FY2023-18: Department Head Annual Review and Approval of Statewide Enterprise Systems
Annually, department heads must review and confirm: (1) the employees they have authorized to access, process, and approve transactions within the Commonwealth’s Enterprise Systems on their behalf; and (2) any other individual(s) from their agency who are authorized to obligate and expend funds (execute contracts, approve payroll, incur obligations, authorize payments, etc.) on behalf of the department head, even if those individuals do not directly access the Enterprise Systems themselves, i.e., they do not access MMARS to execute a transaction but instead may sign a document externally to approve an expense, obligation, receipt, or other transaction. This is because in addition to being the Commonwealth’s financial system of record, MMARS is also the repository of information about those with delegated Department Head Signature Authorization. This certification must be completed and returned to the Office of the Comptroller before the last business day of the fiscal year, which will be Friday, June 30, 2023, this year. New department heads must approve security roles within 30 days of their appointment. If you
have reviewed and approved security for your department and submitted a certification on or after April 1, 2023, either as a new department head or due to staffing changes, you have satisfied the requirement set forth in this Fiscal Year Memo.
The Department Head Annual Approval of Statewide Enterprise Systems Security form will be accessed and completed via the DocuSign platform. Please view the memo for more information regarding this process.