If you have been granted authority, you may have received an email indicating that there are training or qualification tasks you need to complete before the authority can be activated. The prerequisites you need to complete are listed in the email, or you may look up your current prerequisites status by following the instructions below:
- Log in to Authority Manager and click the Current Authority tab.
- Look in the status column for pending prerequisites.
- Click the icon to see a list of prerequisites and their current status.
How to complete prerequisites
Enroll in all training via STARS in Axess (see the Learning Management System (STARS) Tools page for instructions). If you complete a tutorial without enrolling via STARS, you may not be credited for the course, and your authority will not be activated. For more details, see below.
| Most common prerequisites | Enroll in... |
|---|---|
|
Cost Policy Training |
» Understanding Cost Policy (ORA-1101) Required for Student GFS privileges » Using Stanford Chart of Accounts (FIN-0102) |
|
Financial Stewardship Expectations |
» Enroll in and complete the Financial Stewardship Expectations in STARS (FIN-PROG-0020) Required for all Oracle Financial system and OBI Financial Reporting privileges. Requires annual recertification. |
|
Student Administration Training |
» See the PeopleSoft Training Requirements page Required for all Student Administration privileges. |
| iSpace prerequisites | |
|
iSpace Confidentiality Agreement |
» Sign the iSpace Confidentiality Agreement online (in STARS) Required for Space Management privileges |
| Oracle Financials prerequisites | » see also Fingate - Financial System and Reporting Authority |
|
Financial Stewardship Expectations Training |
» Financial Stewardship Expectations (FIN-PROG-0020) Required for all Oracle Financial system and OBI Financial Reporting privileges. Requires annual recertification. |
|
Internet Procurement (iProcurement) Training |
» Preferred Purchasing Methods (FIN-0420) Required for SU iProcurement privilege which includes access to Amazon Business, SmartMart Catalog Suppliers, Non-Catalog Requests and SmartMart Contracts. Learn about iProcurement Systems. |
|
Expense Requests Training |
» Introduction to the Expense Requests System (FIN-0500) Required for SU Expense Requests privilege. Learn about the Expense Requests System. |
|
PCard Training |
» PCard Policy and Procedure (FIN-0450) Required for PCard holder and PCard Verifier privileges. Learn about the PCard system. |
|
Labor Schedules Training |
» Labor Schedules (FIN-0510) Required for SU Labor Distribution Schedular privileges. Learn about the Labor Schedules system. |
|
Labor Distribution Adjustments Training |
» Labor Distribution Adjustments (FIN-0520) Required for SU LD Distribution Adjuster privilege. Learn about the Labor Distribution Adjustments system. |
|
OBI Financial Reporting Training |
Introduction to OBI Financial Reporting (FIN-0340) Required for Report Viewer privilege. Learn about OBI Financial Reporting systems. |
|
Oracle Transaction Approval Training |
Approving Financial Transactions (FIN-PROG-0103) Required for Requisition, Expense Journal and Labor Distribution approval privileges. Learn about Financial Transaction Approval. |
| PeopleSoft HR prerequisites | » see also HR Admin Training |
| PeopleSoft SA prerequisites | |
|
PeopleSoft Training Requirements |
» Follow the instructions here: PeopleSoft Training Requirements |
| STARS Administrator prerequisites | |
|
Enrollment Administrator Training |
» STARS v9 Certification (Enrollment Administrator) |
| Learning Administrator Training | » STARS v9 Certification (Learning Administrator) (STAR-PROG-0005) Required to perform the learning administrator role for training programs administered through STARS. |
| Learning Report Administrator | » STARS Confidentiality Agreement (STAR-0002) Required for all STARS Learning Report Administrators. Enroll and complete through STARS. |
| Daily Gift Mail |
OOD-0001: Daily Gift Mail Subscriber Training Required training to be eligible to receive Daily Gift Mail notifications |
Steps to complete training
This section gives an overview of how your prerequisite status flows through the University business systems, and how soon you can expect your authority to be activated.
- You complete the prerequisite.
- You can complete prerequisites before or after the authority is granted. You will receive a reminder email if you haven't completed a prerequisite after 14 days. (After 300 days, any pending authority for which you still have not completed prereqs will be invalidated.)
- Register in STARS to complete most training.
- Clarify with your manager or the person granting you authority which course to take.
- A person or an automated process records your status.
- Online/self-paced or classroom training: In most cases, STARS updates your completed status automatically. Updates are posted four times daily, between 9:30 a.m. and 9:30 p.m.
- Signature required: On receipt of your signed confidentiality agreement, Controllers Office staff update your completed status. OR on receipt of your certificate of completion, AS staff update your completed status.
- Allow 1-2 business days for inter-office mail.
- Allow 1-2 business days for staff to update your status.
- Authority Manager is notified.
- Background processes run continually to check for status changes and update your information as needed. For about 15 minutes (to a maximum of two hours), your status will display as pending but complete.
- Oracle Financials, PeopleSoft, ReportMart, etc. are notified.
- Authority Manager sends a message to the business systems to let them know your authority can be activated.
- For about 15 minutes (to a maximum of two hours), your status will display as active in Authority Manager, but is not yet effective in the business systems.
When will my prerequisites status be updated?
If it's taking significantly more time to activate your authority than the guidelines above indicate, please submit a Help ticket to let us know that processing may be stalled.
