To do their job, employees need the correct system access. We know you want these requests to be granted as soon as possible, and so do we! Although requests can sometimes stall, we're working on ways to help the process along.
The requests are tied to the employee position ID, and if something changes from the time the request was submitted and when it is approved, it can cause issues with the request. To avoid some of those issues, the security team will send a reminder when a request has been pending for 60 days, and then will cancel the request after 90 days.
The security team is working on adding reminder notifications, but in the meantime, you can check your requests in the System Access Requests area in Workday in the FIN Access Requests link or in the Reports tab.
If you select the blue link that says: Create FIN Security Request: [Your Name], you will be able to select the Process tab to see where the request is.
Where most delays occur in the system access request process and what you can do to help the request move faster:
1. Initiators not approving the request.
Some people who request system access don't realize that they are required to approve the request after the Security Administrator. Managers can request access for their employees, so this ensures that the employee getting the security role approves the request. When you get a WD task to approve your system access request, make sure you go in and approve.
2. Managers not approving the request.
Managers are busy, and not all know the process well. Please send an email to your manager asking that as soon as they get the request to please approve it in their Workday inbox (My Tasks). You can also keep an eye on your request, and send the email when the request has moved to your manager.
3. Training hasn't been completed.
Some system access requests have required training. It can be helpful to know what if any, training is required before submitting the request. You do not need to complete the training before you submit your request, but you should be prepared to complete the training within 30 days of the request. You can find the list of security roles and required training HERE. The training team will assign the Learning Program for each role once the request gets to their queue, but you don't have to wait for it to be assigned. If you have already completed the training, you do not need to retake the training.
It is important to know that you must complete the training for ALL the roles requested in a system access request. If you have a role you need immediately and have already completed the training or will complete it soon, you will want to put that role in a separate system access request.
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Questions? Contact askfinance@virginia.edu
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