Getting Started

How to Determine Security Access and Training Needs

Click the subject area that relates to your job duties.
Under Recommended Training, see your options for courses and on-demand overviews.
Launch on-demand overviews for more information about each area and its security roles.
Within each subject area, find job aids for completing the security access forms for each role.
Consult the Training Sequence to see which courses are Beginning, Intermediate, and Advanced level.

Downloadable spreadsheet of this list: Cafe Training for New Users Spreadsheet (.xlsx)

All Cafe Systems Users

Will you be...	Recommended Training
Using Northwestern's financial management systems for the first time?	Cafe Systems Overview
Authorized to see financial data?	Chart String Overview

Express
General

How to Request Access: Row Level Security - Express Form

Express Security Access Form

How to Request Access: Row Level Security - General Form

General Security Access Form

Approvals

Will you be...	Recommended Training:
Approving financial transactions?	FMS804 Approvals and Workflow

Express
General

How to Request Access: Workflow - Express Form

Express Security Access Form

How to Request Access: Workflow - General Form

General Security Access Form

Expense Reporting and Reimbursement

Will you be...	Recommended Training
involved in expense reporting and reimbursement?	Expense Reimbursement Overview
submitting your own expense reports for reimbursement?	FMS807 Employee Expense Reports
submitting expense reports for other employees (as a proxy)?	FMS807 Employee Expense Reports
checking the progress of reimbursements for yourself or other employees?	FMS807 Employee Expense Reports
submitting expense reports for others who are not employees?	FMS832 Online Vouchers
checking the progress of reimbursements for others who are not employees?	FMS832 Online Vouchers

Express
General

How to Request Access: Expenses - Express Form

Express Security Access Form

How to Request Access: Expenses - General Form

General Security Access Form

Procurement (Purchasing)

Will you be...	Recommended Training
involved in procuring goods or services?	Procurement Overview
identifying goods or services for purchase from iBuyNU?	FMS801 Shopping iBuyNU
submitting a request for goods or services for review and approval?	FMS803 Requester Basic Topics
	FMS804 Approvals and Workflow
responsible for reviewing and approving requests for goods and services?	FMS804 Approvals and Workflow
entering receipt confirmations for purchases?	Receiving Overview
	FMS803 Requester Basic Topics
	FMS815 Requester Advanced Topics
checking to see if purchases have been approved and paid?	Purchase to Payment Lifespan
	Matching and Tolerance Overview
	FMS815 Requester Advanced Topics
requesting updates or changes to purchase orders?	FMS815 Requester Advanced Topics
requesting direct payment for goods or services?	FMS832 Online Vouchers

Express
General

How to Request Access: Procurement - Express Form

Express Security Access Form

How to Request Access: Procurement - General Form

General Security Access Form

Financial Reporting

Will you be...	Recommended Training
Using reports to monitor financial activity in your school/department/program?	Financial Reporting Overview
Reading financial reports or explaining financial reports to others?	FMS723 Reconciling Budgets
Running financial reports for yourself or others? If so, how often:
A few reports on rare occasions (less than 12 times per year)?	FMS111 Running Cognos Reports
One or more reports on a regular recurring basis?	FMS111 Running Cognos Reports
One or more reports on a regular recurring basis?	FMS113 Scheduling Cognos Reports
Running financial reports for Principle Investigators or managers using ChartField Manager?	FMS111 Running Cognos Reports
	FMS113 Scheduling Cognos Reports
Authoring your own ad hoc reports in Cognos?	FMS103 Cognos Query Studio

Express
General

How to Request Access: Reporting - Express Form

Express Security Access Form

How to Request Access: Reporting - General Form

General Security Access Form

Actuals Journals (General Ledger)

Will you be...	Recommended Training
using actuals journals to record transactions?	Actuals Journals Overview
correcting transactions previously posted to the General Ledger?	FMS711 Corrections, Sales, and Transfers
transferring live funds from one chart string to another?	FMS711 Corrections, Sales, and Transfers
recording revenue from internal sales from one department to another? If so, what volume of sales will you record?
From 1 to 15 charges per journal?	FMS711 Corrections, Sales, and Transfers
15 charges or more per journal?	Account Services Journal Spreadsheet Registration

Express
General

How to Request Access: Actuals Journals - Express Form

Express Security Access Form

How to Request Access: Actuals Journals - General Form

General Security Access Form

Revenue

Will you be...	Recommended Training
involved in sales or in collecting revenue?	Revenue Overview
recording revenue from external sales or services?	FMS740 Receiving & Depositing Revenue

Express
General

How to Request Access: Revenue - Express Form

Express Security Access Form

How to Request Access: Revenue - General Form

General Security Access Form

Budgeting

Will you be...	Recommended Training
Involved in the preparation of a budget or in monitoring financial activity?	Budgeting Overview
Viewing the current year budget, year-to-date expenses, revenues, and balances?	FMS722 NUFinancials Budget Searches
Making or approving adjustments to the current year budget?	FMS720 Initiating Budget Adjustments
Reconciling financial activity related to your budget? If so, which type of budget:
Revenue budget (external sales or internal sales)	FMS723 Reconciling Budgets
Expense budget (non-compensation)	FMS723 Reconciling Budgets
Expense budget (compensation)	FASIS Training
Preparing the base budget for the next fiscal year?	NUPlans Training

Express
General

How to Request Access: Budgeting - Express Form

Express Security Access Form

For NUPlans access, please see the NUPlans System Access/Security page.

How to Request Access: Budgeting - General Form

General Security Access Form

For NUPlans access, please see the NUPlans System Access/Security page.

Grants Management

Will you be...	Recommended Training
developing and tracking proposals to submission?	Sponsored Research Overview
preparing proposals for submission to sponsors?	FMS502 InfoEd Proposal Development
managing sponsored research award funds to closeout?	FMS505 Managing Sponsored Projects
	FMS723 Reconciling Budgets
reviewing and approving departmental proposals?	FMS503 InfoEd Approvals
reviewing and approving award transactions?	FMS804 Approvals and Workflow
reviewing and interpreting report data for proposals and awards?	FMS505 Managing Sponsored Projects
reporting effort quarterly in the Effort Reporting System (ERS)?	Effort Reporting Training
managing compliance with federal, local and university regulations and policies?	Office for Research Integrity
collecting COI sign off from key personnel on proposals?	FASIS COI Training
reviewing and managing personnel and salaries in FASIS?	FASIS Training

Sponsored Research

How to Request Access: How to Request Sponsored Research Security Access - Grants

Express Security Access Form

General Security Access Form

Facilities Management

Will you be...	Recommended Training
requesting services from Facilities Management?	FMS900 FAMIS Service Requests
managing renovation/construction projects or a large volume of service requests?	Taught on request by Facilities Management

Express
General

How to Request Access: Facilities - Express Form

Express Security Access Form

How to Request Access: Facilities - General Form

General Security Access Form

Asset Management

Will you be...	Recommended Training
acquiring, managing, or reporting on assets?	Asset Management Overview
reporting the transfer or disposal of University assets to Accounting Services?	Asset Management Self Service Requests
viewing asset management information?	Asset Management Business Admins

General

How to Request Access: Assets - General Form

General Security Access Form

Alumni Relations and Development

Will you be...	Recommended Training
using CATracks for alumni tracking and development activities?	CATracks Home