Quick Reference for Key Roles and Responsibilities Related ...



Quick Reference for Key Roles and Responsibilities Related to M-Pathways Systems and How to Change Key Roles When a Dean, Director, Department Chair, or Administrator Leaves a Unit OR A Change in Responsibility Occurs

The Dean, Director, Department Chair, Assistant to the Dean, Administrative Manager, Human Resources Officer, etc. in a unit is often the individual who is: (1) authorized to approve transactions assigned to roles identified and maintained in the M-Pathways Systems; (2) the recipient of various reports sent to the Unit either online and/or in a paper format via Campus Mail, (3) the recipient of targeted e-mail communications sent to individuals in specific roles; for example, the Department Manager, Personnel Recipient, Time Report Recipient, Single Administrative Point of Contact, etc. When this individual leaves the unit, appropriate forms changing these roles and responsibilities to his/her successor must be submitted in a timely manner so that the University business processes within the unit are not disrupted. The information provided below is intended to serve as a Quick Reference in identifying some common roles and the process to transfer them to another individual in the unit. It may also be useful when a change in responsibility occurs.

Unit Liaison

|Role |Description / Responsibilities |Where Maintained |How to Request Change |Where to Send Form |

|Unit Liaison |Appointed by Dean/Director |MAIS Access |Send e-mail message to Jan Eckert, Unit Liaison Coordinator, |N/A |

|No M1 Required |Attends Unit Liaison Meetings |Services Lotus |jeckert@umich.edu | |

| |Approves access to U-M administrative data for unit staff who need it |Notes Database | | |

| |to perform their jobs | | | |

| |A comprehensive description of the Unit Liaison Role is located at: | | | |

| | | | | |

Key Roles in the M-Pathways Financial System

|Role |Description / Responsibilities |Where Maintained |How to Request Change |Where to Send Form |

|Alternate Department Manager |Granted access on M1-FIN Form located at: |M-Pathways |M1-Cover to remove access for current Alternate Department Manager |MAIS Access Services |

|M1 Required | |Financial System |M1-FIN Form to grant Alternate Department Manager access to another | |

| |Select Operator Class PRDPTUS2; identify relevant DeptIDs for | |administrator | |

| |Alternate Department Manager | | | |

| |Approves vouchers over $10,000 forwarded to his/her Voucher Approval | | | |

| |Worklist by the Department Manager; does not receive vouchers directly| | | |

| |from the M-Pathways Financial System | | | |

Key Roles in the M-Pathways Financial System

|Role |Description / Responsibilities |Where Maintained |How to Request Change |Where to Send Form |

|Department Manager |Granted access on M1-FIN Form located at: |M-Pathways |M1-Cover to remove access for current Department Manager |MAIS Access Services |

|M1 Required | |Financial System |M1-FIN Form to grant Department Manager access to another administrator | |

| |Select Operator Class PRDPTUS2; identify relevant DeptIDs | | | |

| |The diverse areas of responsibilities of the Department Manager are | |NOTE: These forms must be submitted together; access for the current | |

| |documented below: | |Department Manager cannot be removed until access is granted to a new | |

| |Targeted E-mail | |Department Manager | |

| |Receives targeted e-mail communications from Payroll and other U-M Central | | | |

| |Offices; e.g., notification when problems with paychecks, deductions, etc. | | | |

| |occur | | | |

| |M-Pathways Financial System | | | |

| |Approves vouchers over $10,000 on the Positive Voucher Approval Worklist in| | | |

| |the M-Pathways Financial System | | | |

| |Receives hard copy monthly Financial Report package sorted by | | | |

| |Fund/Dept/Program mailed by Financial Operations | | | |

| |M-Pathways HRMS System | | | |

| |Identified as Personnel Recipient unless there is a designated Personnel | | | |

| |Recipient Override in the M-Pathways HRMS System (see page 4) | | | |

| |Receives hard copy Gross Pay Registers unless there is a designated Gross | | | |

| |Pay Register Recipient Override in the M-Pathways HRMS System (see page 4) | | | |

| |Receives hard copy Time Reports unless there is a designated Gross Pay | | | |

| |Register Override in the M-Pathways HRMS System (see page 4) | | | |

| |IT Communications | | | |

| |Receives monthly Telephone Usage Summaries and Statements Report from IT | | | |

| |Communications | | | |

| |Authorizes staff members in unit who may process work orders within the | | | |

| |Online Ordering Systems for IT Communications services | | | |

| |Financial Operations/Procurement | | | |

| |Individual who is fiscally responsible for the Department and will receive | | | |

| |Worklists and Invoice Payment Authorizations for payments over $10K from | | | |

| |Procurement along with standard financial reports at the Fund/Dept/Program | | | |

