SW - FAQ Department Coordinator

The UDOC (User Maintenance Document) is a document that is used to create a user’s FMS security account (profile) and to link the user to FMS resources (security roles).

The UDOC must include the user’s basic information, Security Roles, and Approval Roles (if applicable). All UDOC requests, except for locking user’s access, will workflow to the department and the Controller’s Office and/or GSD for approval before taking effect (Final).

For more information Click HERE to view the UDOC Manual.

Only designated department users with the “GN_UDOC_MGT” Role can create a UDOC. All UDOC must follow the following Document ID naming convention: ##_eid_vv

•  ## – Department number

• eid – Employee ID

• vv – version number

• Example – 26_123456_01

For more information Click HERE to view the UDOC Manual.

Only designated department users with the “GN_UDOC_MGT” Role can modify a UDOC. When the UDOC is being modified, it must keep the same Precedence number for each existing Role. The Precedence number must stay consistent always. If the Precedence number is used for another Role, an error message will occur and delay the approval process of the UDOC.

The UDOC will be subject to Controller approval to verify the requested access is appropriate (i.e. separation of duties). If the request is deemed inappropriate, it will be rejected.

When a user leaves your Department and you lock them out, there is no need to select the “Delete” radio button to delete their Role(s). The default is to use ‘Disabled’.

Once the user leaves your department you should “Lock” them out immediately. This is to avoid the user having access to FMS for your Department.

You should NOT “Lock” out an employee if his OR her Home Department has been updated by their new current department. This will cause an override of the user's current Department. If the override happens, that user will be placed back into their old Home Department and will not have access to their current department FMS information. Click HERE for more information.

Please click HERE to open a Quick SNow ticket to remove the user’s Foreign Org access. Choose “SW-REMOVE FOREIGN ORG ACCESS” from “Commonly requested and reported issues” drop-down list.

UDOC, like other documents in FMS, will route to different approval levels based on defined conditions and routing sequences.

There are 3 conditions to route a UDOC to CTR Level 5 SW for approval.

1. Updated non-SM security role

2. Updated one of the workflows in "39_L4","26_L6_FA","26_L5_SW","26_L5_PO","26_L5_PM",
   "26_L5_GA","26_L5_FA","26_L5_DA","26_L5_CR","12_L10","10_L12","10_L11","76_PE_L10"

3. Override Level is greater than 6. Changing the Locked Out status to Locked / Disabled will not require FMS SW level 5 approval

When a user has left their current department (via retirement, department change or leaving the city), the Department Coordinator must lock the user by creating and submitting an UDOC. In the UDOC, under the “Account Option” tab and the “Locked out” field, should be marked as “Locked Out”. Locking user(s) only requires department Level 2 approval and does not require Controller’s Office approval. As a result, the document will go to final, and the user's FMS access is locked immediately.

Below is a general Workflow process.

• Department Level Approval

• GSD Level 8 SW approval, if

  • One or more of the following security roles has been added or removed SM_nnn,"INV_MOB_CNT","INV_MOB_ISS","INV_MOB_REC","INV_MOB_SN","INV_MOB_TI","INV_MOB_TR"

  • Certain Approval Roles had been added or deleted.

• CTR Level 5 SW approval, if

  • A non-SM security role had been added or removed

  • Certain Approval Roles had been added or deleted.

  • Override Level is greater than 6

Security Roles are roles established based upon Job Functions by the Accounting Modules (AP, AR, CA, GL and Procurement), and those Job Functions are assigned Security Roles. (e.g. the AP Payment Management role gives a user access to process FMS payment documents).

In addition, specific FMS tables and pages are assigned to each security role (“Resources”) and include read or write access, depending on minimal needs of the role. Since FMS Security uses the building block approach, the Department can add additional roles to users depending on needs.

Your Security Role is based upon your duties and responsibilities in your department. If you need help determining the Security and Approval roles, please please click HERE to open a Quick SNow ticket to request help choosing Security and Approval roles. Choose “SW-SECURITY & APPROVAL ROLES” from “Commonly requested and reported issues” drop-down list.

Security roles are like building blocks; so some users may be associated with only one role while other users may be associated with multiple roles. Each role must be maintained by the FMS Security and Workflow group and customized roles are not permitted. Any requests for "customized" roles should be directed to the Controller's Office. You can also note which roles are common for your type of users (i.e., a cheat sheet to remind yourself when requesting access to FMS).

Workflow roles will allow the user to approve a document based on the level of the role. User is not allowed to apply more than one approval level on the same document. The workflow role will also require appropriate security for that workflow role to be applicable.

Your Workflow Approval Role is based upon your duties and responsibilities in your department.

