Issue/Question
Environment
- Oregon State University
- Grant Reporting and Reimbursement System (GRS or GRRS)
- OSU Finance (OSUF)
- Reimbursement System
- FS Index Reimbursement System
- Direct Payment System
- Scholarship System
Explanation
Note: This articles covers the steps for people with the Business Center Manager and Deputy Business Center Manager role in GRS on how to assign roles, indexes, orgs and scholarship detail codes in GRS based on access requests. If you need to request access to GRS or OSUF (Reimbursement System, FS Index System, Direct Payment System and Scholarship System) please fill out the Request for Access form. You can learn more about access to GRS and OSUF in GRS and OSUF - Access.
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Setting someone up in in GRS and OSUF has two parts after their request, via the Request for Access form, has been approved by Business Operations IT:
- The person must be activated in GRS and assinged roles. This is done by Business Operations IT.
- The person must then be assigned to FOAPAL elements (orgs, indexes and scholarship detail codes) they need by the Financial Services Center (FSC) responsible for their unit (e.g. a new research assistant in Forestry will be assigned to the grant indexes they need by the Forestry FSC).
The FSC unit manager usually has the Business Manager role in GRS. The FSC manager can then appoint people who report to them to have the Deputy Business Manager role in GRS to assist with assigning FOAPAL elements. Deputy Business Managers inherit the people and FOAPAL elements they can assign from their Business Manager. This article provides the steps that people with the Business Manager and Deputy Business Manager roles can follow to assign roles and FOAPAL elements to people.
Resolution
- From the GRS home page, click the User Administration link. The User Administration page is displayed.
- On the User Administration page, select a user account. To select a user account, use one of the following methods:
- In the Your staff list, click one of the links in the User column. The following illustration shows the Your staff list:
- Or enter an OSU ID, ONID user name or PIDM in the Enter an OSU ID, ONID user name, or PIDM box, and then click the Go button, as shown in the following illustration:
- The User Tasks page is displayed, as shown in the following illustration:
Note: If the user does not have an active account in GRS, the Status box will say thet are not authorized to use the Office of Budget and Fiscal Planning systems. This message indicates that the user must be added via the “Banner Request for Access” process. See GRS and OSUF - Access for more information.
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- In the Role Assignments section, click the Edit button.
- The User Role Tasks page is displayed. Current and available roles are displayed for the user.
- Click the Add button for the role you wish to add, as shown in the following example:
- The Add User Role page is displayed, as shown in the following illustration:
- In some cases, you must also enter one or both of the following:
- A Business Manager to which the user is assigned
- An org filter for the user
- When you are satisfied that you are adding the correct role to the correct user account, click the Submit button. Click the Cancel button to exit the page without changing anything.
Note: Only IAR can:
- Remove a role from a user in GRS
- Assign the business manager or deputy business manager role
Contact IAR to do these tasks using the Get Help with OSU Data form.
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The org filter controls the indexes and detail codes that someone can see in GRS. People can only view an index or detail code if it is under an org in their org filter.
Note: Orgs can be assigned in three ways in GRS and OSUF. They can be assigned as:
- Org Filter - Controls the indexes that people can see in GRS. If an index or scholarship detail code is assigned to someone that is outside of their org filter they will not be able to see the index.
- Org Assignment - Used with people in the Accountant role to control the indexess assigned to them as an Accountant. When new indexess are added to an org they will be automatically assigned to the account based on the org assignments.
- Note: This only assigns indexes created in the future to the person. It will not assign all current indexes associated with the org to the person. To add current indexes to an account assign the indexes to the person.
- Unit Manager Org Filter - Determines the org and fund level summaries that a unit manager can see.
This section covers setting the orgs for a person's org filer. Use the links above to see how to set the orgs for the Org Assignment and Unit Manager Org Assignment.
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To edit someone's org filter:
- From the GRS home page select "User Administration"
- Type the person's OSU ID, ONID or PIDM into the search bar at the top of the User Administration page
- On the user profile page that comes up select "Edit" on the "ORG Filter" section header
- On the "Edit User ORG Filter" page enter the org or orgs the person should have access to
Note: You can enter multiple orgs by separating them with a comma (e.g. 271000, 281000, 291000). You can also use the wild card symbol (%) to give someone access to a set of orgs beginning with, ending with or containing a value (e.g. 21% will give someone access to all orgs beginning with 21). Wild cards can be used in a list of orgs too (e.g. 271000, 21%).
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- Select "Submit" to set the new org filter for the user
Note: To remove an org from someone's filter remove it from the list on the "Edit User ORG Filter" page in step 4 and then submit the list with the org removed.
