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Access to GEMS
is determined by a security role and is related to the duties the
user has in managing Budget, Human Resources, and/or Payroll
information. Access granted to data in one area (for example: HR
Data) does not imply access would need to be granted to GEMS data in
other areas.
Refer to
What Is GEMS
for information about obtaining a unique ID and password. The
appropriate
Request for Access Security
form must be
submitted as outlined on the form. To access the
GEMS Security Access Form,
use the
FORMS
menu at the left. Roles are defined on the page called
GEMS Roles.
The Roles
are assigned to user classes as follows:
Basic Access
(INQUIRE) -
This
user class is designed for general users in the University Community
to access non-confidential and non-sensitive information from GEMS.
·
Please use the standard GEMS Access Form to request an ID for this
role, only supervisor approval is required.
·
Users have view capability only and may not update any
records.
·
Information available to users in this class includes position data
and general information related to employees (such as Name,
Department, Account, Class Code, FTE and Appointment data).
·
Normally, users are not required to attend a formal training
session, but basic GEMS training is recommended.
·
Identified user groups that should have this role include: General
Access, Parking, Library, Computer Store, ID Card, Campus Rec, USF
Post Office and any other group that needs to verify that an
employee is active or look up people by department.
Effort Inquire
-
This class is for users who need to look up PERT Effort Reports
related to grant funded research.
Effort
Representative
-
This class is for users who need to process PERT Effort Reports
related to grant funded research for their department.
PLEASE NOTE: The following
user roles require the approval of the appropriate
Dean/Director/Designee and the Division of Human Resources. The
requestor may also be required to complete appropriate training
prior to the permission being granted. Each role will specify below
what is needed.
Department Rep
(GEMS2) -
This
user class is for users in the University Community that need to
access confidential and/or sensitive information from GEMS as part
of a job that supports a department\division\college wide function.
·
Users are able to view more information than INQUIRE users and are
able to create personalized queries and reports.
·
Updates to appointment and position information is not permitted.
·
Typically users in this class are responsible for providing data
related to positions and employees to HR, Payroll and/or Budgets
and/or users responsible for the reporting of official data on
behalf of the University, such as EOA and IRP.
·
Users should complete appropriate GEMS training.
·
Identified Roles that may have access to this user class include:
Certifier, Preparer, Appointment Processor, Pay Distributor, and
Budget Officer.
·
Reporting and query development for confidential and sensitive data
excluding deduction and benefit plan data is automatically granted
to all users assigned to the GEMS2 role (Reporter 1).
Advice Print
-
This class is for department users who need to provide printed pay
stubs to employees.
Leave Coordinator
-
This class is for users who manage leave records in GEMS for their
department\division\college.
· Users
are required to complete appropriate GEMS training, please contact
Beverly Jerry in Employee\Labor Relations for details.
Pay Distribution
(GEMS3) -
This
class is for users that enter pay distribution information
· Users
in this class have all the same privileges as GEMS2 and have the
additional ability to enter pay distribution information directly
into GEMS.
·
Granting GEMS3 access to other users is granted on a case-by-case
basis by University Payroll.
·
Users are required to complete appropriate GEMS training, please
contact
Sherry House in Payroll for details.
Training Role
-
This class is for users who provide official university training to
employees and track course enrollment through GEMS.
·
Users are required to complete appropriate GEMS training, please
contact
Theresa Scott in ODT for details.
Reporter-1
-
This user class is added to all users with GEMS2 or GEMS3 access
·
User in this class are permitted to develop and run reports.
·
Reporter 1 users have access to public queries and can create
customized reports for their departments.
Pay Certification -
This
process is web-based and does not require access to GEMS.
· Access to the web-based pay certifications is granted to those
approved by the colleges and departments as Certifiers and/or
Preparers. |
