System User Role

Description: Use the System User Role document to add a new user to KFS, change the org affiliation of a current KFS user, or remove a user’s KFS access.

Access: Any KFS user can initiate a System User Role document.

KFS Module: Chart of Accounts.

Routing:

  1. Upon submission, the System User Role document may route through a department’s organization hierarchy review, if one is set up.
  2. The document then routes to the FMS User Workgroup.
  3. Once a member of the FMS User Workgroup has approved the document, the document initiator receives an FYI and the user’s new KFS status is effective immediately.

On This Page: Overview | Add a New KFS User | Remove an Existing KFS User | Change an Existing KFS User’s Org Code

Read about KFS document layout, including standard KFS document components, on the FMS website.

Click a screenshot below to view the full-sized image in a new tab.


Overview

To open a System User Role document for a user, search for and select the user whose KFS access you would like to modify by entering their username in the Principle Name field. If you don’t know their username, you can open a Person Lookup by clicking the magnifying glass to the right of the Principle Name field.

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Click Search to return a list of users. Click edit to open a System User Role document for a specific user.

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Add a New KFS User

First, complete the Description field on the Document Overview tab.

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Next, on the Person tab, check the box beside KFS User? Then, enter the new KFS user’s Chart Code and Organization Code. Use the magnifying glasses to the right of the Chart Code dropdown and Organization Code field to lookup the appropriate chart and organization.

In the example below, we are adding a new KFS user to Financial Management Services.

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Finally, scroll to the bottom of the document and click Submit.


Remove an Existing KFS User

First, complete the Description field on the Document Overview tab.

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Next, on the Person tab, uncheck the box beside KFS User?

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Finally, scroll down to the bottom of the document and click Submit.


Change an Existing KFS User's Org Code

First, complete the Description field on the Document Overview tab.

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Next, on the Person tab, enter the KFS user’s new Chart Code and Organization Code. Use the magnifying glasses to the right of the Chart Code dropdown and Organization Code field to lookup the appropriate chart and organization.

Restrictions:

  1. An existing KFS user may not change their own org code.
  2. When an employee transfers to a new department within IU, FMS staff will not change an employee’s org based on a request from the employee’s original department. When FMS staff receive such requests, they will remove the employee’s KFS access. FMS staff will, however, process org change requests from an employee’s new department.

In the example below, we are moving a KFS user from Financial Management Services to the Kelley School of Business.

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Finally, scroll to the bottom of the document and click Submit.