNet ID is an easier, more reliable search.
  3. Click Search button.
  4. Click the employee's name from the search results to display their authority assignments.
    Note:  The display defaults to their current authority.
  5. As desired, use the tabs at the top of the page to select Recently Revoked Authority or Proxy Settings.
Note:  You can also check authority assignments for a particular individual using Authority Manager Reports.
  1. Click the Oracle BI Authority Reports link under the Reports section of the Authority Manager home page.
  2. Using the View Authority by Person option, enter the individual's SUNet ID and click the Apply button.
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View Authority Assignments by Organization Using Authority Manager (2 steps)

step 1

Launch Stanford's Authority Manager web application:

    Note:  From the Stanford web site you can also enter authority in your web address bar.
  1. Click https://authority.stanford.edu/.
  2. Enter your SUNet ID and password as prompted.
  3. Note:  If you have access to Authority Manager, you will be able to view anyone's authority.
step 2

View all authority assignments in an organization:

  1. Click Find an Organization under Manage Authority.
  2. Enter the Org name or 4-character org code in the Search field
    Note:  Using the Org Code is an easier, more reliable search. You can also browse the Organizational Hierarchy.
  3. Click the organization from the search results to display all authority assignments for that organization.
    Note:  You can "climb the organizational hierarchy" to view authority assignments by clicking the parent org at the top of the screen. From the results of that parent, you can continue to "climb the organization hierarchy" by clicking on the next parent, etc.
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View Authority Assignments by Organization, Parent Org, or Budget Unit Using Authority Reports (2 steps)

step 1

Launch Stanford's Authority Manager web application:

Note:  From the Stanford web site you can also enter authority in your web address bar.
  1. Click https://authority.stanford.edu/.
  2. Enter your SUNet ID and password as prompted.
Note:  If you have access to Authority Manager, you will be able to view anyone's authority.
step 2

View all authority assignments in an organization:

  1. Click Oracle BI Authority Reports under Manage Authority.
  2. Select either the View All People with Authority Over an Organization or View Authority for All People Within an Organization option.
    • The View Authority for All People Within an Organization option is a more HR-based perspective, showing you the authority of individuals whose job record is owned by the selected organization.
    • The View All People with Authority Over an Organization option is a more financial / transaction-based perspective, showing the authority of any individuals with access to originate or approve transactions for that organization, regardless of where they work at the University. This would include individuals who work in a higher level department within that same budget unit (such as a Dean’s Office), or in another unit or central office.
  3. Select the desired value from the System drop-down field, such as Financial System or Enterprise Reporting.
  4. Optionally, select a specific responsibility from the Business Function drop-down list.
  5. Click Apply.
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View Authority Assignments by Privilege Using Authority Reports (2 steps)

step 1

Launch Stanford's Authority Manager web application:

Note:  From the Stanford web site you can also enter authority in your web address bar.
  1. Click https://authority.stanford.edu/.
  2. Enter your SUNet ID and password as prompted.
    Note:  If you have a valid Sunet ID and password, you will be able to view anyone's authority.
step 2

View all authority assignments for a privilege:

  1. Click Oracle BI Authority Reports under Reports.
  2. Using the View Authority By Privilege option, select either Financial System or Enterprise Reporting from the System drop-down list.
  3. Select the desired Business Function from the dropdown list.
  4. Select the desired Privilege from the drop-down list.
  5. Click Apply.
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View Approval Authority Assignments for a Project and Task, or Award Using the Signature Authority Query (4 steps)

step 1

Log in to Oracle Financials:

  1. Enter https://ofweb.stanford.edu in the browser
  2. Log in using your SUNet ID, password and two-step authentication
  3. On the Oracle Financials landing page, you will find information about:
    • System Status
    • Planned Outages
    • Other messages of interest
  4. Click Login to continue to the Oracle Financials Home Page
step 2

Launch Signature Authority Query Tool:

  1. Click SU Inquiry Tools and Forms from the Authority Home page.
  2. Click Signature Authority Query.
    • To search by Project and Task, see Step 3.
    • To search by Award, see Step 4.
step 3

Search for approval authority by Project and Task:

  1. Select the radio button for A Project and Task.
  2. Select a Project from the drop-down list, or type one in manually.
  3. Select a Task from the drop-down list.
  4. Select a Transaction Type from the drop-down list (Expense Journal, Labor Distribution, or Requisitions)

    ~ OR ~ select All to select all transaction types.
  5. Click Search button.
    Note:  The query returns results including the authority scope, limits and contact information for the approver(s). The results are sorted by Transaction Type and within type they are ordered by the "lowest level" of authority granted. When Oracle Financials selects an approver, it looks for the person with the lowest level of authority first, with a sufficient dollar amount in the Approver Limit column for the transaction in question. For example, if a transaction of $900 requires an approver, it would select an individual with a $1,000 Approver Limit before selecting an individual with a $5,000 Approver Limit.. Similarly, it looks for the individual with the lowest level of Auth Scope for the transaction in question. Another way of thinking of this is the approver who is "closest" to the transaction. For Project-Task based authority, the order is Task, Project, Principal Owner, Task Org, and lastly, Parent Org. The query brings the results back in thisat authority scope order.
  6. When complete, click Return to Portal link in the upper right-hand corner of the screen to return to the Oracle Home page.
step 4

Search for approval authority by Award:

  1. Select the radio button for An Award.
  2. Select an Award from the drop-down list, or enter one manually.
  3. Select a Transaction Type from the dropdown list (Budget Control, GL Journal), or select All to select all transaction types.
  4. Click Search button.
    Note:  The query returns information related to the Award-based transaction types. Within type, the information is sorted based on "closest" scope: Award, Principal Owner, Award Org, and finally Parent Org.
  5. When complete, click Return to Portal link in the upper right-hand corner of the screen to return to the Oracle Home page.
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Questions?

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