Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

COMPUTING AND TELECOMMUNICATIONS
85.33
Revised 4-11
Information Technology Services PhoneDesk
335-3355

Accessing Administrative Information Systems

PDF link

OVERVIEW

University departments use mainframe computer applications to conduct various University functions. For security reasons, the University controls access to applications which are Administrative Information Systems (AIS). To authorize, remove, or change access to an AIS application, departmental personnel complete and route an AIS Access Request form. Completion and routing instructions for this form are included in this section.

NOTE: When an employee transfers to another department, the former department must notify ITS Phone and Administrative Accounts at 335-3355 to remove the employee's access to all previously authorized AIS applications. The employee's new department submits a completed Network Services Account Request form and new access request forms for each AIS application required for the employee's new duties and responsibilities. (See 85.37 regarding procedures for requesting a network services account.)

ITS automatically removes authorizations to all assigned AIS applications, usually within 24 hours of the date an employee separates from University employment.

Additional Requirements

Prior to completing and routing an AIS Access Request, the department should ensure that the following steps have been completed:

Mainframe Connection

The department must acquire appropriate equipment and software. Information Technology Services (ITS) personnel can assist the department with the purchase of equipment and connection software capable of accessing the University's mainframe computers. Contact the ITS Technical Assistance Center for assistance; telephone 335-5396.

Departments may obtain the free connection software, called QWS3270 or TN3270, by going to:

https://techstore.wsu.edu/softwareLibrary.aspx

Select MS Windows Software, then
Select the QWS3270 program to download;
or
Select Macintosh Software, then
Select the TN3270 program to download

Procedure Number

The department must have been assigned an active ITS procedure number to use the mainframe computer. ITS uses the procedure number to bill for computer usage. See 85.35.

AIS User ID

Before being allowed to access specific applications, each employee must be assigned an AIS User ID. See 85.37.

NOTE: The following applications may be accessed for inquiry only by anyone with a valid AIS User ID: Campus Automobile Reservation System (CARS), Purchasing/Accounts Payable/Receiving Application (PAPR), Service Center Billing/Stores Inventory (SCBAIMS), WSU Organizational Directory (WSUORG).

Security

Many AIS applications provide access to sensitive University data. Administrators are to exercise discretion when authorizing employee access to University applications and data. University employees with a demonstrated "need-to-know" may access online information. Administrators are responsible for ensuring that authorized employees are aware of data security requirements.

Release of Data

University employees and administrators are to refer questions regarding release of data in an AIS application to the responsible administrative office. Data is released in accordance with regulations in 90.05, 90.06, and 90.07. (Refer to the grid in the PDF version of 85.33.12 or on page two of the AIS Access Request for the responsible administrative office for each application.)

Documentation

Help and documentation are available online for most AIS applications.

Training

Training for each AIS application is provided by the responsible a dministrative office.

FORM COMPLETION

Complete a separate AIS Access Request form for each employee and for each application.

Use the AIS Access Request to obtain or update access to those general-use AIS applications discussed in this section and listed on the back of the form. Other more specialized AIS applications may have alternative procedures.

NOTE: The employee must obtain an AIS User ID prior to sending the AIS Access Request form to the applicable administrators for approval. See 85.37.

To obtain copies of the form, departments may choose from the following versions:

The following completion instructions are numerically keyed to the form sample in the PDF version of 85.33.3. Form sections without instructions are considered self-explanatory.

Existing AIS User ID (1)

Refer to 85.37 for application procedures if the employee does not have a current AIS User ID.

Area/Department No. (2)

Enter the number(s) for those areas/departments/unit's data to which the employee requires access or update capability.

If the Area/Department Number is not known, access the AIS application WSUORG to look up a number for a given department or area. Refer to 10.05 for more information about WSUORG.

Employee Title / Position Number (3)

Enter the employee's position title and position number. NOTE: This information is not required for applications to use the BALANCES, BRS, CARS, PAPR, PROPERTY, or SCBAIMS applications.

Add, Delete, Change (4)

Indicate the action desired.

