New Finance Position Based Security
Effective November 4th, you will be prompted to fill out the Finance Position Security eForm when a new position is created through the Request New Position eForm. This process improvement will ensure that any employee hired into the position will have the appropriate finance access as soon as their HR job record is activated.
For positions that already exist and are being filled by a new or existing McMaster employee, there is no new finance security eForm required as security roles have already been assigned to these positions. This will significantly reduce the number of security access requests that need to be processed.
To gain the maximum efficiency from this new process, it is important to ensure you are reusing positions and not unnecessarily creating new positions** (Please refer to HR’s Position Management guidelines: https://hr.mcmaster.ca/app/uploads/2022/10/Position-Management-Guidelines.pdf)
You will use this same form to request a modification to a currently active (filled) position. e.g. the request to add or remove finance security access
The eForm will route to the financial department manager for the department associated with the position for their approval. It will then route to the finance security team for approval
This new eForm can be found together with HR position management eForms within the HR & Finance eForm home page and further details and full instructions can be found within the form.
This change is part of a larger improvement project aimed at streamlining the way finance security access is administered and as part of our commitment to operational excellence. Financial Affairs and UTS have been working together with HR on this project with three major objectives:
- Reduce the number of infrequent users and move towards a centralized support/expert user model. The determination of infrequent users was completed in April and will be undertaken on an annual basis.
- Link security to a person’s position, which will simplify onboarding and ensure that MOSAIC activity is appropriate to the individual’s current role. Previously, security access for MOSAIC was linked to an individual’s ID and could be problematic as individuals changed position. This change has been completed and the new security position eForm is available beginning November 4th.
- Finance security access will be supported through a clear policy and documentation of procedures around who should have finance security access, scheduled to be released before the end of 2022.
If you have questions about this new eForm or finance security in general, please contact finsecurity@mcmaster.ca
Uncategorized