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IRIS Training Plan Request Form

  The purpose of an IRIS Training Plan is to indicate the mandatory courses an employee must complete in order to obtain the necessary access required to perform their job responsibilities in SAP/IRIS for their current position only.

When an employee leaves a position, the Business Officer over that position must submit an IRIS Training Plan, selecting the Access Removal ONLY option in the Reason for Training Plan section, so that the SAP/IRIS access can be removed.

If an employee leaves a position for a different position at the University and needs SAP/IRIS access in the new position, the Business Officer over the new position will need to submit an IRIS Training Plan indicating the mandatory courses the employee must complete in order to obtain the necessary access required to perform their job responsibilities in SAP/IRIS for their new position.

An IRIS Training Plan is valid for as long as an employee is in the position for which the training plan was submitted. An employee will have up to six (6) months from the date it is approved to complete the required course(s). If a required course is completed after the six (6) months period and the corresponding access is still needed, a new IRIS Training Plan must be submitted prior to the access being provisioned to the employee.


Form Instructions
There are five sections on this form which must be completed:
    1.  Approver/Area Security Officer
    2.  Reason for Training Plan
    3.  Requester and Employee Information
    4.  Course/Role Selection
    5.  Training Plan Submission

A training plan for SLCM access only must be submitted directly to IRIS Training by the employee's designated College Contact.

A training plan for all other access (with or without SLCM access) must be submitted by the employee's Business Officer (or immediate supervisor authorizing the access) to the appropriate Approver/Area Security Officer (ASO) delegate for approval. The Approver/ASO delegate will forward the training plan upon their approval.

For Faculty and Teaching Assistants needing access for grading, class rolls, advisor holds, and overrides only, the designated College Contact must send a regular e-mail directly to the SLCM Team requesting the appropriate access.

Users requiring SRM and/or PRD access must have a unique position number assignment. Only one user per position number can be assigned to work in the SRM/PRD system. Please establish this position number and assignment to User ID prior to requesting roles.

Review the IRIS Training Plan Submission Policy for further information.

Any training plan received with incomplete information and/or insufficient approvals will be returned for re-submission.


1. Approver/Area Security Officer
Based on the submission guidelines stated in the Form Instructions section above, enter the appropriate e-mail address in the field below.

Refer to the table below for the appropriate e-mail address. This is the address the form will be sent to when submitted.

A training plan for SLCM access ONLY must be submitted directly to IRISSupport@uky.edu by the employee's designated College Contact.

UK Department Number begins with... Approver/ASO Delegate E-mail Address
H* or M* Patrick Ballard
patrick.ballard@uky.edu
1* or 3* or 9* Anthony Russell anthony.russell@uky.edu
4* Toni Smith
toni.smith@uky.edu
7* or 8* (Excluding 7H* and 81* - See below) Rebecca McCoy
rebecca.mccoy@uky.edu
7H* (College of Medicine) Trish Polly
trish.polly@uky.edu
81* (College of Ag, Food, and Environment) Chris Shotwell
chris.shotwell@uky.edu


2. Reason for Training Plan
Enter the start/effective date and select the appropriate reason for submitting this training plan. Additional comments and/or special instructions can be noted also.

Start/Effective Date: (mm/dd/yyyy)
  

Brand New UK Employee
  
Current Employee - New Position
  
Current Employee - Same Position - New/Additional Access
  
Rehired/Reinstated Employee
  
Access Removal ONLY (List all access to be removed in the Comments/Special Instructions field below and do not select anything in the 4. Course Selection section.)
  
Other (Explain in the Comments/Special Instructions field below.)
  
Comments/Special Instructions: (Maximum length = 500 characters)
  


3. Requester and Employee Information
Complete all requester and employee information. The employee information can be found in their HR Master Data (transaction PA20).

The requester must be the employee's Business Officer or designated College Contact...not the employee for which the training plan is being submitted!

 
Requester Information
  Name:
  E-mail Address:
 
Employee Information
  Name:
  Link Blue ID: (i.e. jdoe222)
  Person ID: (Enter all 8 digits)
  Personnel Number: (Enter all 8 digits)
  Position Number:
  Position Title:
  UK Dept Number: (i.e. 3J510)
  E-mail Address:
 


4. Course/Role Selection
Select the appropriate course(s)/role(s) required for the employee's current job responsibilities.

