Following is a sampling of things a System Administrator might do when you are running hosted Kuali Financials...
Situation: Every day, you review the scrubber and poster text files, if you have implemented the labor ledger, then you would review those reports as well. You are looking for transactions that may not have posted.
If you find transactions that haven't posted, error messages will explain why the transactions were pulled from the scrubber or poster, for example, the accounting period hasn't been opened for the current month yet.
Action: Lookup the Accounting Period, edit and check the Active button to open the accounting period. Use the General Ledger Correction Process document to resubmit the failed batch.
Situation: Central Accounting has hired two new staff members to replace a staff member who has retired.
Action: If Kuali Identity Management is automatically updated when employees are hired or terminated, then you will need to edit the new staff members and add the appropriate roles; or edit the roles and add them as assignees. You will not need to do anything with the retired staff member, the system will be updated with their termination. If you are manually managing persons, then you would create two new employee records and assign the appropriate roles and inactivate the retiree.
Situation: A department calls and one of their fiscal officers is unexpectedly out of the office and a document in the fiscal officers action list needs to be approved immediately. Typically, the fiscal officer would have set up a delegate to handle these situations, however, that was not done. So, you will super user approve the document.
Action: Use Doc Search to find the document, and at the bottom of the document is a Super User tab, you can approve on behalf of the Fiscal Officer to push it to the next level, or you can approve the document to final. You will be required to add a note indicating the reason for needing to take this action.
Other task typically performed by a Kuali Financials Administrator include:
- creating new reference data via Maintenance Documents
- updating parameters
- creating / editing roles, for example, an auditor role
- respond to user questions about the system, if you need help with a request, then you would submit a ticket via the Kuali Financials Support portal