Holy Cross System Access Form

The HC Systems Access Account form was created to assist you in establishing a new employee's computer accounts as well as software and training needs prior to his/her start date. Additionally, it allows you to request edits to existing employee accounts. To successfully organize the creation of all desired accounts, edits to accounts, installation of necessary software and identification of training needs, you must complete the form below.The form provides sections for the following requests: Name changes (for existing accounts), Novell network access, GroupWise access, PeopleSoft Financials and Human Resources access, and Telecommunications phone and line requests.

Upon completion, please click the Submit button located at the bottom of the form to send your information. The data is delivered via email to theTraining Department and then distributed to the appropriate persons so that your new employee will have the tools they need to perform their job. General questions, as well as PeopleSoft questions may be addressed to Paula Sylvestri, ext. 3849; Novell, GroupWise or Alpha questions may be addressed to the ITS Help Desk, ext. 3548.

I. Request Information When the form is processed and all applicable account(s) are created, the requestor will receive the new employee's information via email.
Requested by:
Requestor's email:
Department:
Request is for:

II. Employee Information Enter information about the employee in this section. (The rest of the form is specific to the position, not the person in the position.)
Name (first, middle, last):
Date of Hire:
Request for name change	(please provide the "new" name and effective date):
"New" name:
Date name change will be in effect:
	Click to submit the name change request
Request for a transfer	(please provide name of department individual is transferring from):
Department transferred from:
Date transfer will be in effect:

III. Position Information Make sure to include the position number generated by Human Resources.
Position number:
Type of position:
Title:
Supervisor:
Department:
Phone:
Fax:
Building:
Room #:
PO Box:

IV. Accounts and Access Use the sections below to specify accounts and access rights the user will need to perform the job, checking all that apply.

Novell
Novell network account	Personal network drive (p:)
Network printer	Dept's common drive (m:)
Identify additional Novell access needs:

GroupWise
GroupWise email account

Telecommunications Please complete this section of the form to identify the position's phone type, phone number and directory listing.
Existing line available To use an existing telephone line, please identify the phone number and employee previously assigned to it:
New Line Request	Need new line installation
Specify line type:
Please indicate jack number of nearest accessible jack outlet : (to be used for new line installation)
Additional Telephone If a telephone is needed, choose which type of phone you want and provide a chart string for cost of new phone ordered:
Specify phone type:
Chart string for cost of phone:
Directory Listing The individual's phone number is published in the HC phone directory unless otherwise indicated. If you wish to publish a different number (for example, the department's main number), please note that phone number below:
Phone number to be published in HC directory:

Kronos KRONOS is a time entry/management system. Please review the choices and then select the appropriate access option from the drop-down menu below:
Choose Web Supervisor if the employee is responsible for managing timecards. Choose Web Time Entry if the employee is an hourly employee and does not need any supervisory access.
Access option:
Dept. organization #:
To request the same KRONOS access as the person who formerly held this position, please enter their name here:

PeopleSoft (Financials, Human Resources, Student Systems and Request PS Transcript.) By completing this section of the form, the new employee hired for this position will have their PS account(s), but the PeopleSoft Financials operator id and password will not be released until new employee has attended training.

PS Financials
If your department has multiple organization numbers that can be used in a chart string that this employee should have access to, please enter the range of numbers below:
through
If department org. numbers are non-contiguous, please enter them below:

In addition to specific organizational numbers, you may wish for this position to have access to other Financial user's data for further processing. If so, please list the user name(s) you wish this position to have access to and for what functionality in the table below.
Edit a PO created by:
Approve a PO created by:
Receive against a PO created by:

The financial access options and descriptions are listed below. If you are unsure of what to select, please call ext 3849, for assistance.

Purchasing, Buyer	The buyer is the individual who prepares and enters purchase orders online.
Purchasing, Approver	An approver, usually a manager or dept. head, approves purchase orders so that they may be dispatched to vendors.
Accounts Receivable/Billing	This option is only applicable to the Athletics and Conference Services departments.
Journal Entries, Entry	Journal entry access allows you to prepare and enter journals online.
Budget Transfers	Budget Transfers access allows you to transfer funds between organizational funds, providing that you are authorized to work within those specific funds.
Fin. Developer Access	Access for development work on the Financial System.
Fin. DBA Access	Access for DBA work on the Financial System.
Dept. Budget Reports	Reports access allows you to view department budget report online.
Please identify the department numbers for whom you will be accessing departmental budget reports:

PS Human Resources Please select the PS Human Resources functionalities appropriate for this position. Select all of the following that apply.
HR
HCHRSUPR (Supervisor) HCHRAPPS (Recruiting) HCHRRCRD (Records) HCHRMISC (Miscellaneous) HCHRSTDT (Student) HCHRTRN (Training) HCDEANST(Dean's Office)
PR
HCPRPROC (Payroll Office) HCPRSUPR (PR Supervisor)
Budget
HCBUDGET (Budget Office)
Faculty
HCFACALL (Dean's Office)

PS Student Systems
To grant or remove access to the Student System please check the appropriate checkbox below as well as complete the form via the link adjacent to the checkbox. When you click the link a new window will display over this current form. Simply fill out the new form and click its submit button. Click back on this page to complete and submit your total request. (This page will be viewable while you are entering information on the student form.)
Student Administration Security Request (and Access Form) Student Administration Access Termination

Request for PeopleSoft Transcripts
You may receive a report as to what PS courses an employee enrolled in while employed elsewhere. To request the report, please provide the following information:
Former Employer:	Employee's Previous Name: If employee has had a name change since, please enter previous name.

R25 R25 is Holy Cross' Master Calendar. It is used to schedule various rooms in various buildings, as well as athletic fields. Every Holy Cross employee has the capability to view the calendar, but some can schedule events.
Does your employee need access to R25 to schedule events?		Yes

Development The section below applies to the Development Department only. All others, please proceed to the Additional Comments section.
Advance V5
HC Fund (HCF) Common Drive
Select Oracle Needs within the Advance System:
BIO	PROSPECT	GIFT
BRIO
Advance CS

Additional Comments
Please enter any additional comments that might be helpful in fulfilling this request below:.

To submit any requests, you must click the submit button.