Access Form versus OSCAR/Concur Workflow Update Form
The Access Form and OSCAR/Concur Workflow Update Form are two forms that are frequently used to make changes in OSCAR. Depending on the type of change, one or both forms may need to be used to accomplish one task. This knowledge article describes what each form is used for, and when to use them.
The Access Form is used to request access to OSCAR and Banner Finance. This form can be used to request new or update existing user profiles.
OSCAR/Concur Workflow Update Form
The OSCAR/Concur Workflow Update Form is used to request permanent and temporary changes to the workflow in OSCAR and Concur. If multiple approvers need to be updated, a form for each unique approver will need to be submitted.
Changes in Concur are made using this form and can be made for users with the roles of Financial Approver or Supervisor (or both).
Temporary versus Permanent Changes
A temporary change is used for situations where the current approver will return in the future, such as a vacation or leave of absence. A permanent change is used for situations where the current approver will not return, such as job changes, resignations, and retirements. If an approver leaves RPI and their permanent replacement is not yet known, a permanent change should still be used to update the workflow in the interim.
The Access Form and OSCAR/Concur Workflow Update Forms are two distinct forms to accomplish different tasks. There are many situations where both forms will need to be submitted in order to make a change. The following examples help demonstrate when each form is used:
Harry is an OSCAR Shop Only user who was recently promoted. In his new role he will be entering requisitions.
Action – Submit an Access Form requesting to update Harry’s role from Shop Only to Requestor.
Ginny is an OSCAR Approver going on vacation for 8 weeks. Ron will be covering for her while she is out.
Action – Submit a Workflow Update Form indicating a temporary change.
Hermione is an OSCAR Approver leaving RPI to go work at Hogwarts. Neville will be covering her position until a permanent replacement is hired.
Action – Submit a Workflow Update Form indicating a permanent change. Later, after Hermione’s replacement has been hired, submit an Access Form and another Workflow Update Form indicating a permanent change.
Voldemort is a Business Coordinator who was recently promoted to a Business Administrator role. He is currently an OSCAR Requestor who enters requisitions, but will be approving requisitions for ORG 1234 in her new role.
Action - Submit an Access Form requesting to update Voldemort’s role from Requestor to Approver. A Workflow Update Form also needs to be submitted indicating a permanent approver change for ORG 1234.