To request a security change for the Speedtype Tracking Approval Reconciliation System (STARS) please use the link found here: Submit a request – UofL Business Operations (louisville.edu) This form can also be used when a new speedtype is added. Include the new speedtype on the form and the user ID's of the individuals who need security on the new speedtype. If there are multiple new speedtypes you can use the spreadsheet linked in the form.
All roles can be changed by the departmental personnel except for the role of PI. The PI role is fed from PeopleSoft to OnBase. If a PI leaves the university work with Sponsored Programs to have the new PI updated in PeopleSoft. Once the new PI is updated in PeopleSoft you can submit a form to have old forms that are currently in OnBase queues updated to the new PI if needed. New forms that generate will have the new PI on them automatically. Please note: the "Submit" button must be clicked at the bottom of the form or the form will not be sent for processing. If you do not receive a confirmation email the form was not submitted.
The video of how to fill out the security change request form can be found here. Written instructions are below:
1. On the drop down menu select STARS Security Role Change
2. Type in your university email address
3. Your name first name last name
4. Your 10 digit department ID if you know it. If not you can leave it blank
5. Your Department Name
6. Number of Changes - Select from the drop down if only one person is being changed or if multiple people are being changed
If you select More than one person a pop-up box will appear asking you to make the changes in Excel
You fill out the Multiple Employees Single Speedtype Excel form only if you are changing security on one speedtype for two or more people. An example would be adding reconciler Jane Doe to 01111 and removing Reconciler Tom Smith from speedtype 01111. If you are wanting to change multiple employees on multiple speedtypes use the spreadsheet found on number 13 below.
This allows you to change multiple people on multiple speedtypes
When the spreadsheet opens it will be in Read Only View
Go to File>Save As>Download a Copy
Click on the down arrow at the top of the page and click on the file that was downloaded:
Once the spreadsheet has been opened click Enable Editing at the top:
The spreadsheet should be filled out as follows:
a. The last name of the person with security changes
b. The first name of the person with security changes
c. The user ID of the person with security changes
d. Modification Type dropdown - should Be Add, Remove or Change Role
e. New Role in STARS dropdown - role choices are Reconciler, Reviewer, Manager and Departmental Approver
f. Speedtypes that security changes should be applied to
7. Effective Month - The reconciliation month that the security changes should go into effect
Example if change should go into effect on the January monthly reconciliation form and the date the request is made is February 20th the Effective Month should be January
8. Modification Type - If you selected Only One Person for #6 above then you will need to chose from the dropdown menu what type of security modification that person needs. The choices are Add, Remove and Change Role
9. If Only One Person for is selected for #6 above supply the Last Name of the person with security changes
10. If Only One Person for is selected for #6 above supply the First Name of the person with security changes
11. If Only One Person for is selected for #6 above supply the Employee ID number of the person with security changes
12. STARS Role dropdown - Select the role that the person should have Reconciler, Reviewer, Manager and Departmental Approver
13. Speedtypes Affected dropdown - select if the security change will go into effect for all speedtypes within a department or if the change will only be for specific speedtypes
If Specific Speedtypes is selected an Excel pop-up box will appear:
If there are more than 10 speedtypes fill out the spreadsheet as shown below:
When the spreadsheet opens it will be in Read Only View
Go to File>Save As>Download a Copy
Click on the down arrow at the top of the page and click on the file that was downloaded:
Once the spreadsheet has been opened click Enable Editing at the top:
Spreadsheet will appear as shown below:
a. Modification Type dropdown - Select the modification type for the person you specified in #9 - #11 above
b. New role dropdown - Select the new role for the person you specified in #9 - #11 above
c. Speedtype - list all of the speedtypes effected by this change
Any comments that you would like to should be done at the bottom of the form in the comment box:
If you have a filled out a spreadsheet in either #6 or #13 above attach the spreadsheet that was saved to your computer in the Attachment area shown below. You can drag and drop the Excel file to this form. Once you have completed the form Click the red Submit button at the bottom.
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