The former department must notify ITS Phone and Administrative Accounts at 335-3355 to remove the employee's access to previously authorized AIS applications when:

NOTE: When a full-time employee terminates employment with WSU, ITS automatically removes the employee's authorizations to all AIS applications after the employee's separation date.

Application (5)

Enter the name or abbreviation of the desired application. Refer to this section or to the grid on the back of the form for a list of available applications. Enter only one application per form.

Functions or Options (6)

Enter desired functions or options. Refer to the application description in this section or the grid in the PDF version of 85.33.12 or on page two of the form.

Employee's Signature (7)

The employee must read the Appropriate Use Statement and sign the form before access may be authorized.

Department Chair's< Signature (8)

The form must be authorized by an administrator responsible for the areas/departments/units indicated on the form.

Routing

The department retains a copy and sends the original form to the responsible administrative office. Refer to the grid in the PDF version of 85.33.12 or on page two of the form for routing instructions.

The responsible administrative office indicates approval and any access restrictions.

If Information Technology Services (ITS) is involved in processing the request, the responsible administrative office retains a copy and sends the original to ITS. If ITS is not involved in request processing, the responsible administrative office retains the original.

Personnel from the responsible administrative office or ITS process the requested action and notify the departmental contact or employee.

AIS APPLICATIONS

The following discussion covers the most often accessed AIS applications and available options for those applications. For information regarding AIS applications which are not discussed in this section or the table in the PDF version of 85.33.12, contact the ITS PhoneDesk.

BALANCES: Account Balances/Detail

Authorized departmental personnel access University financial information systems, i.e., Account Balances/Detail.

Application Description

The Controller's Office updates account balances at the end of each business day.

An employee may access several types of reports, depending upon the level of authorized access and the employee’s needs.

Expenditure and revenue reports are available at budget and area levels. The reports may reflect breakdowns by object, subobject, program, subprogram, source, subsource, fund, subfund, or transaction detail.

Tables of codes used in the University's accounting system are available from this application, e.g., objects, subobjects, sources, subsources. To access Code Tables press the PF key indicated on the main menu.

Listings of University accounts are available from this application. To access this feature press the PF key indicated on the main menu.

Routing and Approval

Route a completed and approved AIS Access Request form to the General Accounting Manager in the Controller's Office. Controller's Office personnel verify and approve the request and then route the signed form to Information Technology Services.

Questions and Training

The Controller's Office personnel are available to answer questions and provide training for these systems.

BRS: Billing Receivables System

University departments and service centers process charge transactions for clients other than University departments through the University's Billing Receivables System (BRS).

Application Description

The University Receivables Section of the Controller's Office administers BRS and associated manual processes. University Receivables is located in French Administration 342.

Procedures

For general accounts receivable procedures applying to all University receivables systems (including BRS), see 30.56. See 30.57 for more information regarding the use of BRS.

Special Requirements

Collection Account

A University account is designated by the Controller's Office to receive collected revenues. See 30.15.

Legal Provisions

The University Receivables Office administers access to student receivables information in conformance with the provisions of the Family Educational Rights and Privacy Act of 1974 (Public Law 93-380) and WAC 504-21. Employees accessing University and student receivable accounts are to be familiar with these provisions.

Routing and Approval

Send the completed and approved AIS Access Request form to the University Receivables Office.

Questions and Training

University Receivables answers questions and provides training to authorized users of BRS.

Privacy Training

Each employee receiving access to BRS must complete the online student records privacy training before access is given. To access the online training, select the FERPA Test link on the Registrar's Office Network website at:

http://www.ronet.wsu.edu/

Employees must take FERPA training every three years to be current and eligible for access to student systems.

CARS: Campus Automobile Reservation System

Departments reserve Motor Pool motor vehicles through the Campus Automobile Reservation System (CARS).

CARS is available to all AIS users for inquiry purposes. Submit a completed and authorized AIS Access Request to obtain authorization to request vehicle reservations through CARS. Refer to 95.35 for more information regarding vehicle reservations.

Special Requirements

The employee reserves vehicles for all areas/departments/units indicated on the form.