General
 
  Statement of Responsibility (One time requirement for all users!)
  IRIS Awareness & Navigation (UK_100)

Business Warehouse (BW) / Business Objects (BOBJ)
 
  BEx-Web Reporting Courses:
  
  Business Objects for End Users (BI_BOBJ_200)

Finance (FI)
 
  Finance Overview (FI_200)
  Cash Transmittals (FI_CT_300)
  G/L Account Documents (JVs) (FI_GU_310)
  Statistical Internal Orders/User Codes (FI_GU_321, FI_GU_322)
  Procard Editing (FI_PC_300)

Faculty Effort System (FES)
 
  FES Data Processing & Actions (FI_FES_315)
(Please complete the three fields below also!)
       FES Access Type:  
       FES Access Level:  
       FES Department Number(s):
       (Enter the department number(s) for this FES access in the field below.)
         

Funds Management (FM)
 
  Budget Maintenance (FM_BUD_300)

Grants Management (GM)
 
  Grants Management Analysis (FI_GM_310)
  Grants Analysis Refresher (FI_GM_315) (This course is to be taken no sooner than six months after completing FI_GM_310!)
  Advanced Cost Sharing (FI_GM_320)
  PI Grant Budget Overview (FI_GM_200)
    FI_GM_200 is to be taken ONLY by Principle Investigators. Staff employees should take BEX_300 and FI_GM_310 for equivalent access.

Human Resources (HR)

STEP 1: Choose the appropriate HR Role(s). The course requirements are listed next to each role.

  
 


STEP 2: Enter the department number(s) to which the employee needs HR access in the field below.
  HR Department Number(s):
 
  
  Faculty Actions (HR_PA_340) (Additional course for the HR Business Officer Roles, if applicable)
  
  LSO Training Administrator (HR_200, Desk-side training by HR Training & Development)
  LSO Instructor (HR_200, Desk-side training by HR Training & Development)
  LSO Reporter (HR_200, LSO Reporter for Research, Desk-side training by HR Training & Development)

Materials Management (MM)
*Users requiring SRM and/or PRD access must have a unique position number assignment. Only one user per position number can be assigned to work in the SRM/PRD system. Please establish this position number and assignment to User ID prior to requesting roles.

  *SRM Shoppers (SRM_SHO_301, SRM_SHO_302, SRM_SHO_303, SRM_SHO_304)
  *SRM Goods Confirmations (SRM_CON_300)
  
  *PRD Creator (MM_PRD_200, MM_PRD_300)
  
  *Combined Approvers (MM_APP_300)
(Please complete the two fields below also!)
       Approver Level:  
       Approver Department Number(s):
       (Enter the department number(s) for this Approver access in the field below.)
         
  
  
----The courses below are for UK Healthcare, College of Medicine, and Facilities ONLY.----

  SAP Requisitions (MM_REQ_300)
(Please complete the field below also!)
       Requisitions Form:  
  
  SAP Goods Receiving (MM_REC_320)

Plant Maintenance (PM)
For UK Facilities ONLY

  Work Orders (PM_WO_300, PM_WO_305)
  Work Order Components (PM_WO_310)

Student Lifecycle Management (SLCM)
 
  Student Lifecycle Management Overview (SLCM_200)
  Event Planning (SLCM_AD_300)
  Student Records (SLCM_AD_310)
  Booking Rules (SLCM_AD_315)
  Booking (SLCM_AD_320)
  Programs of Study and Majors (SLCM_AD_340)
  Student Account Balance Display (SLCM_CA_310)
  Grading (SLCM_WP_210)
  Overrides (SLCM_WP_220)
  Advising (SLCM_WP_310)
  
  Student Alert Access (SLCM_200)

5. Training Plan Submission
Please verify that all sections of this form have been completed accurately, and then click on the SUBMIT IRIS Training Plan Request Form button below.

Any training plan received with incomplete information and/or insufficient approvals will be returned for re-submission.

Once IRIS Training has received and processed this training plan request, a confirmation e-mail will be sent to all employees listed on the form.

Caution: The RESET Form button will clear all fields and selections.

                   

 

 
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     Page Last Modified: 07-01-2015