SOP-UNISUITE
Standard Operating Procedure (SOP) for UniSuite Users
User Management Requests:
1.New User Creation Request:
• Users who require access to UniSuite or ORC should submit a formal request via email.
• The request must include all necessary details such as the user's full name, department, position, and required access levels.
• The request should be accompanied by approval from the Head of Finance Department (HoFD) to ensure authorization.
• The request must include all necessary details such as the user's full name, department, position, and required access levels.
• The request should be accompanied by approval from the Head of Finance Department (HoFD) to ensure authorization.
2.Ex-User Removal Request:
• When an employee leaves the organization or no longer requires access to UniSuite or ORC, a formal request for account removal should be made.
• The request should be submitted via email and include the ex-user's details along with justification for removal.
• Approval from the HoFD is necessary to validate the request.
• The request should be submitted via email and include the ex-user's details along with justification for removal.
• Approval from the HoFD is necessary to validate the request.
3.Password Reset Request:
• In case a user forgets their password or is unable to access their account due to a password issue, a request for password reset should be submitted.
• The user should send an email detailing their request for password reset, along with their username and HoFD approval.
• The user should send an email detailing their request for password reset, along with their username and HoFD approval.
4.Access and Authority Management:
• Any requests related to access levels, permissions, or authority adjustments within UniSuite or ORC should be formally submitted via email.
• The request should include details of the access changes required and justification for the modification.
• Approval from the HoFD is essential to proceed with the request.
• The request should include details of the access changes required and justification for the modification.
• Approval from the HoFD is essential to proceed with the request.
Resetting Password:
• Contact Support: Users who have forgotten their UniSuite password should immediately contact UniSuite support via email at info@tmnetworx.com.
• Identity Verification: To initiate the password reset process, users will need to provide necessary identification details for verification purposes.
• Password Reset: Once user identity is verified, UniSuite support will guide them through the password reset process to regain access to their account.
• Identity Verification: To initiate the password reset process, users will need to provide necessary identification details for verification purposes.
• Password Reset: Once user identity is verified, UniSuite support will guide them through the password reset process to regain access to their account.
Logging In:
• Open UniSuite Application: Users should launch the UniSuite software from their desktop to begin the login process.
• Enter Credentials: Input the username and password associated with the UniSuite account.
• Login: Click on the "Login" button to access UniSuite and begin utilizing its features and functionalities.
• Enter Credentials: Input the username and password associated with the UniSuite account.
• Login: Click on the "Login" button to access UniSuite and begin utilizing its features and functionalities.
Using UniSuite:
• Navigation: Users should familiarize themselves with the various modules of UniSuite, including Income/Receipt, Expense/Payment, Accounts, Reconciliation, Investment, Employee Salary, Budget, and Audit, to efficiently navigate through the software.
• Data Entry: Ensure accurate data entry in respective modules to maintain the integrity and reliability of financial transactions recorded within UniSuite.
• Review: Double-check entries before finalizing to minimize errors and discrepancies in financial records.
• Transaction Monitoring: Keep track of transactions in real-time to ensure transparency and accountability in financial management processes.
• Reporting: Utilize UniSuite's reporting features to generate financial reports as needed for analysis and decision-making.
• Security Measures: Adhere to UniSuite's security protocols to safeguard sensitive information and prevent unauthorized access to the system.
• Data Entry: Ensure accurate data entry in respective modules to maintain the integrity and reliability of financial transactions recorded within UniSuite.
• Review: Double-check entries before finalizing to minimize errors and discrepancies in financial records.
• Transaction Monitoring: Keep track of transactions in real-time to ensure transparency and accountability in financial management processes.
• Reporting: Utilize UniSuite's reporting features to generate financial reports as needed for analysis and decision-making.
• Security Measures: Adhere to UniSuite's security protocols to safeguard sensitive information and prevent unauthorized access to the system.
Computer Shutdown Process:
• Save Work: Ensure all unsaved work is saved to prevent data loss or corruption. (Mention example)
• Close Applications: Close UniSuite and any other open applications to properly prepare the system for shutdown.
• Shutdown: Click on the "Start" button and select "Shutdown" to initiate the proper shutdown process for the computer, ensuring all processes are safely terminated.
• Close Applications: Close UniSuite and any other open applications to properly prepare the system for shutdown.
• Shutdown: Click on the "Start" button and select "Shutdown" to initiate the proper shutdown process for the computer, ensuring all processes are safely terminated.
Do's and Don'ts:
Do's:
• Follow best practices such as using strong passwords, regularly updating passwords, keeping credentials confidential, adhering to data entry guidelines, and promptly reporting issues to UniSuite support.
• Document every modification done by yourself in the previous records if your login is authorized to conduct any modification.
• Inform your respective authority before and after doing any modifications in the previous records.
• No modifications will be done by Unisuite Support Team without official written communication from the head of the finance department.
• Document every modification done by yourself in the previous records if your login is authorized to conduct any modification.
• Inform your respective authority before and after doing any modifications in the previous records.
• No modifications will be done by Unisuite Support Team without official written communication from the head of the finance department.
Don'ts:
• Don’t Share passwords.
• Don’t Use public computers for UniSuite access.
• Don’t Use weak passwords.
• Don’t Ignore software updates.
• Don’t Attempt to access unauthorized modules or data
• Don’t Use public computers for UniSuite access.
• Don’t Use weak passwords.
• Don’t Ignore software updates.
• Don’t Attempt to access unauthorized modules or data
Document maintenance:
• Record Retention: Keep detailed transaction records.
• File Organization: Organize documents systematically.
• Version Control: Track document versions accurately.
• Backup Procedures: Implement regular backups.
• Audit Trail Documentation: Log all changes made.
• Compliance Documentation: Maintain regulatory records.
• Regular Review: Periodically assess procedures.
• Training Documentation: Document staff training sessions.
• Communication Logs: Record important communications.
• External Auditors Collaboration: Support audit procedures.
• Continuous Improvement: Refine processes for efficiency.
• File Organization: Organize documents systematically.
• Version Control: Track document versions accurately.
• Backup Procedures: Implement regular backups.
• Audit Trail Documentation: Log all changes made.
• Compliance Documentation: Maintain regulatory records.
• Regular Review: Periodically assess procedures.
• Training Documentation: Document staff training sessions.
• Communication Logs: Record important communications.
• External Auditors Collaboration: Support audit procedures.
• Continuous Improvement: Refine processes for efficiency.
Emergency Contacts/Escalation Matrix:
• L1 support: support@tmnetworx.com
• L2 support: contact On-site support team.
• L3 support: Support Manager—Natikesh@tmnetworx.com
• L4 support: gajanan@tmnetworx.com
• L2 support: contact On-site support team.
• L3 support: Support Manager—Natikesh@tmnetworx.com
• L4 support: gajanan@tmnetworx.com
Support:
• For any assistance or emergencies, users can contact UniSuite support at (+91) 93717 75771 or via email at info@tmnetworx.com.
Office Hours:
• UniSuite office hours are from 10:00 am to 06:00 pm, during which users can seek assistance or support from UniSuite staff.
Office Address:
• Office no 401, Snehraj Apartments, Behind Volvo Showroom, Radha Chowk, Mumbai Bangalore Highway, Baner, Pune
Following these SOP guidelines ensures smooth and secure usage of UniSuite for accounting, finance management, and audit purposes at Maharashtra universities. Users are encouraged to reach out to UniSuite support during office hours for further assistance or queries.