| |level from Financial Operations | | | |

| |Individual who approves forms submitted to Financial Operations; examples | | | |

| |are requests for : | | | |

| |- New or Change in Existing Department | |Complete forms from Financial Operations Web site: | |

| |- New or Change in Existing Program | | under M-Pathways Forms tab | |

| |- New or Change in Existing Non-Sponsored Project/Grant | | |Dept & Program forms |

| |- New or Change in Existing ShortCode for Non-Sponsored Project/Grant | | |to Financial Reports |

| |These forms may also be approved by someone with higher authority in the | | | |

| |unit; e.g., Dean, Director, Department Head | | |Project-Grant & |

| | | | |ShortCode forms to |

| | | | |specific Fund |

Key Roles in M-Pathways Financial System

|Role |Description / Responsibilities |Where Maintained |How to Request Change |Where to Send Form |

|Purchasing Card (P-Card) |Granted access on M1-FIN Form located at: |M-Pathways |M1-Cover to remove access for current P-Card Reconciler |MAIS Access Services |

|Reconciler | |Financial System |M1-FIN Form to grant P-Card Reconciler access to individual replacing | |

|M1 Required |Select Operator Class PRDPTUSR; identify relevant DeptIDs for Access to |AND |current P-Card Reconciler | |

| |P-Card Transations AND |Accounts Payable |AND |Purchasing Service |

| |Appointed on MasterCard Purchasing Card Maintenance Form located at: |Access Database |MasterCard Purchasing Card Maintenance Form (check Worlist/Recipient |Card Administrator |

| | | |Reconciler at bottom of form) | |

| |NOTE: Both forms must be submitted | | | |

| |Receives P-Card transactions in their M-Pathways Worklist in the form of| |NOTE: Both the M1 Forms and the P-Card Maintenance Form must be | |

| |P-Card vouchers; assigns correct ChartFields to each transaction; enters| |submitted. | |

| |other information such as Event Identifier Number; prints the monthly | | | |

| |P-Card Account Statement and Reconciliation Form; collects relevant | | | |

| |receipts and authorizing signatures | | | |

|Purchasing Card (P-Card) |Appointed on MasterCard Purchasing Card Maintenance Form located at: |M-Pathways |MasterCard Purchasing Maintenance Form |Accounts Payable |

|Administrator | |Financial System | | |

|No M1 Required |Reviews and signs the monthly P-Card Statement and Reconciliation Forms |AND Accounts | | |

| | |Payable Access | | |

| | |Database | | |

|Purchasing Card (P-Card) |Appointed on MasterCard Purchasing Card Maintenance Form located at: |Accounts Payable |MasterCard Purchasing Maintenance Form |Accounts Payable |

|Travel Authority | |Access Database | | |

|No M1 Required |Higher administrative authority authorized to approve travel expenses | | | |

| | | | | |

|Purchasing Card (P-Card) |Appointed on MasterCard Purchasing Card Maintenance Form located at: |Accounts Payable |MasterCard Purchasing Maintenance Form |Accounts Payable |

|Hosting Authority | |Access Database | | |

|No M1 Required |Higher administrative authority authorized to approve business hosting | | | |

| |expenses | | | |

|Space Survey – Authorizer |Granted access on M1-FIN Form located at: |M-Pathways |M1-Cover to remove access for current Space Survey Authorizer |MAIS Access Services |

|M1 Required | |Financial System |M1-FIN Form to grant Space Survey Authorizer access to another | |

| |Select Operator Class SMADMIN; identify relevant DeptIDs | |administrator | |

| |Authorizes Space Survey for unit | | | |

|Space Survey – Controller |Granted access on M1-FIN Form located at: |M-Pathways |M1-Cover to remove access for current Space Survey Controller |MAIS Access Services |

|M1 Required | |Financial System |M1-FIN Form to grant Space Survey Controller access to another | |

| |Select Operator Class SMDSUPER; identify relevant DeptIDs | |administrator | |

| |Authorized to assign the Authorizer and Submitter roles for the space | | | |

| |survey on the Department panels in the M-Pathways Financial System | | | |

|Space Survey – Submitter |Granted access on M1-FIN Form located at: |M-Pathways |M1-Cover to remove access for current Space Survey Submitter |MAIS Access Services |

|M1 Required | |Financial System |M1-FIN Form to grant Space Survey Submitter access to another | |

| |Select Operator Class SMDADMIN; identify relevant DeptIDs | |administrator | |

| |Authorized to submit the Space Survey to the Office of Space Analysis | | | |

Key Roles in the M-Pathways Financial System

|Role |Description / Responsibilities |Where Maintained |How to Request Change |Where to Send Form |

