22 Revised 6/17/18. User Groups in Axiom

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1 Who Can Use Axiom? 22 Revised 6/17/18 User Groups in Axiom Master System Users (MSUs): Administrators of system with full access to all files and data All members of the UBO Institutional Stewards: Some offices will need full access to Axiom to validate data and/or assist users with questions or concerns Offices: Controller, Faculty Services, Human Resources, Information Technology Services, and Institutional Effectiveness One position in each office identified as Institutional Steward Organizational Hierarchy (OH) Users 23 Revised 6/17/18 1

2 Organizational Hierarchy: Levels and Administrators 1 2 Institution Senior Executive Area The highest level of the organization President, Provost, EVP, and CFO Division School/College/Major Area Reporting Unit Four Senior Executives, eight Vice Presidents Academic: Deans, Associate Provosts, Univ. Librarian Non Academic: Associate Vice Presidents & equivalent Often Department Chair, Director, or Supervisor * Activity Not an official part of the Organizational Hierarchy but every Activity is linked to a Reporting Unit 24 Revised 6/17/18 Organizational Hierarchy Roles and Relationships Each level of the OH has an Administrator and Financial Manager The assignment of roles from the Activity up through the Senior Executive level defines the span of financial oversight Anyone assigned to an OH role has explicit permissions to the lower levels of the OH within their span of financial oversight Axiom OH Users will only be able to access Plan Files, Processes, and Reports for units within the span of their financial oversight More information about roles and relationships is available in the Organizational Hierarchy report folder available in InformSU 25 Revised 6/17/18 2

3 Organizational Hierarchy Coding All Activities in the GL are assigned to a Reporting Unit in the OH Each Reporting Unit is assigned a unique five digit, alphabetic designator that is smart coded along four components Letter Placement Level Designation Example: RU Code DKAAI First Senior ExecutiveArea D :CFO Second Division _K :Finance&BusinessAffairs Third School/College/Major Area A : Finance Administration Four & Five Reporting Unit _ A I : University Budget Office Axiom Plan Files and Reports will utilize School/College/Major Area (SCMA) codes (e.g., DKA) and Reporting Unit codes (e.g., DKAAI) 26 Revised 6/17/18 Updating Permissions and Data Work with the Financial Managers in your span of financial oversight OH data includes: structure, codes, relationship, and assignment of roles The UBO provides data governance oversight of the OH OH data is kept and updated in the Enterprise Data Warehouse To update OH data, visit UBO website for forms or contact UBO GL Data includes: chart of account codes and descriptions The Controller s Office provides data governance of the GL GL data is kept and updated in Colleague XE To update GL data, visit Controller s Office website for forms 27 Revised 6/17/18 3

4 When Will We Use Axiom? 28 Revised 6/17/18 Phase 1 Roll Out Axiom will be open to users on Monday, July 2 Financial Managers will be required to work in Axiom Administrators may access Axiom if they wish Users will be able to do the following: Submit base and one time transfers Open, review, and edit their Operational Budgeting Plan Files Open and review foundational Labor Planning data for FY19 Access initial reports 29 Revised 6/17/18 4

5 Phase 2 Roll Out In September 2018, the UBO will offer training for additional processes and capabilities to support the FY19 October Review All Administrators and Financial Managers will be required to complete training for the Phase 2 roll out Users will be able to do the following: Submit budget entries (funding requests, reallocations, reductions, and revenue adjustments) for the October Review Approve, deny, or revise budget entries within Axiom Review HR Data and use sandbox function in Labor Planning Utilize the Multi Year Planning tool (select personnel) 30 Revised 6/17/18 FY2020 All budget development activities for FY20 will occur in Axiom Tools will be made available in November following the FY19 October Review In early 2020, the UBO will begin a regular training schedule to ensure new personnel can successfully navigate the tool 31 Revised 6/17/18 5

6 How Do I Get Axiom? 32 Revised 6/17/18 Installation Steps Axiom functions in both a Windows and Mac environment Windows: Quick download of software required Mac: Access Axiom through Virtual Desktop Axiom can be accessed on or off campus Guides are available on the UBO website Windows: Installing Axiom Mac: A software download in required for each session Running Axiom on a Mac, On Campus Running Axiom on a Mac, Off Campus 33 Revised 6/17/18 6

7 Navigating to Axiom Supported browsers: Internet Explorer Google Chrome Edge Firefox There will eventually be an Axiom link on the MySU portal Enter Axiom URL: Sandbox (training in June): sandbox.axiom.cloud Production (live on 7/1/18): Enter your standard SU credentials at the login screen Webpage will refresh to Axiom Landing Page Be sure to allow pop ups! 34 Revised 6/17/18 Web Based Landing Page 35 Revised 6/17/18 7

8 Client Views Users will access different Client Views for different Activities Web Client The initial Landing Page view is in Web Client The Web Client is well suited for web form actions like submitting Budget Transfers and Budget Entries Reports can be accessed and run on Web Client Windows Client: Large scale data views and data input require a stronger environment The Windows Client is will suited for managing Plan Files (Operational Budgeting and Labor Planning) An Excel Client is available for the System Administrators 36 Revised 6/17/18 Launching A Client View Double click Windows Client Quick Link to launch Windows Client Launch 37 Revised 6/17/18 8

9 Browser Install/Launch Screen Windows Client Access Windows Client 38 Revised 6/17/18 9