Access to the Shared Financial System is maintained by the SFS Security Team.

Security Processes

Trouble Logging In?

  • Cannot remember password
  • Error when logging on
  • Locked Account

Contact: help@doit.wisc.edu or call the DoIT Help Desk at 608-264-4357 and choose option 2. Have the following information ready if possible:

Employee ID (8 Character)

SFS Environment in which the security issue exists

Other Questions About SFS?

Contact: uwsaproblemsolvers@maillist.uwsa.edu

Resources for BU Admins

SFS GEN.1.01- Defining User Preferences in SFS

SFS Emergency Access Policy

Role Conversion List (AP/PO)

Separation of Duties Matrix

Who Needs to Sign a Form?

Adding Financials Access for UW Staff (ie: AP, PO, GL, etc.)

Adding Grants Access (Milwaukee and Extension)

Adding Grants Access (Madison)

Adding Expense Module Access (Madison)

Adding Access for Individuals that are not UW employees

BU Admin or Module Steward Requesting Access for Own Account

Removing Access

SFS Security Processing

  • All * fields on the SFS Security Authorization Form must be filled in, or Security could delay or reject the form.
  • The latest form must be used, or Security could delay or reject the form.

Granting Access (Provisioning)

For most instances:

  • The user must sign the form.
  • Supervisor's signature is not required but is recommended.
  • A BU Admin must sign the form.

If the requester is a BU Admin:

If the requester is a UW Madison employee, for either the Grants (GM) or Expense (EX) modules:

If the requester is asking for technical roles:

If the requester is a non-employee:

  • Indicate on the form that the requester is not an employee and the project on which the individual is working.

  • A Person of Interest (POI) must be created for the individual in HRS before the SFS security form is submitted. Local HR staff should be contacted to set up a POI.

If the requester is an auditor:

  • Internal auditors should be treated as normal employees.

  • External auditors (LAB, etc.) require a Financial Module Steward signature and should be granted the "UW_Base_User" role.

Removing Access (De-provisioning)

  • Only a BU Admin or Module Steward signature is required.
  • There are no restrictions on self-signature. BU Admins and Module Stewards may sign forms removing access from their own accounts.
  • Emergency access removals are allowed, but will require follow-up paperwork.

Signature Proofing Rules

Note: Please see official training material on Wiki for more detailed process steps.

  • Must have user signature for adding roles.
  • Supervisor signature is recommended but not required for adding roles.
  • Must have a BU Admin or Module Steward from the same specific campus of the user. (Module Steward trumps BU Admin, if in doubt.)
  • Must date/time stamp the form for the date/time received.
  • Must validate the user in employment system.
  • Must complete in 2 business days from the time of receipt of a valid and correct form.
  • Must contact BU Admin via email, or directly, with form issues as soon as an error is identified.
  • DoIT Security will consult the SFS Role Catalog for additional roles not listed on the SFS Security Authorization Form.

Multi-Factor Authentication (MFA) was implemented for SFS in June of 2014. Users with core access to SFS are required to provide MFA credentials in addition to the traditional user name and password to gain access to SFS. MFA was implemented to enhance the security of the authentication process for SFS. A One Time Password (OTP) device is used for the additional credentials.

How to Request a One Time Password (OTP) Device:

Requesting An OTP Device

How to Request a One Time Password (OTP) Device When Not Based on a Campus:

DoIT Helpdesk Webpage

Trouble With Multi-Factor/One Time Password?

See the Process Overview

Security Contacts

Module Stewards are the Data Owners

ModuleSteward NameEmailPhone
DoITTammie Hodgsontammie.hodgson@wisc.edu608-342-6051

DoIT Module Steward:
Needs to sign for anyone requesting a DoIT/technical role. May also be the supervisor.
DoIT Module Steward signature is needed for DoIT/technical role access by functional staff.