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- From the GRS home page, click the User Administration link, as shown in the following illustration:
- On the User Administration page, click the Scholarship Assignment link in the Tasks section, as shown in the following illustration:
- On the Scholarship Assignment page, enter the Scholarship Detail Code that you are assigning in the Scholarship box. To view multiple Detail Codes, you can enter % as a wildcard character.
- Click the Retrieve button.
- Select Detail Codes to assign by clicking the Select check box for the Scholarship, as shown in the following illustration:
- Build the assignment order as it should be on each selected Scholarship, as shown in the following illustration:
Choose Scholarship Administrators by clicking on an item in the Available Scholarship Admins list (left side), then clicking the > (move right) button to move the selected item to the Scholarship Admins to Assign list (right side).
There is one special item in the Available Scholarship Admins list:
⇒ [No Change] specifies that the assignment in that position will not change.
The buttons for moving users between the lists are as follows:
⇒ < removes the selected item from the Scholarship Admins to Assign list.
⇒ << removes all items from the Scholarship Admins to Assign list.
⇒ > moves the selected item from the Available Scholarship Admins list to the Scholarship Admins to Assign list.
⇒ >> moves all items from the Available Scholarship Admins list to the Scholarship Admins to Assign list.
- Click the Submit button.
- A confirmation dialog box is displayed, as shown in the following illustration:
- Click the Yes button to save the assignments.
Warning: Existing assignments are replaced by the entries in the Scholarship Admins to Assign list. Assignments are final and cannot be reversed.
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Note: The ORG of the Scholarship must be within the ORG Filter of all users in the assignment. Scholarships that are not within the ORG Filter of a user are not assigned to the user, and no warning is given. To view and edit someone's org filter see the To Add Org Assignments section.
The page will update and display the current Scholarship Detail Code assignments, as shown in the following illustration:
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- Follow the same steps as adding a scholarship detail code, but do not reassign the Administrator you are removing. For example (from the illustration above), you could remove the last user with the following list of items in the Scholarship Admins to Assign:
- Click the Submit button.
- A confirmation dialog box is displayed, as shown in the following illustration:
- Click the Yes button to save the assignments.
Warning: Existing assignments are replaced by the entries in the Scholarship Admins to Assign list. Assignments are final and cannot be reversed.
The page will update and display the current Scholarship Detail Code assignments, as shown in the following illustration:
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- From the GRS home page, click the User Administration link, as shown in the following illustration:
- On the User Administration page, click the Index Assignment link in the Tasks section, as shown in the following illustration:
The Index Assignment page is displayed.
- On the Index Assignment page, click the Retrieve button to view all of the Indexes in your ORG Filter.
Note: You may limit the Indexes returned by entering text in the Index or Org boxes, or by changing the Indexes to Retrieve radio buttons. Use a percent sign (%) to search for patterns. For example, to retrieve all Indexes that begin with “K”, you could enter “K%” in the Index box. Selecting a user in the Your users drop-down box limits the list to those Indexes currently assigned to the selected user. You may retrieve only Indexes that are within your ORG Filter. Terminated Indexes are not displayed.
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- Build the assignment order as it should be on the Indexes, as shown in the following illustration:
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Note: Only users assigned to you as a Business Manager are displayed in the Available Users list.
Choose users by clicking on an item in the Available Users list (left side), then clicking the > (move right) button to move the selected item to the Users to Assign list (right side). There are two special items in the Available Users list:
- [No Change] specifies that the assignment in that position will not change
- [Unassigned] specifies that the assignment in that position is not assigned to a user
The buttons for moving users between the lists are as follows:
- < removes the selected item from the Users to Assign list
- << removes all items from the Users to Assign list
- > moves the selected item from the Available Users list to the Users to Assign list
- >> moves all items from the Available Users list to the Users to Assign list
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- Choose Indexes by selecting check box for each desired Index, as shown in the following illustration:
- Scroll to the bottom of the page and select the "Submit" button.
- A confirmation dialog box is displays. Click the Yes button to save the assignments.
Warning: Existing assignments are replaced by the entries in the Users to Assign list. Assignments are final and cannot be reversed.
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Note: The ORG of the Index must be within the ORG Filter of all users in the assignment. Indexes that are not within the ORG Filter of a user are not assigned to the user, and no warning is given. Steps on adding an org to a user's folder can be found in the To Edit a User's Org Filter section.
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- The page will update and display the current Index assignments, as shown in the following illustration:
- Follow the same steps as above, but do not reassign the user you are removing.
