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Deactivate a KFS User

Use this step-by-step guide to deactivate a user in KFS.

These steps should be completed if an employee's responsibilities change and they no longer need KFS access. Click on each step to get detailed instructions for that step. Each step must be completed before beginning the next step.

Note: If a KFS user is transferring from your unit to another unit on campus, they will be automatically deactivated in the system. Their new department can create a KFS User document if they will need access in their new department.

  Steps What's Involved Person Responsible
1 Remove User's Responsibilities
  1. Things To Remember
  2. Lookup User's Responsibility
  3. Reassign Account Responsibilities
  4. Reassign Card Responsibilities
  5. Reassign Organization Responsibilities
  6. Remove Access Manager Status
  7. Delete Scheduled Queries
Any KFS User
2 Process a KFS User Document
  1. Things to Remember
  2. Start the KFS User Document
  3. Finish the Document
Any KFS User

1. Remove User's Responsibilities

  What to do How to do it
A. Things to Remember It is very important to prepare ahead of time when a KFS user will be leaving your department. Documents left in the user’s Action List/In Box will not be accessible once they leave. In addition, documents will continue to route to the user unless you take the appropriate steps to remove the user from all routing ahead of time.

It is best to remove the user from all routing at least 1-2 weeks before they will be leaving. That allows time for all documents currently in routing to reach the user and be approved or disapproved.

Make sure that any university equipment loaned to the employee is returned to the department and recorded in KFS CAMS as "returned".

Contact the FIS Help Desk if a fiscal officer/account manager leaves your department suddenly. Special steps may need to be taken if this person will not be available to approve the documents and a delegate has not previously been set up.

B. Lookup User's Responsibility Run the FIS User Responsibility (214) in Decision Support. This will give you a report of the accounts for which the user is an fiscal officer/account manager, reviewer, or delegate; Purchasing Cards for which the person is a Procurement Card Document (PCDO) reviewer; workgroups and organization review hierarchies to which the user belongs; and organizations for which they are the manager or access manager.

Enter the User ID and press the Process Query button. If no responsibilities are listed on the results, you are ready to move on to Step 2. If the user has responsibilities listed, print out your results so you will have them handy.

C. Reassign Account
Fiscal Officer/Account Manager: Process an Account Global document in KFS to change the account manager for all of the accounts listed at one time.

Account Supervisor/Account Reviewer: Process an Account document in KFS for each account listed. Delete or replace the user in the Account Supervisor field on each account. Having an account reviewer is optional.

Account Delegate - process an Account Delegate document or Account Delegate Global to deactivate all of the user's delegations at once. [Note: You may want to set up new delegates at this time. We recommend that you have a non-primary delegate set up for ALL document types for each account. This will mean you always have back-up approval in the absence of the fiscal officer/account manager.]

D. Reassign Purchasing Card Responsibilities Fiscal officers/account managers must complete the Procurement Cardholder (PCDH) document for each Purchasing Card to assign a different Reviewer.
E. Reassign Organization
Groups/Workgroups: Process a Group document in KFS for each workgroup, and in the Assignees tab, enter a date in the Active To Dt field to remove the user from the group.

Organization Review/Review Hierarchy - process an Organization Review document in KFS to remove or replace the user on any existing review hierarchies.

Organization Manager: Process an Organization document in KFS, and change the manager, for each organization.

F. Remove Access Manager Status Contact the individual(s) listed as the grantor(s) and have that person remove or reassign the user's Access Manager status.
G. Delete Scheduled Queries Scheduled queries can only be edited and/or deleted by the FIS Decision Support user who originally set them up. Editing rights for scheduled queries cannot be transferred or shared with another DS user. Before a KFS user is inactivated, they should delete any scheduled queries that they have set up in Decision Support. They should work with an active KFS user so that the queries can be scheduled and maintained by the other user. This will ensure that the scheduled queries continue to run, and future changes can be made by the other DS user.

2. Process a KFS User Document

  What to do How to do it
A. Things to Remember Once a user is deactivated, their user ID cannot be used on any document in KFS. This means that you will be unable to eliminate the user from any routing after he/she has been deactivated.

Do not deactivate a user until you are sure that person has been removed from all routing. You may want to run the FIS User Responsibility (214) report again just before processing an FIS User document to be sure all responsibilities have been removed. If any responsibilities related to your department are still listed, do not proceed with the document.

B. Start the KFS User Document
  1. Select the KFS User document from the Chart of Accounts channel on the Main Menu of KFS.
  2. On the KFS User Lookup, enter the desired search criteria and click Search.
  3. On the search results, click Edit for the user ID record you wish to inactivate.
  4. On the document, enter a Description.
C. Finish the Document
  1. Uncheck the Active Indicator checkbox if you want the user account to immediately become inactive once the KFS User document is fully approved, or
  2. If you want the user account to become inactive at a later date, enter a date in the Active End Date field.
  3. Click Submit.
  4. Your document will route to any existing organization review hierarchies and then to Accounting for final approval.