- What is the Mentor Program?
The goal of the Mentor Program is to allow the new FAMIS user to enter, approve, and/or sign purchasing documents in FAMIS without delays due to mandatory training requirements. If you have a mentor and have completed the Introduction to FAMIS course, then FAMIS Security will give you all of the entry access that you need to do your job for two months.
During those two months, you must attend all of your required training courses; otherwise, FAMIS Security will have to revoke your entry access until you attend the required training. Even though they will deny the entry access, they will not deny the inquiry access. If you complete all of your required training by your deadline, then your access will not change.
- What is a FAMIS Mentor?
- A FAMIS Mentor is someone who is assigned by your department to assist you with inquiring and entering information into FAMIS until you have had a chance to attend all of your required training. More than one mentor may be assigned if this helps your department.
- What are the security procedures for the Mentor Program?
- As a rule of thumb, only the person who is logged on should touch the keyboard. Under no circumstance should any mentor log on and allow the person that he/she is training to utilize his/her access - even if the mentor is sitting there. This is against the FAMIS security procedure and against the law to share access. However, the mentor can enter using his/her own FAMIS ID while the trainee watches and takes notes. If the trainee is going to enter anything, then he/she should use his/her own access to enter while the mentor assists.
- If I have a mentor, then when do I get all of my access?
Only after you complete the Introduction to FAMIS course, then FAMIS Security will give you all off the access you need to do your job.
NOTICE: If you will create, approve, or sign documents in FAMIS, then FAMIS Security will give you a deadline in which you must complete all of your required training. If you do not meet your deadline, then they will regretfully have to deny your entry access.
- What are the training deadline requirements?
With a mentor, FAMIS Security will give you a deadline (normally two months) to complete all training. If you do not complete all required training by your deadline, then they will regretfully deny your entry access for any courses that you missed until you attend. They will not deny your inquiry access.
NOTICE: Disbursement Training was mandated by the Chancellor for anyone who helps process payments and purchasing documents. It is not a FAMIS class, but is required for certain types of FAMIS access. If you do not attend Disbursement Training by your deadline, then they will deny ALL entering, approving, and signing access until you attend Disbursement Training.
- If I do not have a mentor, then when do I get all of my access?
- If you do not assign a mentor, then FAMIS Security is not allowed to give you any entry access to either create, approve, or sign on-line purchasing documents until you attend all of the required training.
- How are FAMIS Mentors assigned, and what are the requirements?
FAMIS Mentors are assigned using the FD-805 Financial Systems Access Request. Selection of a qualified mentor is crucial to the success of this program.
Mentors should meet the following criteria:
- Be a FAMIS user of the on-line purchasing document screens for at least 6 months
- Have knowledge of the screens to create, receive, approve, and sign purchasing documents
- Have knowledge of creating preliminary assets
- What are the duties of a FAMIS Mentor?
The main responsibilities include the following:
- Assist the trainee with creating, approving, and signing on-line documents until he/she is able to attend training
- Assist the trainee with entering preliminary fixed asset data
- Is the Mentor Program monitored?
Yes. Our help-line staff monitors calls. If your mentor is unable to assist you with basic entry requirements, then your department head will need to assign a new mentor. If no other mentor is assigned, then FAMIS Security will have to deny your access to the entry screens until you go to the training classes.
If you are assigned as a mentor and do not feel that you are qualified to do this function, then please have your department head assign a different mentor.
Note: Please remember that this program was designed to help your department, and we must all work together to guarantee its success. If you have any questions about these procedures please contact FAMIS Security at (979) 458-5555or at email@example.com.