What does a System Administrator do?

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.

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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. 

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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. It's also a good idea to add supporting documentation, for example, the email requesting the super user approval. 

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Situation: You have received system generate email indicating that there are stuck documents. Documents are "stuck" when they do not have any pending action requests and are not yet final or processed.  Refer to Stuck Documents for additional details.

Action: You will have received a list of the stuck documents. Refer to Stuck Documents for additional details. The Stuck Document job will try to requeue the documents up to five times. If it cannot successfully get the document to route, it will alert the Stuck Document email. You will need to review these documents to determine why they are stuck. If you cannot get them to route by using the Document Queue Operation, log a ticket via the Kuali Financials Support portal for assistance. 

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Situation: You have received a system generated email indicating that General Ledger Entries are missing. This might happen when the transaction was demerged in the scrubber or the pending entries were not recreated during final approval, this is rare, but it happens occasionally. Refer to detectDocumentsMissingEntriesJob for additional details. 

Action: First review the scrubber.txt file created by the scrubberJob in reports/gl to determine if the documents were pulled by the scrubber. If so resolve the issue and use a General Ledger Correction Process (GLCP) document to post the documents if desired. If the documents were not demerged, then you will need to load the document entries via GLCP. Log a ticket via the Kuali Financials Support portal for assistance. 

NOTE: If the entries were demerged by the Labor Ledger scrubber, refer to the laborScrubber.txt report created by the laborScrubberJob and use the Labor Ledger Correction Process to reload the entries after the issue that caused them to demerge has been resolved. 

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Situation: The Accounting Period needs to be opened or closed, or the End, Open and Close Dates need to be edited after the Fiscal Year Maker has been run. Opening and Closing fiscal periods can be done automatically using the Open/Close Fiscal Periods Automatically.

Action: After the fiscalYearMakerJob has been run for the year review the Accounting Period table and update the End, Open and Close Dates. If the last day of the month falls on a weekend you may want to adjust the End Date to be the Friday prior to the last day of the month to facilitate month end processing. 

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Situation: Year End. There are several jobs that need to be run at year end and typically these jobs will create files that need to be loaded via GLCP and LLCP. 

Action: Refer to the  Year End Jobs and Sample - Depreciation Year End Schedule for information on year activities. 

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Other task typically performed by a Kuali Financials Administrator include: 

• creating/editing reference data - each module section in the Kuali Support Knowledge Base includes a list of the Reference tables for that module. 
• deleting notes and attachments - typically only administrators can delete notes and attachments after the document has been submitted.  Permission Delete Note / Attachment KFS FALSE controls this functionality. 
• canceling documents - refer to Canceling documents on others behalf aka Super User Cancel for details. 
• updating parameters- each module section in the Kuali Support Knowledge Base includes a list of the Parameters for that module. 
• creating / editing roles - for example, an auditor role. Refer to Role for additional information. 
• managing Groups - refer to Group for details. 
• responding to user questions about the system, if you need help with a request, submit a ticket via the Kuali Financials Support portal