For example (from the illustration above), you could remove the last user with the following list of items in the Users to Assign list:
- Click the Submit button.
- A confirmation dialog box is displayed, select the "Yes" button to save the assignments.
Warning: Existing assignments are replaced by the entries in the Users to Assign list. Assignments are final and cannot be reversed.
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- The page will update and display the current Index assignments, as shown in the following illustration:
This topic explains how to manage ORG assignments in the Grant Reporting & Reimbursement System (GRS) for accountants.
Note: Orgs can be assigned in three ways in GRS and OSUF. They can be assigned as:
- Org Filter - Controls the indexes that people can see in GRS. If an index or scholarship detail code is assigned to someone that is outside of their org filter they will not be able to see the index or detail code.
- Org Assignment - Used with people in the Accountant role to control the indexess assigned to them as an Accountant. When new indexess are added to an org they will be automatically assigned to the account based on the org assignments.
- Note: This only assigns indexes created in the future to the person. It will not assign all current indexes associated with the org to the person. To add current indexes to an account assign the indexes to the person.
- Unit Manager Org Filter - Determines the org and fund level summaries that a unit manager can see.
This section covers setting the org assignments for accountants. Use the links above to see how to set the orgs for the Org Filter and Unit Manager Org Filter.
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- From the GRRS home page, click the User Administration link, as shown in the following illustration:
- On the User Administration page, click the ORG Assignment link in the Tasks section, as show in the following illustration:
- On the ORG Assignment page, choose a user by selecting a button next to the user, as shown in the following illustration. You will see only users who are assigned to you (or assigned to your Business Manager if you are a Deputy Business Manager).
- Scroll down to the Select ORGs to Assign section and choose the orgs to assign to the person as shown in the following illustration. Only ORGs that are within your ORG Filter are displayed. Terminated and rollup ORGs are not displayed.
Warning: Existing assignments are replaced by the user you select in Step 3. For example, in the illustration above, the currently assigned user to ORG 008004 will be replaced.
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- Scroll to the bottom of the page and select the Assign Selected ORGs button, as shown in the following illustration:
- A confirmation dialog box is displayed, as shown in the following illustration:
Click the Yes button to save the assignments. The page will update and display the current ORG assignments.
Note: When a new Index is added to Banner, it is assigned automatically to a Grant Accountant in GRS if the org of the new Index matches an org assigned to a Grant Accountant. A Grant Accountant assigned automatically to an Index through an org Assignment is called the primary accountant of the Index. The primary accountant is displayed for each Index on the My Grants page of GRRS, helping other users know who to contact for questions about Indexes.
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Note: ORGs must be within the ORG Filter of the user you select. ORGs that are not within the ORG Filter of a user are not assigned to the user, and no warning is given.
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- Choose ORGs by selecting check boxes.
- Click the Clear Selected ORGs button, as shown in the following illustration:
- A confirmation dialog box is displayed, as shown in the following illustration:
Click the Yes button to clear the assignments. The page will update and display the current ORG assignments.
Warning: : Clearing ORG assignments is final and cannot be reversed.
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Note: Orgs can be assigned in three ways in GRS and OSUF. They can be assigned as:
- Org Filter - Controls the indexes that people can see in GRS. If an index or scholarship detail code is assigned to someone that is outside of their org filter they will not be able to see the index.
- Org Assignment - Used with people in the Accountant role to control the indexess assigned to them as an Accountant. When new indexess are added to an org they will be automatically assigned to the account based on the org assignments.
- Note: This only assigns indexes created in the future to the person. It will not assign all current indexes associated with the org to the person. To add current indexes to an account assign the indexes to the person.
- Unit Manager Org Filter - Determines the org and fund level summaries that a unit manager can see.
This section covers setting the orgs for the Unit Manager Org Filter. Use the links above to see how to set the orgs for the Org Filter and Org Assignment.
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- From the GRS home page, click the User Administration link, as shown in the following illustration:
- On the User Administration page, click the Unit Manager ORG Assignment link in the Tasks section
- Select the person or people you want to edit their unit manager org assignment
- Scroll to the end of the page and select "Next"
- On the next page select the orgs the person should have access to
- Scroll to the end of the page and select "Next"
- On the next page you will see the person or people you selected and the orgs you have selected to assign to them. Provided this is correct scroll to the bottom of the page and select "Finish"
Note: If you need to revise a select use the "Previous" button at the bottom of the page
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Assistance
For additional assistance, contact Data Reference Desk (DRD).