EAS Security FAQ

Contact IT Support at 202-994-4948, option 1. You will be asked questions to validate your identity and your password will be reset.

Yes. After logging into EAS, click ‘Preferences’ in the top right corner of the Oracle Applications Home Page, then use the ‘Change Password’ section to update your password.

Complete the EAS Access Form. After completing the form obtain the required approvals and submit the form to the Financial Systems Security department. In general, access requests must be signed by the user, approved by the department head, and approved by the “security approver” for the school. Department head approval is sufficient for departments under the Executive Vice President and Chief Financial Officer (EVP & CFO). If you do not know who your “security approver” is for your school or have questions about access, contact the Financial Systems Security department at  571-553-4002  or email [email protected].  This will create an automated Remedy ticket and you’ll be contacted.

You will receive a welcome email when the request has been processed providing you with your EAS access restrictions (your access approvers are copied on this email) and a second email with your login credentials.

In some cases, EAS access is provided prior to your assignment to Grants roles and the person holding the Research Service Coordinator role for your grant is copied on this e-mail as a notification for him/her to assign you to the appropriate Grants roles.

Your EAS access is normally set up and communicated within 2 working days of receipt of a fully approved ‘Request for EAS Access / Existing Access Changes’ form. If access is needed sooner than that, contact the Financial Systems Security Department at 571-553-4002 or email [email protected].

Contact IT Support at 202-994-4948, option 1, and identify your need. Alternately, you can send an email to [email protected]. The IT Support personnel will log your request and notify the Financial Systems Security to assist you. The Financial Systems Security department will run the ‘GWU User Responsibility Report [SA-034]’ report for you and send you the results. Copies will be provided to your department head and to your “security approver” (if you are an academic user). Alternately, this data is provided periodically to the “security approver” for your school (if you are an academic user) and you can contact him/her for this information.

Yes. Copies of supporting documentation can be provided. Contact IT Support at 202-994-4948, option 1, and identify your need. Alternately, you can send an email to [email protected].

This information is periodically given to the “security approver” for your school, if applicable. If you need a current view of the access, contact IT Support at 202-994-4948, option 1, and identify your need. Alternately, you can send an email to [email protected]. The IT Support personnel will log your request and notify the Financial Systems Security to assist you.

Yes. Financial Systems Security runs a report on this data periodically and can provide this historical view for access held in the past. This request must be approved by the department head or the “security approver” for the school, if applicable.

See the above response regarding what data restrictions are associated with your access. Many users have multiple accesses with differing restrictions and you may be using the wrong responsibility. If you determine you do not have access to data to which you have a business need to access, complete an online EAS Access form (pdf), mark it as a change noting that the change is an addition to your current access and not a replacement of your current access, and submit it for approval.

Your inability to access data may not be related to data restrictions. You may receive the responses ‘Query caused no records to be retrieved’ or ‘No data found,’ if you are restricted from viewing the data or when the data you are requesting does not exist. If you’ve verified that you do have access to the data and need help finding the data, contact IT Support at 202-994-4948, option 1, and identify your need. Alternately, you can send an email to [email protected]. The IT Support personnel will log your request and notify the Financial Systems Security to assist you. If you require immediate assistance, you may contact Financial Systems Security directly and they will log a Help Desk ticket on your behalf and immediately help you.

Standard reports are generally designed for a particular set of users. Reports designed for core administrative offices (the Office of the University Controller, Budget Office, Office of Research Services, Grants and Contracts Accounting, Procurement, Tax Department, etc.) are not data secured. Security is attained because reports are assigned to a report set that is associated with responsibilities. Since users are assigned to responsibilities, Financial Systems Security can control who can access certain reports.

Reports designed for departmental users are data secured and only allow users to access data that matches their data security restrictions on their responsibility through which the reports are run.

A complete list of reports can be found in EASIER.  Visit the EAS Reports page to view the purpose of each report, an example of the output report, and the filters to identify what data to include on the report.

If a user cannot access a particular report and has a business need to data presented on that report, contact IT Support at 202-994-4948, option 1, and identify your need. Alternately, you can send an email to [email protected]. The IT Support personnel will log your request and notify Financial Systems Security to assist you. If the need can be addressed by another report, that information will be given to you and training provided, if needed. Depending on the user, if that report is already secured and has not been added to the report group available to the user for their responsibilities, the report will be made available. If the business need can be addressed by building a secured version of a current unsecured report or if a new report is the appropriate answer, Financial Systems Security will contact SAIG about your request. In some cases, a standard report may not be the appropriate answer and the information may be attainable by another means.

If you do not have access to a particular EAS online form or function, contact IT Support at 202-994-4948, option 1, and identify your need. Alternately, you can send an email to [email protected]. The IT Support personnel will log your request and notify SAIG to assist you.

Like reports, many EAS forms include fields for entering or changing data as well as fields for viewing protected data. Because access to entering and changing data must be secured to those users responsible for the maintenance or input of this data, and processes have been developed for monitoring the correctness of changed data, access to many of these forms cannot be given, as is, to users whose only need is to inquire against the data. Requests of this nature are sometimes resolved by building an “inquiry only” form, but more often are resolved by creating reports.

The decision to build an “inquiry form” or a report to get the information to a user can be driven by many factors. Running an inquiry on a form locks your PC during the duration of retrieving and displaying the results. A report runs in the background and can be scheduled by the user to run at any time. If the requested data can be retrieved relatively quickly and the output does not need to be retained, an online form may be the best solution. If not, a secured report may be the appropriate answer.

