Welcome to TED’s Mailbag!  This is a place where we post real questions from real users and the answer to the question.  Submit your questions to AIMS today!

Question – I have a new employee.  How do I get them access to TED and OnBase?

The first thing you’ll need to do is to fill out a UIF System Access Request Form.  In UIF Online, click on “Request Access” and then “UIF System Access Request Form”.   If you have any problems opening the form, please use THIS document to make sure your browser is configured properly. If you still can’t get it to work, email aims@uif.uillinois.edu.
The access form is a “smart form” and the options will change as you fill it out. Please reach out to AIMS if you have any questions, but here are a few tips:

1. Default Designation – This field is for listing your unit’s default fund which acts as a place holder when you aren’t yet sure what fund to select in TED. Even if this isn’t something you are going to use in TED, please fill it in anyway.  Here’s the document listing the Default Designations.
2. Site – This is the same as your Banner Org code for your department, with the exception of those who are employed at the college level. College level employees will need to enter 3 characters instead of 6.  For example, instead of 2FR894 for CADA Admin, it would be 2FR.  Find your unit in the Site-CCD Table, and then enter the corresponding Site on the form.
3. CCD – Campus, College, Department.  This is a UIF issued code that we used to use in our legacy systems to correspond with the university’s Banner Org Code.  These codes still exist in some of our back-end systems, so please enter it.  Find your unit in the Site-CCD Table, and then enter the corresponding CCD on the form. 
4. Functional Role – UI Functional Job Roles. Select the Functional Role that best corresponds to your job function.  See Advancement Functional Roles for a list and their detailed definitions.

After filling out the form, get the appropriate signatures, have the new employee sign the confidentiality form on the second page, and then send the signed forms to aims@uif.uillinois.edu.   If the final signature is someone at your central advancement office, they will forward the form to me.
While physical or electronic signatures are preferred, we can accept emailed approvals if you cannot physically or electronically sign the form.

What’s next?  The person is setup in our UIF systems (usually within 1-3 business days) and then an email is sent to them and their supervisor with information regarding the required Information Security & Privacy training in iLearn.  Once the IS&P training is complete, their access to TED and OnBase will be enabled within one business day.