Below are some of the roles that will be authorized to use Purchasing and Accounts Payable Documents and related maintenance documents. Please see individual e-docs for specific requirements in each workflow.
Note
Sample users are provided for ease of testing and can be replaced with local library users.
|
Role |
User ID |
Permission Description |
|
OLE_Load |
ole-jpaul |
Staff upload interface and Load Reports search |
| Accounting-AQ1 | ole-brunelle | This Role is for View only document (Not for edit) |
| Accounting-AQ2 | ole-cphovis | This Role is for low-level staff with specific needs only. This role is able to create and edit selected functions: payment requests, credit memos, disbursement vouchers, invoices) |
| Accounting-AQ3 | ole-cstan; ole durbin | This Role is for staff performing function. This role is able to create and edit all functions (payment requests, purchase orders, credit memos, disbursement vouchers, invoices). |
| Accounting-AQ4 | ole-earley; ole-ejacob | This Role is for when you want to restrict deletion to high-level staff. This role is able to create edit or delete all functions (payment requests, purchase orders, credit memos, disbursement vouchers, invoices, COA maintenance). |
| Acquisitions-AQ1 | ole-brunelle | This Role is for View only document (Not for edit) |
| Acquisitions-AQ2 | ole-cphovis; ole-ejacob | This Role is for low-level staff with specific needs only. This role is able to create and edit selected functions (receiving, purchase orders, requistions, payment requests). |
| Acquisitions-AQ3 | ole-cstan; ole-durbin | This Role is for staff performing function.This role is able to create and edit all functions (receiving, purchase orders, requisitions, payment requests, vendors). |
| Acquisitions-AQ4 | ole-cstan; ole-earley | This Role is for when you want to restrict deletion to high-level staff. This role is able to create edit or delete all functions (receiving, purchase orders, requisitions, payment requests, vendors, PURAP maintenance). |
| Acquisitions-AQ5 | ole-ejacob; ole-fermat; ole-flaherty | This role can perform functions and assign appropriate security level to others (receiving, purchase orders, requisitions, payment requests, vendors, PURAP maintenance). |
| Collection Manager | admin | This Role can close/cancel E-Resource Record if it is currently assigned to this group and Can approve/route to Acquisitions for purchase. |
| Financial-AQ1 | ole-brunelle | This Role is for View only document (Not for edit) |
| Financial-AQ2 | ole-cphovis | This Role is for low-level staff with specific needs only. This role is able to create and edit selected functions (purchase orders, payment requests). |
| Financial-AQ3 | ole-durbin; ole-fermat | This Role is for staff performing function. This role is able to create and edit all functions (purchase orders, payment requests, invoices). |
| Financial-AQ4 | ole-earley; ole-ejacob | This Role is for when you want to restrict deletion to high-level staff. This role is able to create edit or delete all functions (budget documents, transfer funds, deposit documents, COA maintenance, purchase orders, payment requests, edit sufficient fund checks and restrictions). |
| Financial-AQ5 | ole-cstan; ole-flaherty | This role can perform functions and assign appropriate security level to others (budget documents, transfer funds, deposit documents, COA maintenance, , purchase orders, payment requests, edit sufficient fund checks and restrictions). |
| Receiving-AQ1 | ole-brunelle | This Role is for View only document (Not for edit) |
| Receiving-AQ2 | ole-cphovis; ole-ejacob | This Role is for low-level staff with specific needs only. This role is able to create and edit selected functions (receiving). |
| Receiving-AQ3 | ole-durbin | This Role is for staff performing function. This role is able to create and edit all functions (receiving, payment requests, purchase orders, invoices). |
| Receiving-AQ4 | ole-cstan; ole-earley | This Role is for when you want to restrict deletion to high-level staff. This role is able to create edit or delete all functions (receiving, payment request,purchase orders, invoices, receiving maintenance). |
| OLE_Acquisitions-select | admin; admin1 | This Role performs can create edit view but not delete E-Resource Records. |
| OLE_Cataloger | admin1 | This role can only view E-Resource Record. |
