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Access Services

Campus Wide Access

Financial Accounting and Expenditure Control

Data Custodian:Chad Cleveland 706-542-1197

The UGA Financial Accounting system is updated nightly with transactions processed through the close of business on the previous day. (Certain intra-University billings, however, such as Central Office Supply and telephone charges, are updated only on a monthly basis.)

Clients in campus departments may access the system by using the 12-digit account number or by other references such as purchase request number, as long as that purchase request number is applicable to a 12-digit account number for which the campus client is authorized access.

In addition to IMS databases, Accounting data is stored in DB2 tables, which provide ad hoc reporting capability for campus clients using QMF (Query Management Facility) and ARROW.

Use the service request form to request access.

Budget

Data Custodian:Budget Office 706-542-2802

The UGA Budget IMS and WebDFS Systems allows authorized University employees read only access to their departmental budgets. Screens are available for viewing personal services positions, total budget and expenditures by 17-digit account number, and employee personnel report and budget amendment documents.

DB2 Tables are updated nightly, making the Query Management Facility (QMF) and ARROW available for ad hoc reporting. Access to these tables is included with the IMS access described above.

Four years of data (the current year plus three previous years) are available online.

Use the service request form to request access.

Chemical Inventory Reporting System

Data Custodian:Christopher Smith 706-542-5299

This inventory system contains information about hazardous chemicals located on campus, both stored and in use, and provides accountability to comply with federal law. The on-line inventory is automatically updated when a chemical is shipped from Central Research Stores to a campus location, and includes explanations of how chemicals are dispensed.

Anyone working in an area that stores hazardous chemicals on campus should maintain a current inventory in the Chemical Inventory database.

Use the service request form to request access.

Equipment Inventory

Data Custodian:Penny Gheesling 706-542-6988

UGA Equipment Inventory information available for campus-wide access is a subset of the UGA Inventory database. In addition to IMS database, this information is available for campus-wide access using DB2 tables, which provide ad hoc reporting capability for campus clients for QMF (Query Management Facility) and ARROW reporting.

Authorized clients may access information about equipment within the departments for which they are responsible. This includes equipment descriptions, date received, serial numbers, location, cost, etc.

Use the service request form to request access.

Payroll QMF

Data Custodian:Julie Camp 706-542-6974

UGA Payroll information available for campus-wide access is a subset of the UGA Employee database. In addition to IMS databases, this information is available for campus-wide access using DB2 tables, which provide ad hoc reporting capability for campus clients using QMF (Query Management Facility) and ARROW reporting.

Authorized clients may access information about staff and faculty within the departments for which they are responsible. This includes basic employee and payment information.

Due to the sensitive nature of this data, clients requesting access may be interviewed by the data custodian to determine that a valid "need to know" situation exists.

Use the service request form to request access.

Personnel

Data Custodian:Daniel Baker 706-542-2222

UGA Personnel information available for campus-wide access is a subset of the UGA Employee database. This information is available using Information Management System (IMS) screens and Query Management Facility (QMF) reporting. DB2 tables for the QMF reporting are updated nightly.

Authorized clients may access information about staff and faculty within the departments for which they are responsible. This includes basic employee and payment information.

Due to the sensitive nature of this data, clients requesting access may be interviewed by the data custodian to determine that a valid "need to know" situation exists.

Use the service request form to request access.

Athena

Data Custodian:
Record Services and Registration Office, Office of the Registrar
University of Georgia
105 Holmes/Hunter Academic Building
Athens, GA 30602-6113
706-542-6904

The Athena student information system provides instructional units with an electronic means of managing course offerings. All updates will be applied directly to the course offerings database used to register students.

The academic units use this system for the loading of course offerings, the ongoing application of changes to class sections and the issuing of electronic approval for students to register in courses with restrictions.

The Data Custodian for the Student Information System is located in the Office of the Registrar. Access may be requested via forms located on the Registrar's web page:

Please follow the instructions provided to complete a form utilizing your web browser. Please allow 5 working days for creation of the userID.

Student Record System

Data Custodian:
Record Services and Registration Office, Office of the Registrar
University of Georgia
105 Holmes/Hunter Academic Building
Athens, GA 30602-6113
706-542-6904

The Student Records system provides authorized employees a means to view information on the student's permanent record, such as courses taken and current enrollment. The student's progress towards graduation may be monitored by accessing the Degree Audit system within Student Records.

The Data Custodian for the Student Information System is located in the Office of the Registrar. Access may be requested via the Registrar's web page:

Please follow the instructions provided to complete a form utilizing your web browser. Please allow 5 working days for creation of the userID.

Generic Non-Campus Wide

Data Custodian:Access Services 706-542-4000

This form is for use by Data Custodians who are requesting that a user have access that is non-campus wide to their system. This information is available for campus-wide access using DB2 tables, which provide ad hoc reporting capability for campus clients using QMF (Query Management Facility) and ARROW reporting.

After you have been notified that the request is complete, please let the user know the access is ready and have that user contact Access Services at 706-542-4000 to receive the initial password if necessary.