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IRIS Training Plan Request Form

  The purpose of an IRIS Training Plan is to indicate the required access an employee needs in order to perform their job responsibilities in SAP/IRIS for their current position only.

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 training 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.

When an employee with SAP/IRIS access leaves a position for any reason, the business officer or immediate supervisor over that position must submit an IRIS Training Plan, selecting the Access Removal option in the Reason for Training Plan section, so that the SAP/IRIS access can be removed.

If an employee transfers to a different position at the University and needs SAP/IRIS access, the business officer or immediate supervisor over the new position will need to submit an IRIS Training Plan indicating the required access the employee needs in order to perform their job responsibilities in SAP/IRIS for their new position.


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

A training plan for SLCM access ONLY must be submitted 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.

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.

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 (ASO)
Refer to the table below and enter the appropriate e-mail address. This is the e-mail address the IRIS Training Plan Request Form will be sent to when submitted for approval and further processing.

E-mail Address:

If the employee's UK Department Number begins with... ...enter this e-mail address:
H* or M* patrick.ballard@uky.edu
1* or 3* or 9* anthony.russell@uky.edu
4* toni.smith@uky.edu
7* or 8* (Excluding 7H* and 81* - See below) hrpike2@uky.edu
7H* (College of Medicine) patrick.ballard@uky.edu
81* (College of Ag, Food, and Environment) chris.shotwell@uky.edu

For SLCM access ONLY training plans... IRISSupport@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 Employee
  
Rehired/Reinstated Employee
  
New Position for Employee
  
Additional Access for Employee in Same Position (Select only the additional access being requested in the Access Selection section.)
  
Access Removal (List all access to be removed in the Comments/Special Instructions field below and do not select anything in the Access 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 requester must be the employee's business officer/immediate supervisor or designated College Contact.
The employee information can be found in their HR Master Data record (transaction PA20).

 
Requester Information
  Name:
  E-mail Address:
 
Employee Information
  Name:
  E-mail Address:
  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. 7A000)   If this is a STEPS employee, please enter the number for the department in which they're actually working.
 

4. Access Selection
Select the required access the employee needs in order to perform their job responsibilities in SAP/IRIS for their current position.

Please select both courses for all employees.
  Statement of Responsibility (SOR)
  IRIS Awareness & Navigation (UK_100)

Business Warehouse (BW) / Business Objects (BOBJ)

Please select only one of the following two BW Web Reporting options:

  BW Web Reporting (FI Version) (BEX_300, BEX_300_A)
  BW Web Reporting (SLCM Version) (BEX_SLCM_300, BEX_SLCM_300_A)
  Business Objects/End Users (BI_BOBJ_200)

Finance (FI)
 
  Finance Overview (FI_200)
  Cash Transmittals (FI_CT_300)
  GL 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 required information below also!)
       FES Access Type:  
       FES Access Level:  
       FES Department Number(s):  (Please 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)
  Advanced Cost Sharing (FI_GM_320)
  PI Grant Budget Overview (FI_GM_200)
    The PI Grant Budget Overview access should be selected ONLY if the employee is a Principle Investigator.
Staff employees should take BEX_300/BEX_300_A and FI_GM_310 for the equivalent access.

Human Resources and Payroll (HR)

STEP 1: Please choose the appropriate HR Role(s), and then complete STEP 2 also!

  
 


STEP 2: HR Department Number(s): Please enter the department number(s) for the selected HR Role(s) in the field below.
 
  
  Faculty Actions (HR_PA_340) (Additional course for the HR Business Officer Roles, if applicable)

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 required information below also!)
       Approver Level:  
       Approver Department Number(s):  (Please enter the department number(s) for this Approver access in the field below.)
         
  
  
----The access listed below is for UK Healthcare, College of Medicine, and Facilities employees ONLY.----

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

Plant Maintenance (PM)
This access is for UK Facilities employees 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)
  Student Alert Access (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)
  Advising (SLCM_WP_310)
  
  Overrides (SLCM_WP_220)  (Please complete the required information below also!)
       Overrides Access Level:  
       Overrides Department Number(s) and Name(s):
       (Please provide the department NUMBER(S) AND NAME(S) for this Overrides access in the field below. Both values are necessary to prevent delay in processing!
       For example: 7A000 College of Dentistry, 8E000 College of Arts & Sciences)
         
       Overrides Type(s):  (Please select the appropriate Overrides Type(s) from the list below.)
  Add period is closed
  Athlete/International Drop Override
  Automatic Override for Part of Term Sect
  BCTC Blue Plus Maximum Course Limit
  BCTC Blue Plus Missing Status Override
  Course, Test, Placement Exam Prerequisite
  DGS - Degree Applicant Approval
  Drop period is closed
  International Drop Override
  Lift Advisor Hold
  Override Capacity
  Override College, Major, Classification
  Override Controlled Enrollment
  Override Global Scholars Restriction
  Override MBS Evening Program Restriction
  Override MBA One-Year Program Restriction
  Override Max Enrollments
  Override Maximum Credit Hours
  Override Multiple Booking Restriction
  Override No drop for Veterans
  Override Restrict Program
  Override SEAM Student Restriction
  Override Status Restrictions
  Override Stops / Holds
  Override Technical Messages
  Override Time Conflicts
  Program Type Restrictions
  Temporary Prerequisite for Course in Progress

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*** 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 with further information/instructions will be sent to all employees listed on the form.

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

             

 

 
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     Page Last Modified: 07-10-18