| OLE_E-resource | admin | This role can create edit delete E-Resource Record start any sub-workflow link to GOKb particular focus is on Activation and using the Access Dashboard. |
| OLE_E-ResourceManager | This role manages site-wide configurations like values for the E-Resource status and time periods for alerts. | |
| OLE_Head | admin | This Role performs can create edit view but not delete E-Resource Records. |
| [OLE-SELECT] Operator | dev2 | Operator for Serial Receiving |
|
OLE_Selectors |
ole-cstan |
Create requisitions No acquisitions authority- REQ would route to Acquisitions staff to complete. Use Order Holding Queue on own requisitions |
|
OLE_Selectors_ serial |
ole-lreeder |
(above, for continuing orders) |
|
OLE_Super-Selectors |
ole-mandrew |
Same as Selectors, plus Assign any requisitions in OHQ |
|
OLE-VND Reviewer |
ole-eurainer ole-jtlieb ole-cofye |
This role receives workflow action requests for the Vendor document. |
|
OLE_Acquisitions |
ole-fermat |
All of above, plus processing Purchase Orders, Purchase Order Amendments, APO-automatic Purchase Orders, Vendor. |
|
OLE_Acquisitions_serial |
ole-smills |
(above, for continuing orders) |
|
OLE_ACQ-Mgr |
ole-hachris, ole-kgeorge |
All of above, plus approval actions for above users. |
|
OLE_ACQ_mgr_serial |
ole-bperser |
(above, for continuing orders) |
|
BL (organization) Chart Manager |
ole-cswinson |
Derived role- approves Chart changes, or Organization changes on an Account, or Campus code changes |
|
OLE-SYS- Org Reviewer |
ole-cknotts (ACK) ole-smorell (APPROVE) |
Changes to Accounts under BL organization, or changes that affect BL organization require these approvals. |
|
Budget Reviewer |
ole-butt |
Default user/role charged with reviewing Purchase Order documents that exceed an account's sufficient funds balance (OLE is modifying code pending KFS 5 debugging of SFC). |
|
Fiscal Officer Account Supervisor Account Manager |
ole-rorenfro ole-jaraujo ole-rorenfro |
Only Fiscal Officer has to approve account changes (based on name on account) |
|
Sub-Fund Reviewer |
ole-wakins |
If sub-fund is present on Account, this is approver for changes. |
|
Sub-Account Reviewer |
ole-wjwitte (ACK) ole-gpbilly (APPROVE) |
If sub-account changes made |
|
Account Reviewer |
N/A |
N/A unless editing IU- University Level Chart. “BL” chart in sample data does not require, or defaults to Fiscal Officer. |
|
Super user |
ole-quickstart | |
|
OLE_Licenses |
fred |
Standard user of License Request. Compiles initial documentation, notes. All edits to “owned/initiated” License Request documents. View, edit, create License Requests, upload Agreement docs |
|
OLE_LicenseManager |
frank |
Owner of License Request and licensing workflows, becomes central point of contact for negotiations. View, Edit, Create License Requests, upload, download Agreement Docs |
|
OLE_LicenseReviewer |
edna |
Must acknowledge or approve completion of Review of Agreement, Agreement Documents, or License Request. View, edit License Request; download & upload agreement docs. |
|
OLE_Signatory |
eric |
Must download, sign, and upload signed copy of Agreement Documents to License Request from Licensor. View, Edit License Request, download/upload Agreement Documents. |
|
OLE_Licensing_Approver |
supervisr |
Must Approve overall License Request, in order for library to enter into binding agreement with Licensor. Approve/Disapprove License Request. Permission to execute Action buttons. Cannot change or upload Agreement documents, or edit License Request metadata. |
|
OLE_LicenseViewer |
kuluser (or any) |
Users authorized to view Agreements, License Requests. |
|
OLE_LicenseConfiguration |
admin |
System user who can setup licensing module, code lists, statuses, workflows, checklists. View, Edit, Create, delete Checklist, and manage any maintenance docs. |
|
OLE_LicenseAssignee |
OLE_LicenseManager |
System grouping of authorized licensing roles that can be selected as “Owners” on License Request. Role/Group used to combine OLE Licenses and OLE License manager into single group for use in “Owner” options for License Request. |
|
<any user-Action List> |
<any Kuali user> |
Agreements and Licenses will be highly controlled. Unlike other Searches or Document View-only documents in OLE, only users in above listed licensing roles can view any ERMS docs. |