A department must have an active blanket (requisition) number to reserve vehicles through CARS. See 70.05.

Routing and Approval

Send the completed and approved AIS Access Request form to the Motor Pool.

DEPPS: Departmental Personnel Payroll System

Authorized departmental personnel access employment information, report positive pay, and certify the departmental payroll through the Departmental Payroll Processing System (DEPPS).

Application Description

DEPPS provides information regarding:

A limited set of confidential employee personal data elements, e.g., last four-digits of social security number, are available to personnel who have received approval to access such restricted information. NOTE: Personnel with a demonstrated need to access all employee data elements may request access to the Higher Education Personnel Payroll System (HEPPS). See below.

Departmental Payroll Processing

Departments use the Departmental Payroll Processing function of DEPPS to report positive pay and to certify the departmental payroll. See 55.22 for information about Departmental Payroll Processing.

Special Requirements

University personnel who access employee records should be aware of University and state regulations regarding release of personnel records. Refer to 90.05 and 90.07.

Justification

If the requesting employee requires access to the restricted employee personal data elements available in DEPPS, include a justification in Comments.

Routing and Approval

The initiating department routes the completed and approved form to the Office of the Vice President for Finance and Administration.

Payroll Processing

The Office of the Vice President for Finance and Administration authorizes the department user for DEPPS inquiry access only. The initiating department must contact Payroll Services separately to request training and approval for the user to access the Departmental Payroll Processing function of DEPPS.

Questions and Training

Direct general questions regarding DEPPS to the Office of Human Resource Services. Contact Payroll Services with questions regarding Departmental Payroll Processing.

HEPPS: Higher Education Personnel Payroll System

Authorized personnel in departments with a demonstrated "need to know" access employment information through HEPPS.

HEPPS access is restricted to employees working in central University offices such as HRS, Payroll Services, and other employees with demonstrated business needs for access to all personnel data.

Application Description

HEPPS provides information regarding:

Departmental Payroll Processing

Departments with personnel who have been approved for HEPPS use the Departmental Payroll Processing function of HEPPS to report positive pay and to certify the departmental payroll. See 55.22 for information about Departmental Payroll Processing.

Special Requirements

University personnel who access employee records should be aware of University and state regulations regarding release of personnel records. Refer to 90.05 and 90.07.

Justification

Under Comments describe why the indicated employee requires access to all personnel data, including critical data elements such as full social security number.

Routing and Approval

The initiating department routes the completed and approved form to the Office of the Vice President for Finance and Administration.

Payroll Processing

The Office of the Vice President for Finance and Administration authorizes the department user for HEPPS inquiry access only. The initiating department must contact Payroll Services separately to request training and approval for the user to access the Departmental Payroll Processing function of HEPPS.

Questions and Training

Direct general questions regarding HEPPS to the Office of Human Resource Services. Contact Payroll Services with questions regarding Departmental Payroll Processing.

OARS: Official Academic Records System

University employees with a demonstrated "need-to-know" access the Official Academic Records System (OARS) which includes current student education, directory, and enrollment records.

Application Description

Use OARS to access the following data:

Special Requirements

Legal Provisions

The Registrar's Office administers access to student records in conformance with the provisions of the Family Educational Rights and Privacy Act of 1974 (Public Law 93-380) and WAC 504-21. For information regarding access to student records see 90.05 and 90.06.

Justification

Under Comments describe why the indicated employee requires access to student records.

Routing and Approval

Send the completed and approved AIS Access Request to the Registrar's Office.

Questions and Training

Contact the Registrar's Office for answers to questions regarding OARS or to schedule training.

Privacy Training

Each employee receiving access to OARS must complete the online student records privacy training before access is given. To access the online training, select the FERPA Test link on the Registrar's Office Network website at:

http://www.ronet.wsu.edu/

Employees must take FERPA training every three years to be current and eligible for access to student systems.

PAPR: Department Order

Departmental personnel prepare orders for purchases of up to the direct buy limit and place the orders directly with vendors.

Application Description

Refer to 70.07 for a description of Department Orders.

Routing and Approval

Route a completed and approved AIS Access Request to Purchasing Services.

