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CAES Business Office

Access Information
Campus Wide Access

Contracts and Grants (C&G)

Responsible Person for CAES: Sadie Brown 706-542-9000

Contracts & Grants (C&G) access is provided by department number.  It includes Proposal information that has been:

  • Submitted
  • Awarded
  • Pended
  • Withdrawn
  • Rejected
  • Deleted

This information may be looked up in the C&G IMS system (mainframe), ARROW or QMF queries by:

  • Department number
  • Principal Investigator
  • Agency Number/Name
  • Account number
  • Proposal number
  • And other data fields

Use the service request form to request access.

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Budget

Responsible Person for CAES: Sadie Brown 706-542-9000

The UGA Budget IMS and WebDFS Systems allows authorized University employees read only access to their departmental budgets. Screens are available for viewing personal services positions, total budget and expenditures by 17-digit account number, and employee personnel report and budget amendment documents.

DB2 Tables are updated nightly, making the Query Management Facility (QMF) and ARROW available for ad hoc reporting. Access to these tables is included with the IMS access described above.

Four years of data (the current year plus three previous years) are available online.

Use the service request form to request access.

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Chemical Inventory Reporting System

Data Custodian: Christopher Smith 706-542-5299

This inventory system contains information about hazardous chemicals located on campus, both stored and in use, and provides accountability to comply with federal law. The on-line inventory is automatically updated when a chemical is shipped from Central Research Stores to a campus location, and includes explanations of how chemicals are dispensed.

Anyone working in an area that stores hazardous chemicals on campus should maintain a current inventory in the Chemical Inventory database.

Use the service request form to request access.

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Financial Accounting and Expenditure Control

Responsible Person for CAES: Sadie Brown 706-542-9000

The UGA Financial Accounting system is updated nightly with transactions processed through the close of business on the previous day. (Certain intra-University billings, however, such as Central Office Supply and telephone charges, are updated only on a monthly basis.)

Clients in campus departments may access the system by using the 12-digit account number or by other references such as purchase request number, as long as that purchase request number is applicable to a 12-digit account number for which the campus client is authorized access.

In addition to IMS databases, Accounting data is stored in DB2 tables, which provide ad hoc reporting capability for campus clients using QMF (Query Management Facility) and ARROW.

Use the service request form to request access.

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Equipment Inventory

Responsible Person for CAES: Sadie Brown 706-542-9000

UGA Equipment Inventory information available for campus-wide access is a subset of the UGA Inventory database. In addition to IMS database, this information is available for campus-wide access using DB2 tables, which provide ad hoc reporting capability for campus clients for QMF (Query Management Facility) and ARROW reporting.

Authorized clients may access information about equipment within the departments for which they are responsible. This includes equipment descriptions, date received, serial numbers, location, cost, etc.

Use the service request form to request access.

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Payroll QMF

Responsible Person for CAES: Sadie Brown 706-542-9000

UGA Payroll information available for campus-wide access is a subset of the UGA Employee database. In addition to IMS databases, this information is available for campus-wide access using DB2 tables, which provide ad hoc reporting capability for campus clients using QMF (Query Management Facility) and ARROW reporting.

Authorized clients may access information about staff and faculty within the departments for which they are responsible. This includes basic employee and payment information.

Due to the sensitive nature of this data, clients requesting access may be interviewed by the data custodian to determine that a valid "need to know" situation exists.

Use the service request form to request access.

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Personnel

Responsible Person for CAES: Sadie Brown 706-542-9000

UGA Personnel information available for campus-wide access is a subset of the UGA Employee database. This information is available using Information Management System (IMS) screens and Query Management Facility (QMF) reporting. DB2 tables for the QMF reporting are updated nightly.

Authorized clients may access information about staff and faculty within the departments for which they are responsible. This includes basic employee and payment information.

Due to the sensitive nature of this data, clients requesting access may be interviewed by the data custodian to determine that a valid "need to know" situation exists.

Use the service request form to request access.

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