Primary Authorizers' Responsibilities

The Primary Authorizers in DLCs are responsible for maintaining authorizations over the resources of the DLC. This includes periodic review of existing authorizations for accuracy. It also includes responsibility for solving problems that might result from changes in an individual's role or authorizations. (The Business Liaison Team can often provide assistance with authorizations problems.)

If you are a Primary Authorizer for one or more DLC, the following responsibilities and guidelines apply to you:

1. Review of your DLC's Authorizations
   Periodically, you should review all authorizations for your department's resources. Your review should take place every one to three months, depending on the frequency of changes to people and resources in your department. You can do this from the Web interface by running the report SAP Authorizations within a "department".
   
   For more ways to review authorizations, go to More choices... and follow these links

   Redundant Authorizations

   People missing REQUISITIONER or CREDIT CARD VERIFIER auth.
   
   

2. Changes in Fund Center Hierarchy/Departmental Reorganizations
   Changes in fund centers, spending groups, or reorganizations of SAP data can take several days to implement. These changes may affect an individual's ability to perform certain business functions. As Primary Authorizers, you should plan any such changes carefully and anticipate any authorization changes that might be needed to avoid disruptions.
   
   

   These changes are not managed in the Roles Database. Send requests to business-help@mit.edu.
   
   

3. Staff terminations or transfers.
   When a person from your department who has authorizations leaves the department or leaves MIT, send e-mail to business-help@mit.edu. Let the Business Liaison Team know if the person is leaving MIT or if he or she is transferring to another MIT department (and include the new department name, if known). This helps the Business Liaison Team to manage usernames in the system.
   
   When a PA leaves a department and a new PA is clearly replacing the departing PA, the Business Liaison Team sets up the new PA's authorizations and notifies the Department Head and Senior Officer. If neither the Department Head nor the Senior Officer replies to the contrary, the silence is considered assent for the transfer of responsibilities.
   
   When a PA leaves a department, his/her ability to grant authorizations is revoked immediately upon notification of the departure--unless a later date is indicated by the Department Head or Senior Officer.
   

4. Requests for authorizations on your department's resources
   PAs from other DLCs may need authorizations on your resources. Presuming you agree that the requests are appropriate, they should be completed within 24 hours, if possible. Let the requester know when the change has been completed.
   
   PAs can only maintain authorizations for certain common business functions and departmental resources. See Rules governing which authorizations you can grant. For authorization changes outside the scope of your authority, address the requests to one of the following:
   • If the authorization change is for another department's resources, contact the Primary Authorizer in the other department.

   • For other changes, send the request to
     • business-help@mit.edu, if you are a Primary or Secondary Authorizer (SA) in most DLCs.
     • r3-accts@mit.edu, if you are a PA or SA within specific central areas, such as CAO, Budget Office, Facilities, OSP, or Treasurer's Office.

Last modified 01/03/2001 by sbjones@mit.edu