|Space Survey – Surveyor |Granted access on M1-FIN Form located at: |M-Pathways |M!-Cover to remove access for current Space Survey Surveyor |MAIS Access Services |

|M1 Required | |Financial System |M1-FIN Form to grant Space Survey Surveyor access to another | |

| |Select Operator Class SMDADMIN, identify relevant DeptIDs | |administrator | |

| |Authorized to add and update space data on the Survey and Room panels of| | | |

| |the M-Pathways Financial System | | | |

|Single Administrative Point of|For all Funds EXCEPT 20000 and 25000: Appointed on |M-Pathways |Request for New or Change in Existing Non-Sponsored Project/Grant Form |Financial Operations |

|Contact (SAPOC) |Request for New or Change in Existing Non-Sponsored Project/Grant Form |Financial System | | |

|No M1 Required |located at: | | | |

| |Receives hard copy monthly Financial Report package for | | | |

| |Fund/Department/Program/Project Grants mailed by Financial Operations | | | |

|Single Administrative Point of|For Funds 20000 and 250000: |M-Pathways |Send e-mail to the Project/Grant Coordinator in Sponsored Programs. |N/A |

|Contact (SAPOC) |Principal Investigator listed on the Project Award Notice (PAN) is the |Financial System |An index of Sponsored Coordinators by DeptID is located at: | |

|No M1 Required |SAPOC until a request to change it is submitted. | | -- Click on the Sponsored | |

| |Receives hard copy monthly Financial Report package for | |Programs button | |

| |Fund/Department/Program/Project Grants mailed by Financial Operations | | | |

|Project Director |For all Funds EXCEPT 20000 and 250000: |M-Pathways |Request for New or Change in Existing Non-Sponsored Project/Grant Form |Financial Operations |

|No M1 Required |Responsible for fiscal controls for non-sponsored Project/Grants. |Financial System | | |

|Project Director |Funds 20000 and 250000: |M-Pathways |For a change to a Parent Project/Grant, e-mail the DRDA Project |N/A |

|No M1 Required |Responsible for fiscal controls and compliance with sponsor guidelines |Financial System |Representative. For a change to a Sub-Project/Grant, e-mail the | |

| |of research projects supported by the Federal government, industry, | |Project/Grant Coordinator in Sponsored Programs (see above for location | |

| |foundations, and the like. | |of index of Sponsored Coordinators by DeptID). | |

Key Roles in the M-Pathways HRMS System

|Role |Description / Responsibilities |Where Maintained |How to Request Change |Where to Send Form |

|Personnel Recipient Override |Appointed on the Paperwork Recipient Override Form located at: |M-Pathways HRMS |Paperwork Recipient Override Form |Payroll Office |

|No M1 Required | |System | | |

| |Listed as the Administrative Contact for unit on the Total Picture | | | |

| |Receives Effort Certification Reports from Cost Reimbursement Office | | | |

| |Receives I-9 Email notification of expiring I-9s for staff | | | |

| |May receive the following reports in the HR Web Reports Folder in Vista| | | |

| |Plus if the individual has Operator Class HRWBTP in the M-Pathways HRMS| | | |

| |System: (1) Notice of Appointment, (2) Transaction History Report, (3)| | | |

| |Probationary Period Notification Report (monthly) | | | |

|Time Report Recipient Override|Appointed on the Paperwork Recipient Override Form located at: |M-Pathways HRMS |Paperwork Recipient Override Form |Payroll Office |

|No M1 Required | |System | | |

| |Receives hard copy Time Reports | | | |

|Gross Pay Register Recipient |Appointed on the Paperwork Recipient Override Form located at: |M-Pathways HRMS |Paperwork Recipient Override Form |Payroll Office |

|Override | |System | | |

|No M1 Required |Receives hard copy Gross Pay Registers | | | |

Other Key Role Information

|Role |Description / Responsibilities |Where Maintained |How to Request Change |Where to Send Form |

|3D Memo Recipient |Receives 3D targeted e-mail communications sent to Deans, Directors, |M-Pathways HRMS |N/A |N/A |

| |and Department Heads |System | | |

| |Receives 3D mailings via Campus Mail sent to Deans, Directors, and | | | |

| |Department Heads. | | | |

| | | | | |

| |Maintenance of the Jobcode to associated “management communication | | | |

| |code” mapping is handled by HRAA Compensation staff who maintain the | | | |

| |Jobcode tables in the M-Pathways HRMS System | | | |

| |NOTE: Although a unit cannot initiate a change, questions may be | | | |

| |addressed to the HRAA Compensation staff. | | | |

| | | | | |

| |NOTE: 3D address labels for mailings to Deans, Directors, and | | | |

| |Department Heads may be requested on the Faculty and Staff Data Request| | | |

| |Form located at: | | | |

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