FinancialsJulie Gordonjgordon@uwsa.edu608-262-1803
Financials Module Steward:
Has been delegated to BU Admins at each campus from the SFS Change Manager.
Financial Module Steward signature is need for financial role access by DoIT/technical staff.
Grants for UW MadisonMark Sweetmasweet@rsp.wisc.edu608-265-9252
Grants for UW Madison:
UW Madison employees requesting Grants module access need the UW Madison Grants Module Steward signature. This includes BU Admins adding their own Grants module access.
Expense for UW MadisonStefanie Meruccismerucci@bussvc.wisc.edu608-265-1123

Expense for UW Madison:
UW Madison employees requesting Expense module access need the UW Madison Expense Module Steward signature. This includes BU Admins adding their own Expense module access.

Any question regarding the owner of a role is answered in the SFS Role Catalog file which is maintained for Security.

 

A Business Unit Administrator (BU Admin) at an institution is responsible for security requests, campus configuration changes, user preference setup and other items.  The current BU Admin for your institution is below:

(Updated 02/02/15)

Institution  BU Admin  Email Address Phone
UW Colleges Laurie Grigg laurie.grigg@uwc.edu 608-263-3191
  Diana Wollman diana.wollman@uwc.edu 608-263-1697
  Shelley Miller shelley.miller@uwc.edu 608-890-1926
UW Eau Claire Jackie Kriesel kriesejd@uwec.edu 715-836-2520
  Charlotte Spencer spenceca@uwec.edu 715-836-4073
UW Extension Margaret Erickson margaret.erickson@uwex.edu 608-263-6470
  Jean Storandt jean.storandt@uwex.edu 608-265-6645
  Bob Price bob.price@uwex.edu 608-262-1979
  Janet Waldburger janet.waldburger@uwex.edu 608-265-6787
UW Green Bay Lisa Jackovich jackovil@uwgb.edu 920-465-2968
  SuAnn Detampel detampes@uwgb.edu 920-465-2302
**For HRS Users Andrew Bade abade@uwsa.edu 608-262-0510
  Tami Eberle teberle@uwsa.edu 608-265-0634
UW La Crosse Jason Steiner jsteiner@uwlax.edu 608-785-8550
UW Madison Susie Maloney smaloney@bussvc.wisc.edu 608-890-3220
  John Jameson jjameson@bussvc.wisc.edu 608-890-0253
UW Madison- DoIT Stefan Wahe stefan.wahe@wisc.edu 608-265-1177
  Christine Glasson christine.glasson@wisc.edu 608-890-0680
UW Milwaukee Dave Rice riced@uwm.edu 414-229-6652
  Tom Osmanski osmansk3@uwm.edu 414-229-5240
UW Oshkosh Deborah Matulle matulle@uwosh.edu 920-424-3318
  Lori Worm worm@uwosh.edu 920-424-3033
UW Parkside Scott Menke menke@uwp.edu 262-595-2155
  Jennifer Agerholm agerholm@uwp.edu 262-595-2781
  Beth Fredrick frederib@uwp.edu 262-595-2608
UW Platteville Cathy Riedl-Farrey riedlfac@uwplatt.edu 608-342-1435
  Brian Bird birdbr@uwplatt.edu 608-342-1107
UW River Falls Dave Sorenson david.g.sorenson@uwrf.edu 715-425-3905
  Joel Heuschele joel.heuschele@uwrf.edu 715-425-3265
UW Stevens Point Bo Dedeker bo.dedeker@uwsp.edu 715-346-3999
  Terri Chang tchang@uwsp.edu 715-346-4692
  Mark Cychosz mcychosz@uwsp.edu 715-346-4001
UW Stout Kim Schulte-Shoberg schulte-shobergk@uwstout.edu 715-232-1285
  Kary Smith smithkar@uwstout.edu 715-232-2344
UW Superior Rob Waksdahl rwaksdah@uwsuper.edu 715-394-8350
  Jeff Kahler jkahler@uwsuper.edu 715-394-8473
UW System Admin. Eric Engbloom eengbloom@uwsa.edu 608-265-5794
  Ginger Hintz ghintz@uwsa.edu 608-262-6010
UW Whitewater Trisha Barber barbert@uww.edu 262-472-2877
  Dawn Marsh marshd@uww.edu 262-472-5674