NOTE: This authorization grants the user the ability to prepare Department Orders. It does not include expenditure authority to approve departmental purchases.

Questions and Training

Contact Purchasing Services for answers to questions regarding the Department Order or to schedule training.

PAPR: Electronic Departmental Requisition

Departmental personnel prepare and authorize electronic Departmental Requisitions for purchases processed through Purchasing Services.

Application Description

Refer to 70.10 for a description of Departmental Requisitions.

Routing and Approval

Route a completed and approved AIS Access Request to Purchasing Services.

Questions and Training

Contact Purchasing Services for answers to questions regarding the Departmental Requisition or to schedule training.

PROPERTY: Equipment Inventory

Departmental personnel review unit equipment inventory records by directly accessing the Property AIS application.

Application Description

Refer to 20.50 for complete information about equipment inventory.

Departmental personnel access records by location, department, account number, inventory number, item number, or voucher number.

If departmental personnel directly update records online, completion of Inventory Control Reports is not required. To obtain authorization to directly update records, request update capability on the AIS Access Request under Options. See also 20.50.

Routing and Approval

Route a completed and approved AIS Access Request to the Property Inventory Section of the Controller's Office.

Questions and Training

Contact the Property Inventory Section of the Controller's Office for answers to questions regarding Property or to schedule training.

SCBAIMS: University Stores Ordering

Departmental employees may order University Stores items online. NOTE: Employees access the University Stores Ordering system by web browser, rather than through the SCBAIMS AIS application using the QWS3270 or TN3270 program. The browser-based University Stores Ordering system links internally to SCBAIMS to verify that the employee is authorized for University Stores purchases.

To access the online University Stores Ordering system, go to:

https://webapps.wsu.edu/ais/centralstores/

Special Requirements

The employee orders items for all areas/departments/units or expense accounts indicated on the form.

A department must have an active blanket (requisition) number in order to use the computer to purchase items from University Stores. See 70.06.

Routing and Approval

Send the completed and approved AIS Access Request to University Stores.

University Stores contacts the requesting employee after processing the request. Allow one week for processing.

SCBAIMS: Service Center Billing System

Service centers may request access to the Service Center Billing System which provides automated client billing. Refer to 30.15 for more information regarding service centers.

Special Requirements

Indicate the name of the service center under Comments.

Routing and Approval

Route a completed and approved AIS Access Request to the Controller's Office.

SOS: Service Order System

Housing and Dining Maintenance Services maintains an online Service Order System (SOS) that tracks maintenance projects Housing and Dining Maintenance Services is completing for University departments and colleges. Authorized University personnel submit service orders and access service order information for their areas and departments.

Special Requirements

Housing and Dining Maintenance Services assigns each project a log number which is used to access the status of the project.

Routing and Approval

Route a completed and approved AIS Access Request to Housing and Dining Maintenance Services.

Questions and Training

Contact Housing and Dining Maintenance Services for additional information about SOS; telephone 335-1541.

SRTS: Student Records Transcript System

University employees with a demonstrated "need-to-know" access the Student Records Transcript System (SRTS) which includes the complete official academic record for current students.

Application Description

Use SRTS to access any current student's official academic record.

Special Requirements

Legal Provisions

The Registrar's Office administers access to student records in conformance with the provisions of the Family Educational Rights and Privacy Act of 1974 (Public Law 93-380) and WAC 504-21. For information regarding access to student records see 90.05 and 90.06.

Justification

Under Comments describe why the indicated employee requires access to student records.

Routing and Approval

Send the completed and approved AIS Access Request to the Registrar's Office.

Questions and Training

Contact the Registrar's Office for answers to questions regarding SRTS or to schedule training.

Privacy Training

Each employee receiving access to SRTS must complete the online student records privacy training before access is given. To access the online training, select the FERPA Test link on the Registrar's Office Network website at:

http://www.ronet.wsu.edu/

Employees must take FERPA training every three years to be current and eligible for access to student systems.

See the PDF form:
85.33.13-14: AIS Access Request
Complete and/or print as needed.