Permissions / Access Requests

For the benefit of the understanding of the below note the following definitions:

• AMS Champion : see definition on the Champion page

• Level 1 (L1):    IT administrators – Person responding to ams@savethechildren.org

• Level 2 (L2) :   Business Support, subject matter experts 

• Level 3 (L3):    AMS-specific Administrator and IT Development.

• Managing Permissions:

  • This clearly the role of the AMS Champions. This can be done by all AMS Super User from the Super User tab on AMS. If you are unclear on how to do it please read the guidance there. If you are still unclear contact your Regional Champion or AMS Support. Note that in order to do your AMS Champions responsibility, you will need to have an AMS Super User right. Please request it to your Regional AMS Champion if you don’t already have this permission.

• AMS Support should now systematically re-direct any permission access question to the relevant AMS Champion – Asking the user to contact the AMS Champion:

                Note that :

• For Approvers, if the default approver needs to be adjusted as the result of the permission change please contact AMS Support L2  in order to change the default approver.

• For Super User, if the AMS Champion needs to be adjusted as the result of the change of Super User, please contact AMS Support L2 in order to change the Champion e-mail address on the Champions list

• For Editors:  when removing Editors / doing hand-over, don’t forget to change all the “Point Person” names and “Person responsible for reports” to the new person in charge:

  • You can find out where is the name of someone appearing by running the User Summary Report report in AMS Reporting page

• Delegating task / Setting up Auto delegation:

  • Delegation and Auto delegation should normally be done by the user themselves. The Quick Guide G3 is  available on the AMS Learning & Support page

  • This is for the moment the role of AMS Support L2, but we need the help of AMS Support Level 1 and AMS Champion to ensure smooth run of AMS Support and adherence to local scheme of delegation / reality of absence etc….

  • L1 should analyse the situation : what task it is / who is the relevant Champion to make the decision on the delegation.

  • The Relevant Champion is the Champion who  is responsible for giving permission to the person the task was assigned to (see table above).

For example:

• If the task is a proposal approval task sent to the CD, the relevant Champion is the Champion who is managing the CD Approver list : the Regional Champion

• If the task is a Agreement approval task sent to RD, the relevant Champion is the Champion who is managing the RD Approver list : AMS Support L2

• If the task is a close-out approval task sent to a Country Point Person / Editor, the relevant Champion is the Champion Managing the Country Editor List : the Country Champion

• The Relevant Champion should assure that they have the right information / back-up information that justify the delegation / auto delegation from the right authority (order from user himself, from line manager or OK as per existing scheme of delegation), before authorising AMS Support to process the delegation.

• Once Authorised by the Relevant Champion AMS Support L1 assigns the task to AMS L2 Support who might re-assign to L3 support for Auto-delegation.

• Amending fields that are normally blocked for Edition:

  • This should really not happen, but it does !

  • Most common issues are change of Donor / Originating Donor Name, Award Currency,  start date etc….

  • The list of fields and the restriction for edition is presented on AMS Data Modification Rules.xls on the  AMS Learning & Support page

• If the Award is already Active / have ever been active, the user will have to run an Agreement Amendment workflow (and get it approved) before contacting AMS Support. The change will be done on the Amendment data before processing the FS Amendment workflow.

• The AMS Support L1 person will gather approver from the Member AMS Champion & Implementing office AMS Champion. The AMS Champions are responsible to ensure consistency on the use of AMS and to check that no transactions have been entered into Agresso on the Award at all (for change of currency) or before the new start date (for change of start date) before giving authorisation.

• Once Authorised by the Relevant Champion AMS Support L1 assigns the task to AMS L2 Support who might re-assign to L3 as required.