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Finance Systems Access

Finance Systems

Employees are automatically granted access to the My Finance NS Financials Self Service Portal.

Access the portal within myUNSW to request financial transactions such as Purchases and Customer Billing, or for information and guidance on finance processes and reporting at UNSW.

In addition to the My Finance Portal, the finance systems at UNSW are comprised of:

  • New South Financials
  • Calumo
  • SAP Concur
  • OneStop

Further information on each of the Finance systems is available here.

Applying for Additional Access

  • Apply for access using the form available online at myUNSW My Finance. 
  • The form may be completed on behalf of another staff member, provided the line manager or head of unit for the applicant approves the access request. 
  • Prior to submitting the form, ensure your manager is available to approve the request.
  • Requests are only accepted if made via the online form.
  • The IT Service Centre will not copy another user's access profile.
  • Staff not employed within the Division of Finance reporting to the Chief Finance Officer, must submit a separate request for each Finance system they require access to.
  • If the role you perform is not available for selection in the online form or if you require assistance, please contact Finance Helpdesk for further guidance. 
STAFF IN FINANCE (REPORTING TO THE CFO)

Staff employed within the Division of Finance reporting to the CFO complete a single request form, as access is mapped for each of the following systems:

New South Financials

New South Financials access is granted based on the job role of an employee and the functional access required of that role.

If you change roles, you can request to update your access. Your existing role will be removed and the new role assigned. Staff cannot have more than one role assigned concurrently.

A detailed comparison of functional access permissions within New South Financials across finance roles is available here.

PiMs (HR)

PiMs access for Finance staff is granted based on the job role of an employee and the functional access required of that role.

PiMs is restricted further, by specific data level access - often referred to as entity level access. The entity data that a user has access to, is aligned across PiMs, SiMs & Calumo.

When completing a request for access you may be prompted to select a support Faculty, Division or grouping. Support groupings of more than one faculty or divisional unit are configured at a system level by HR Systems administrators.

Refer to the Finance Support groupings here.

SiMs (Student) SiMs access for Finance staff is granted based on the job role of an employee and the functional access required of that role.
Calumo

Finance staff are granted READ access to the following cubes for the entity they support:

  • Finance
  • P2P
  • HR
  • Foundation
  • Student

Entities must align with the entity access granted in HR PiMs.

Separate requests via CASD or email are required when staff require any of the following:

  • Budget &/or Forecast access in Finance Cube - contact group MR&A
  • People Planner access in HR Cube - contact  group MR&A
  • S25 Cube - contact S25 Finance

Note: These additional access permissions are not typically granted for UNSWconsol. For the limited number of users in a role with UNSWconsol entity access, the user must contact Process & Technology to add a specific entity that they require the additional access permissions to be granted.

OneStop

Specialist administrative access granted to Finance operations Accounts Receivable, Group Financial Control, & Process Technology Strategy.

Staff must have Citrix installed to their PC and access the OneStop app at newapps.unsw.edu.au. Further information is available on the IT website.

SAP Concur Specialist administrative access granted to Finance operations EMS Administrator, Finance Helpdesk & Finance Service Teams.
Microsoft Dynamics Specialist administrative access granted to the Research Finance team to manage tracking of research grant activities and financials.
NON-FINANCE STAFF

If you are not employed within the Division of Finance reporting to the CFO, typically you won't need to apply for additional access to the finance systems.

Finance provides dedicated support staff for each faculty & division - Business Partners, Management Reporting Analysts, Finance Service Team, & Finance Helpdesk.

These teams process financial transactions for the faculties & divisions, in addition to support and guidance on all aspects of budgeting, forecasting, reporting, financial analysis & planning.

To request financial transactions use the My Finance NS Financials Self Service Portal or for guidance refer to your Faculty & Division Finance Contacts.

If you do require additional access, complete a separate request for each of the following systems you require access to:

New South Financials

Some units outside Finance retain a limited number of specialist staff who access New South Financials to manage financial processes independently of finance, due to operational constraints or efficiencies. Unit heads must discuss any special requirements and arrange for these to be documented and agreed to by finance business process owners.

Typically the roles are limited to:

  • Reporting & Inquiry access
  • Billing & Purchasing access - requires Purchase to Pay Manager approval
  • General Ledger access

If you change roles, you can request to update your access. Your existing role will be removed and the new role assigned. Staff cannot have more than one role assigned concurrently.

If your operational unit has a new position or access requirement that is not currently available on the access form, please discuss the requirements with your head of unit, prior to contacting Finance Helpdesk.

Calumo

Calumo is used by UNSW for financial reporting, forecasting and budgeting.

Access in Calumo may only be granted by either:

entity: department, or;

portfolio: a grouping of projects with the same portfolio manager.

Entity users typically staff within Finance or administrative staff and unit heads who require access to all financials for an operational unit.

Portfolio users are usually project managers or staff working in faculties or divisional units interested in tracking the financials for a limited set of projects.

Portfolio access is granted by nomination - this must be completed by the portfolio owner.

When access is required to projects within more than one portfolio across more than one entity, staff must apply need to arrange for each portfolio owner to nominate them to access their portfolios.

OneStop

OneStop is used by a limited number of Faculty & Divisional units where staff need to manage:

  • Cashiering,
  • Inquiries & reports,
  • Events & conferencing,
  • Merchandising.

Staff must have Citrix installed to their PC and access the OneStop app at newapps.unsw.edu.au. Further information is available on the IT website.