If the user has both approval roles, they can only approve at Level 1 or Level 2, not both. A user can be a member of multiple approval groups and levels, but will be restricted to applying only one approval per document.

Foreign Organization Access is the ability given to a user from a different Department access to process documents of another Department.

It requires a formal written/scan agreement, memo or email, between both departments' chief accounting employee to grant this ability to a user.

Below is the list of departments and their default access to other departments: (If your department is not listed, it means that your access is limited to your department only.)

Department Foreign Org. Access

CAO, 10 53 (Users are automatically given access)

City Attorney, 12 59 (Users are automatically given access)

City Clerk, 14 11, 13, 15, 19, 28, 46, 56 (Users are automatically given access)

Emergency Management, 35 34 (Users are automatically given access)

GSD, 40 60 & 63 (Users are automatically given access)

Personnel, 66 61 (Users are automatically given access)

Board of Public Works, 74 50, 54, 62, 76, 78, 82, 84, 86 (Users are automatically given access)

Bureau of Contract Admin, 76 50 & 54 (Users are automatically given access)

Bureau of Engineering, 78 50 & 54 (Users are automatically given access)

Bureau of Sanitation, 82 50 & 54 (Users are automatically given access)

Bureau of Street Lighting, 84 50 & 54 (Users are automatically given access)

Bureau of Street Services, 86 50 & 54 (Users are automatically given access)

Recreation and Parks, 88 89 (Users are automatically given access)

Most departments will have only access to their own department's information in FMS. InfoAdvantage also has row restriction by department. However, some central departments, such as the Controller’s Office, Mayor’s Office, and CAO’s Office, and other departments may have access to other departments' information if there is a business reason for doing so.

No, based upon security user roles and rules, the system will be partitioned for department users to access only their corresponding department information, with the exception of the shared departments (foreign org access).

DOC_SEC refers to the accounting line with the document.  A user that is granted DOC_SEC Foreign Org to another department can only use that department in the accounting line.  The user cannot create a document with the other's department header.

LDAP means (Lightweight Directory Access Protocol). The City uses this industry standard Lightweight Directory Access Protocol (LDAP) for City networks and other City systems, such as PaySR, GMail, etc.

When a new FMS user is created, the department OR ITA’s network administrator must establish the user’s employee LDAP id first. Having a LDAP established is a prerequisite before requesting user access or assignment of security roles. FMS user IDs and passwords are controlled centrally by a specialized ITA section and provided to the FMS system through secure “permissions”.

For departments that use City’s Google/Gmail account (@lacity.org, @lapl.org) please contact your department IT or HR to verify the readiness of the user's LDAP ID status.

For LAWA, LACERS, LAFP, PLA, DWP, & LAPD: Fill out the LDAP request form and open a SNow ticket to ITA-IDM

To create an LDAP (Lightweight Directory Access Protocol) account, the department’s FMS Coordinator should open a SNow Ticket and assign it to ITA-IDM.  The following information must be included in the SNow ticket.

• Department Name

• Employee ID

• LDAP ID (usually with lower-case dept_prefix+EID, for example, lapd999999)

• Last Name

• First Name

• Email address

• Address

• Telephone number (needed for FMS User table, and issuer/buyer for POs)

• Account expiration (required for contractor)

Please note an LDAP account is required in order to establish an FMS (UDOC) User Maintenance Document . 

Regular department: when the user’s @lacity.org or @lapl.org email account is ready or contact your IT or HR sections

Network proprietary departments usually will receive a notification from ITA

Use the FMS Security Audit Reports to lookup https://fmssecaudit.insidela.org/ -> SINGLE USER REPORT

infoAdvantage and FMS are separate applications and require different access requests. UDOC will provide a user with FMS access only. 

You can use one of the methods below to request for a user's infoAdvantage access

• Open a SNow ticket or FMS SNow quick ticket

or submit along with UDOC by one of the following methods

• Add the SM_D_INFOADV security role (it will be ignored if the user already has this role and its Action is Update)

• Add a comment requesting for infoAdvantage access with the UDOC

https://fmssecaudit.insidela.org

"fms sec(urity) audit insidela org"

Only users with the GN_UDOC_MGT security role (UDOC creator and approver), and CTR, GSD, and ITA FMS support teams have access to the SecAudit app.

Scott Lin: (213) 978-7363 / scott.lin@lacity.org

Ricardo Reyes: (213) 978-7495 / ricardo.reyesjr@lacity.org

email: ctr.fms-sw@lacity.org

Only users with the GN_UDOC_MGT (UDOC creator and approver), and CTR, GSD, and ITA FMS support teams have access to the SecAudit app.

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Ricardo Reyes: (213) 978-7495 / ricardo.reyesjr@lacity.org

email: ctr.fms-sw@lacity.org

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