Sponsored Research: Security Roles

Cost Analysis Roles

End User

Role NameDescription
UF_N_CA_IMAG_CLIENT_MAXThis role is employees in Cost Analysis & Construction Accounting (CA) who need to view and update departmental documents in the OnBase enterprise document management (EDM) system. Document Types:  Access to all documents within Cost Analysis & Construction Accounting. Permissions: • Retrieve and View Documents • Retrieve via Queries • Use Envelopes • Upload (From File) • Scan • Batch Indexing • Delete Documents • Modify/Redact • View Notes • Add/Edit Notes • Re-Index • Save To File • Email • Print • View Document History • View Revisions
Password Level (3)
UF_N_CA_IMAG_CLIENT_UPDATEThis role is for employees in Cost Analysis & Construction Accounting (CA) who need to view and update departmental documents in the OnBase enterprise document management (EDM) system. Document Types: Access to all documents within Cost Analysis & Construction Accounting. Permissions:
  • Retrieve and View Documents
  • Retrieve via Queries
  • Use Envelopes
  • Upload (From File)
  • Modify/Redact
  • Delete Documents
  • View Notes
  • Add/Edit Notes
  • Re-Index
  • Save To File
  • Email
  • Print
  • View Document History
  • View Revisions
Password Level (3)
UF_N_CA_IMAG_CLIENT_VIEWThis role is employees in Cost Analysis & Construction Accounting (CA) who need to view departmental documents in the OnBase enterprise document management (EDM) system. Document Types:  Access to all documents within Cost Analysis & Construction Accounting. Permissions: • Retrieve and View Documents and Folders • Retrieve via Queries • View Notes • Save to File • Email • Print
Password Level (3)
UF_N_IND_COST_SP_ALLOC_AUTH

Authorize space allocation. For dean, director or department chair or their designee (who must be, at least, a high–level TEAMS Exempt employee who is knowledgeable of the operations of the unit.)

When requesting the role you must include the DeptID in the Authority Area. User is only allowed one indirect cost space role.

Space training recommended for new users. Please contact Cost Analysis (352) 392-5778 or spacealloc@admin.ufl.edu for additional information.

Password Level (3)
Conflicting Roles:

UF_N_IND_COST_SP_ALLOC_CERTIFY

UF_N_IND_COST_SP_ALLOC_BROWSE

Browse space allocation.

When requesting the role you must include the DeptID in the Authority Area.  Contract &Grant employees who need access to all space should use ALL instead of DeptID.  User is only allowed one indirect cost space role.

Space training recommended for new users. Please contact Cost Analysis (352) 392-5778 or spacealloc@admin.ufl.edu for additional information.

Password Level (3)
UF_N_IND_COST_SP_ALLOC_CERTIFY

Certify space allocation.

When requesting the role you must include the DeptID in the Authority Area. User is only allowed one indirect cost space role.

Mandatory space training required for new users. Please contact Cost Analysis (352) 392-5778 or spacealloc@admin.ufl.edu for additional information.

Password Level (3)
Conflicting Roles:

UF_N_IND_COST_SP_ALLOC_AUTH

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Core User

Role NameDescription
UF_GM_FRINGEThis is a core office role for Cost Analysis granting access to Grants module to:
  • Setup fringe rate
Password Level (4)
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Grants Roles

End User

Role NameDescription
UF_GM_ELIGIBLE_PIThis is an end user role for college and departmental users granting access to the Grants module to:
  • View proposals
(Grants Department ID security must also be requested by DSA)
Password Level (3)
UF_GM_FACULTY_REPORTINGThis role is intended for faculty who need access to Monthly Financial Reports (MFRs) and PI Summary Reports in Enterprise Reporting.
Password Level (3)
UF_GM_PROPOSALSThis is an end user role for college and departmental users granting access to the Grants module to:
  • View proposals
  • Monthly Financial Reports (MFRs) and PI Summary Reports, as well as the ability to build custom and ad hoc queries on PeopleSoft Grants data in the data warehouse.
Grants access to the UFIRST grants management system to:
  • View and edit proposal and award records
Additional business unit role required for workflow:  UF_SY_BUSUNIT_UFLOR (for end users) or UF_SY_BUSUNIT_ALL (for core offices). Grants Security, which determines what proposals a user can see based on department ID, must also be entered by the DSA.
Password Level (3)
Training Requirements:

