FMS Workflow/Security Roles
The Oracle PeopleSoft Financial Management Solution (FMS) is designed to provide each department the ability to assign financial
responsibilities to specific staff members. This enables the University to maintain proper accounting/auditing practices
as financial business such as purchasing and fund transfers are enacted. When assigning staff members to roles, departments
will be required to maintain clear separation of duties so that the appropriate checks and balances can be maintained. Thus,
the requester role and budget administrator role cannot be assigned to the same staff member for a specific appropriation
budget.
FMS is also designed to minimize the use of paper documents in financial business processing. This is accomplished through
the use of automated workflow and electronic approvals. Automated workflow routes the electronic document associated with
a department's purchase to the individuals assigned to approve the purchase depending on the dollar amount of the purchase,
the requisition will be routed from requester to budget administrator to senior administrator to Vice President, so that all
required approvals are obtained. The approvals are captured electronically and connected to the purchasing requisition for
tracking and reporting. In FMS purchase orders will not be generated without the required electronic approvals. Each department
will have staff members assigned to roles for each appropriation budget being maintained.
The following spreadsheet (provided in Excel and pdf format) has been sent to each Senior Budget Administrator asking for
verification of individuals assigned to each role. It is important that appropriate individuals be identified and trained
for each role. Any updates received from Senior Budget Administrators will be reflected in the posted spreadsheet on a weekly
basis.
Listing of Budget Administrators and Requesters - Excel format
Listing of Budget Administrators and Requesters - pdf format 
(last updated 8-10-07)
FMS Alternate Workflow Approver Form
To provide continuing and timely flow of requisitions, consistent monitoring of purchasing workflow is essential. When there
is a prolonged absence (planned or unplanned) away from campus, a FMS alternate workflow can be assigned. In order to have
an alternate workflow assigned, please follow the instructions provided on the form in order to appropriately complete and
submit the FMS Alternate Workflow Approver form provided below. Please allow one week for request processing.
FMS Alternate Workflow Approver Form
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