Whether an “inquiry form” or report is the best solution, SAIG will submit a work request for the Enterprise Resource Planning department to build it. SAIG will monitor the progress of the change, test and verify the solution, and announce its implementation. You will be kept informed of the progress through your IT Support request.

Banner feeds employee data nightly to the Enterprise Accounting System (EAS). A process runs nightly to monitor for terminations and employee transfers and compares this information to the EAS user data. General access for terminated employees is automatically closed. Financial Systems Security normally contacts the department from which the user either transferred or terminated to determine the proper action to take. For transferred employees, access may be maintained, removed, or updated to fit their new position. A transferred employee may also retain his/her access temporarily to participate in the training of his/her replacement or to perform tasks until a replacement is hired; in this case a future end-date for access is agreed upon and entered in EAS. When access is removed, Financial Systems Security updates workflows as needed, end-dates the user’s grants role access except where a role assignment is required for the award to operate.  If a user’s role cannot be end-dated because a role must be filled for the award to operate, Financial Systems Security notifies the Office of the VP for Research to replace the role assignment.

New EAS access required by the department to which a transferred employee has moved requires a new EAS Access form (pdf). Financial Systems Security cannot presume that a new employee that is replacing a person who previously had EAS access is authorized for the same access. Financial Systems Security will provide EAS access information held by a previous employee in a position to aid management in deciding what access is needed for a new employee.

Contact IT Support at 202-994-4948, option 1, and explain the circumstances. IT Support will contact Financial Systems Security to protect the following University financial systems and access facilitators: EAS, Banner (including Human Resource Management and Development access), Citrix, RMS, Paybase, GW Documents,VPN tokens, etc. IT Support will also remove access to Active Directory, Novell, e-Mail, and other applications that they administer.  If you know the user has access to other applications not named above, you should contact that system’s administrator.

Yes. However, users who are not GW employees must have a NetID. If an affiliation expires, the user’s access to systems will automatically terminate.  If this happens, you must renew the affiliation and contact IT Support at 202-994-4948 requesting renewal of access.  EAS access is not automatically renewed when terminated due to expired affiliations.  If an affiliate is terminated prior to the affiliate’s scheduled end-date, contact IT Support at 202-994-4948 and request access removal.

Because a NetID (and @gwu.edu email address) is required to obtain access to EAS. Departments requesting EAS access for these users must apply for and sponsor these users for a NetID. Visit the IT Account Support Center to request a NetID for non-GW users.

If an employee’s EAS activity is questionable or requires an audit, contact the Financial Systems Security department for assistance. Systems Security can provide reports on GL journal activity including reports on journals created by or approved by an employee, requisitions created by or approved by an employee, activity on an employee’s P-card, reports showing what access an employee had at historical points in time, and other issues.

When a user receives his or her initial welcoming communication via encrypted email, it includes the user's temporary password. Upon initial login to EAS, the user must change the password to something that is known only to the user. This password must conform to the Password Policy:

  • Be at least 8 characters long and must not exceed 30 characters
  • Contain at least one letter, one number and one special character
  • Cannot contain your username
  • Must not contain repeating characters
  • Must contain at least one uppercase letter and lowercase letter
  • Must be different from your old password

EAS will set an expiration date of 60 days to the password and require the user to change the password 60 days after the last password change. Users can choose to change their passwords any time before then (see above).

At the time you requested access to EAS, you read and agreed to a University policy of not disclosing your password to anyone. This policy is included in the instructions for the EAS Access form (pdf).

Passwords are encrypted on all help forms used by Financial Systems Security or IT Support and cannot be seen by anyone.

If you cannot remember your password, contact the EAS Help Desk at 202-994-4948, option 1, and state your need. Alternately, you can send an email to it[email protected].

When your password is reset by IT Support or by Financial Systems Security personnel, you will receive an automatic email telling you that your password has been reset, who reset it, and when it was reset. This email is for your protection. If your password has been reset without your knowledge or if you notice any suspicious activity on your account, contact the IT Support, ask for the manager, and log a complaint.

EAS can be accessed between 7AM and 8PM seven days a week, even on holidays. If, for some reason, EAS must be shut down and is not available during this time, a message will be posted in the headlines region of the main EAS website.

If the University is closed for emergency reasons or otherwise during a normal business day (e.g., during the University’s closure due to hurricane Sandy), Financial Systems Security is available to assist you with your access needs. When this occurs, information on how to contact Financial Systems Security will be posted in the headlines region of the main EAS website.

Yes, if you have a business need to access EAS from home, you can do this if you have Virtual Private Network (VPN) software loaded on your home PC or GW laptop. To access EAS from home, you must login to your internet provider first, then log in to a VPN connection that allows access to EAS, and then login as you normally would to EAS.

Virtual Private Network (VPN) is a term used to generically describe the use of encryption to provide a secure connection through an otherwise insecure network. All users needing access to the University’s financial applications from outside the network (including access from home) must load the VPN software on their home PCs or GW laptop to access from outside the network.

Complete the Request for VPN Access form (pdf) and submit your request to [email protected]. This signed agreement form does require that you maintain firewall and virus protection software on your computer. You will also need to contact IT Support about downloading VPN to your machine.