RSH207 - Effort Commitments, Management, and Reporting
RSH260 - Cost Principles

UF_N_GM_424_SUBMITEnd user role approved by the Division of Sponsored Programs (DSP) granting access within the UFIRST application to:
  • Submit the SF424 forms to grants.gov
  • Delegate submission authority
Password Level (3)
UF_N_GM_COMPLIANCE_SPECIALISTCompliance Specialists have view access to the award in all states. They are responsible for reviewing the FCOI forms submitted by all key personnel and managing any potential conflicts. They are also responsible for reviewing and managing export control for the award.
Password Level (3)
UF_N_GM_DOCUMENT_NEGOTIATOREnd user role approved by the Division of Sponsored Programs (DSP) granting access to manage document reviews within the UFIRST grants management system.
Password Level (3)
UF_N_GM_GLOBAL_VIEWEnd user role granting access for non-administrators to view proposal and award records within the UFIRST grants management system.
Password Level (3)
UF_N_GM_GRANTS_APPROVEREnd user role granting access to workflow approval functions within the UFIRST grants management system.
Password Level (3)
UF_N_GM_NONEMPLOYEEThis role will be requested for Non-UF Employees requiring access to UFIRST application. This will allow base level access into Click Grants (UFIRST) to create, view and edit Funding Proposals.
Password Level (3)
UF_N_GM_WORKFLOW_ADMINISTRATOREnd user role approved by the Division of Sponsored Programs (DSP) granting access within the UFIRST grants management system to:
  • Update department access for grant administrators
  • Update workflow approvers by department
Password Level (3)
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Core User

Role NameDescription
UF_FI_SUPER_USEREnterprise University Systems Functional Business Analyst role granting access for general support of UF's ERP systems.
Password Level (4)
UF_GM_CASH_BASED_SETUPThis is a core office role granting access to the Grants module to manage information for Cash-Based projects. Ensure that each UFID is granted the GC_FUND rule for proper access to Budget Journals.
  • Manage Cash-Based Projects - Manage projects, manage Project Budgets (Create/ Release), manage project team, manage cash_based project dates, view professional information, maintain Userfields (Project General Info)
  • Maintain UF budget attributes and definitions for cash-based projects
  • Load and create cash-based projects in mass
  • Manage Department - Establish and update department name, major subdivision, address and attributes
Password Level (4)
UF_GM_COREThis is a core office role for Contracts and Grants Accounting granting access to the Grants module to:
  • Create, copy proposals and start proposal workflow
  • Submit and finalize proposals
  • Create and update sponsor information
  • Manage Grants - Manage awards/projects, manage project costing, manage Project Budgets (Create/ Release), manage customer contracts, view professional information
  • Maintain UF budget definition
  • Review proposal approval history
  • Run Effort Reporting Cost Share interface
  • Load and Review 3rd Party Transactions into project costing module
  • Load and create projects in mass
  • Manage Department - Establish and update department name, major subdivision, address and attributes
Password Level (4)
Conflicting Roles:

UF_AR_CASHIER
UF_AR_CORE
UF_AR_DEPOSIT_CONTROL

UF_GM_DSRThis is a core office role for Division of Sponsor Research (DSR) granting access to Grants module to:
  • Create, copy proposals and start proposal workflow
  • Approve proposals for proposal workflow
  • Submit and finalize proposals
  • Update professional information, PI eligibility and employee data
  • Create/update sponsor information
  • Set up Proposal Work Flow Roles and Dept
  • Review proposal approval history
  • Run Effort Reporting Cost Share interface
  • Load and Review 3rd Party Transactions into project costing module
  • Load and create projects in mass
  • Manage Department - Establish and update department name, major subdivision, address and attributes
Grants access to the UFIRST grants management system to:
  • View and edit proposal and award records
  • Override workflow approvals
Password Level (4)
Conflicting Roles:

UF_BI_ADMINISTRATOR

UF_GM_MANAGERThis is a core office role for Contracts and Grants Accounting granting access to Grants module to:
  • Create, copy proposals and start proposal workflow
  • Submit and finalize proposals
  • Create/update sponsor information
  • Manage Grants - Manage awards/projects, manage project costing, manage Project Budgets (Create/ Release), manage customer contracts, view professional information
  • System setup
  • Run ad-hoc batch processes
  • Maintain UF budget definition
  • Review proposal approval history
  • Run Effort Reporting Cost Share interface
  • Load and Review 3rd Party Transactions into project costing module
  • Load and create projects in mass
  • Manage Department - Establish and update department name, major subdivision, address and attributes
  • Review Award integration errors
Password Level (4)
Conflicting Roles:

UF_AR_CASHIER
UF_AR_CORE
UF_AR_DEPOSIT_CONTROL

UF_N_GM_CG_STAFFThis is a core office role for Contracts and Grants staff to ensure the correct chart field data is entered for each project in the award and initiate the PeopleSoft integration.
Password Level (4)
UF_N_GM_DSP_SITE_ADMINThis role will grant configuration capabilities within the UFIRST grants management system to senior core office administrators in the Division of Sponsored Programs (DSP).
Password Level (4)
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UFIT

Role NameDescription
UF_N_GM_CLICK_SITE_MGRThis role will grant application administrator access to the UFIRST grants management system.
Password Level (5)
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Reporting

Role NameDescription
UF_FI_UNIVERSAL_INQUIRYThis is a core office and end user role granting general view only access across all financial modules and financial data in Enterprise Reporting (The ER_User role is necessary for general entry into Enterprise Reporting). The modules that can be accessed by this role are:
  • Accounts payables
  • Accounts receivables
  • Asset management
  • Billing
  • Commitment Control
  • General ledger
  • Grants
  • Project costing
  • Purchasing
  • Travel and Expenses
Password Level (3)
Training Requirements:

Recommended, but not required, training:

PST910 Enterprise Reporting: Basics
PST950 Budget and Commitment Cntrl 9.1

UF_GM_ELIGIBLE_PIThis is an end user role for college and departmental users granting access to the Grants module to:
  • View proposals
(Grants Department ID security must also be requested by DSA)
Password Level (3)
UF_GM_PROPOSALSThis is an end user role for college and departmental users granting access to the Grants module to:
  • View proposals
  • Monthly Financial Reports (MFRs) and PI Summary Reports, as well as the ability to build custom and ad hoc queries on PeopleSoft Grants data in the data warehouse.
Grants access to the UFIRST grants management system to:
  • View and edit proposal and award records
Additional business unit role required for workflow:  UF_SY_BUSUNIT_UFLOR (for end users) or UF_SY_BUSUNIT_ALL (for core offices). Grants Security, which determines what proposals a user can see based on department ID, must also be entered by the DSA.
Password Level (3)
Training Requirements:

RSH207 - Effort Commitments, Management, and Reporting
RSH260 - Cost Principles

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Research Participant Payments Roles

End User

Role NameDescription
UF_FI_RPP_ SFR_APPROVERThis is an end-user role granting access to the RPP module’s Study Fund Request page to:
  • Approve or deny Study Fund Requests
  • View Study Fund Request including Team Members
  • Run reports for Study Fund Request and Payment Log information
 
Password Level (3)
Training Requirements:

RSH320 Research Participant Payments for Fiscal Administrators

UF_FI_RPP_PROCESSORThis is an end-user role granting access to the RPP module’s Payment Log page to:
  • Create, update, and modify Research Participant information
  • Create, update, and modify payments to Research Participants
  • View Bank Activity Inquiry
  • Run reports for Study Fund Request and Payment Log information
  • Create, update, modify and submit study fund requests for approval
  • Add/edit specific Institutional Review Board related data and Team Members
  • Request Replenishment to an approved SFRs
Password Level (3)
Training Requirements:

PRV800 HIPAA & Privacy--General Awareness

RSH320 Research Participant Payments for Fiscal Administrators

PRV804 Protecting Social Security Numbers & Identity Theft Prevention

UF_FI_RPP_VIEWERThis is an end-user role granting access to the Research Participant payment module’s Study Fund Request (SFR) page and Payment Log data to:
  • View access to Research Participants and Payments pages
  • Run reports for Study Fund Request and Payment Log information
  • View SFR, Replenishment and Team Member pages
Password Level (3)
Training Requirements:

PRV800 HIPAA & Privacy--General Awareness

PRV804 Protecting Social Security Numbers & Identity Theft Prevention

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Core User

Role NameDescription
UF_FI_HIPAA_COMPLIANCEThis is a core office role granting access to the review log information of viewed and modified HIPAA data in the Human Subject Payment module.
Password Level (4)
UF_FI_HSP_ADMINThis is a core office role for Treasury Management granting access to the Human Subject Payment module to:
  • Update Study Fund Requests
  • View Participants
  • Update Replenishments
  • View Payment Logs
  • Update Payment Details
  • View Bank Activity Inquiry
  • Run reports for Study Fund Request and Payment Log information
  • Add/Update/Correction to:  Vendor, Payment Type, Workflow setup/configuration, Tier levels
  • Query Tree Security:  New Access Groups and New Query Tree
Password Level (5)
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UFIT

Role NameDescription
UF_FI_HSP_SUPPORTThis is an Enterprise Systems role granting database access to the restricted tables in the Human Subject Payment module.
Password Level (5)
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