April 2, 2021
Dear colleagues,
Last year we announced the clean-up effort of high-risk role combinations in an attempt to address internal control weaknesses. Acknowledging the difficulties especially to smaller units; those that are short-staffed; or units with large transaction volumes, we started preparing risk mitigation plans and an exception process. We planned on releasing this additional process early this year to assist you in meeting the earlier communicated end of March goal.
As we work through a variety of scenarios, the plans to separate high-risk role combinations in procurement and fixed asset systems have been delayed. The earlier communicated March deadline has been lifted and there is currently no deadline in place for cleaning up the high-risk combinations. You may continue to operate as you have been, with conflicting roles in place. In the meantime, the Internal Controls project teams and stakeholders will continue to work through the processes and scenarios to ensure the solutions are most effective for users while limiting the burden as much as possible.
Additionally, the FABweb Unit Head role has been removed from conflicting role combinations. Units who do not have a unit head with previously provisioned FABweb roles are now able to provision them through the Security Application (SECAPP) following the standard process.
If units find it possible to eliminate the remaining conflicting role combinations without leaving any unfilled roles, they are encouraged to complete the process and reassign the roles to available staff. If the separation of roles would result in unfilled roles in your unit, you are encouraged to hold-off temporarily and continue as usual with existing staffing arrangements.
We encourage you to take advantage of the resources available on the Internal Controls website. The site provides detailed information about prohibited role combinations, latest updates, and explains the iBuy, FABWeb and Banner roles in detail. You can also use the Contact Us form on the website and an Implementation Team member will reach out to answer your questions.
You can expect communications with updates on this process soon. Your continued patience and partnership through this difficult, but vital undertaking is appreciated.
Kind Regards,
Paul Ellinger
Associate Chancellor and Vice Provost for Budget and Resource Planning
Cecilia Cornell
Associate Vice Chancellor for Graduate Education
Janet Parker
Associate Chancellor, Budget and Financial Administration
Brent Rasmus
University of Illinois-System Offices
