Guidance for Determining Appropriate UW–Madison HRS Templates

Select the appropriate new HRS template(s) when requesting HRS security by following the steps below. Note that the IR All NS Query Library role needed to run OBIEE non-sensitive queries is included in each template. Please indicate in the required Comment section which template/s was selected.

Step One

Determine if the employee needs access to HRS at the division or department level? There are three templates for divisional staff and three for departmental staff plus one for View only.

Step Two

Discern the major responsibilities of the employee, i.e., HR, Payroll, Financial, or View Only. Before moving on to Step Three, determine whether you will be able to avoid a Separation of Duties conflict.

• If this individual is a Supervisor or backup Approver, can another staff member be responsible for entering HR data, e.g., add/change person/position/job data?
• If this individual’s primary responsibilities are entering HR data, e.g., add/change person/position/job data, this individual should not also be a Payroll Coordinator.

Step Three

• If the employee only needs to view and is not entering/updating HRS data, select the View Only template (both for Divs/Depts).
• If the employee has primarily one area of responsibility, e.g., HR, Payroll, or Financial, select the corresponding template (see top of template chart).
• If the employee performs primarily one function but also needs access to other information, select the appropriate template and corresponding Optional Role (see lower section of template chart).  For example, if an individual is responsible for HR but also needs to see funding, select the HR template and, using the plus sign, add another field, e.g., Campus User Funding View Only.  Please indicate in the required Comment section which template/s and additional field/s was selected.
• If the employee performs multiple functions, you can select more than one template by selecting one and then returning to select another—the roles will not duplicate.  Be sure you don’t provide more access than is needed; individual roles can be added as necessary.

Step Four

Refer to the bottom of the template chart for Special Requests that require either credentialing (e.g., PY Additional Payroll entry) or justification (e.g., IR Sensitive Query Library or the Unmask role).  Please indicate in the required Comment section justification for any Special Requests.