FM IT Procedure for Requesting FIMA Access

New Employee: For a new employee who requires standard Material Request access (which includes inquiry access to Customers/Jobs and Service Requests), the supervisor must do one of the following:

  1. Fill out the FIMA Security Access Form – Material Request Only (see attachment). IT will assign the User ID (page 1, upper right) and the Groups (page 2, bottom). The supervisor is responsible for filling out the remainder of the form, initialing the bottom of page 1, and signing and dating page 2. The employee for whom access is being requested should also initial, sign and date the form where indicated, if possible. The form must be sent to Bonny Brady in IT. If Bonny is unavailable, the form should be sent to John Powers, IT Manager.
  1. Send an email to Bonny Brady (or John Powers, if Bonny is unavailable) containing the following information: the employee’s name, shop(s) the employee is authorized to access, and an indication that this employee is to receive Material Request Only access.

For a new employee who requires any other FIMA access, the supervisor must do one of the following:

  1. Fill out the full 6-page FIMA Security Access Form (see attachment). IT will assign the User ID (page 1, upper right) and the Groups (page 2, bottom). The supervisor is responsible for filling out the remainder of the form, initialing the bottom of pages 1-5, and signing and dating page 6. The employee for whom access is being requested should also initial, sign and date the form where indicated, if possible. The form must be sent to Bonny Brady in IT. If Bonny is unavailable, the form should be sent to John Powers, IT Manager.
  1. If this employee should have exactly the same access as another existing or recently terminated employee, send an email to Bonny Brady (or John Powers, if Bonny is unavailable) containing the following information: the employee’s name, shop(s) the employee is authorized to access, and the name of the employee whose access should be duplicated.

Changes for an employee who already has FIMA access: If an employee requires additional access (including access to additional shops), or if portions of an employee’s access are being revoked, the supervisor must send an email to Bonny Brady (or John Powers, if Bonny is unavailable) with the employee’s name and an explanation of the access being requested or revoked. If the employee is completely changing positions or departments, the supervisor may instead opt to fill out the 6-page FIMA Security Access Form as described in section 1 above to indicate what the employee’s new access should be.

Totally revoking access: Payroll will notify IT if an FM employee is terminating, so the supervisor is not required to take any action in that case. However, if a non-University temporary employee terminates, or if an employee’s access is being revoked but the employee is not terminating, the supervisor MUST send an email to Bonny Brady (or John Powers, if Bonny is unavailable) with the employee’s name and instructions to revoke the employee’s access.

In all cases (except the termination of a University employee), IT will email the supervisor when the FIMA security changes have been completed.