FAQ: How do I get access to TRACS?

 Problem

I need the ability to use GT-TRACS, but I don’t have access.

OR

I have some access to GT-TRACS, but I am not able to do everything I need to be able to do in the system because I don’t currently have the correct access.

 Solution

Your manager or supervisor should request access to TRACS for you by emailing support@tag.gatech.edu. They will need to provide your name, the org numbers, the role(s) for each package types to which you need access.

The email to support@tag.gatech.edu will create a ServiceNow ticket acknowledging the new GT-TRACS access request. The support team will add the user manager and a representative from Faculty Affairs to the support ticket requesting their approval of the requested access. Once both parties acknowledge and approve the request, the GT-TRACS support team will add the access, notify the user and all other parties that the access request is complete. They will include links to the GT-TRACS application and the user documentation to help the user with new access get started.

For reference, the user roles in GT-TRACS are: 

1. Administrators

   1. Read/Write access to data.

   2. Set up and manage Faculty, Packages, Commitments, Allocations, etc.

2. Financial Administrators

   1. Will be notified of allocations being requested/processed.

   2. A Financial Admin must have Administrator access as well to add/edit commitments/allocations

3. Package Approvers

   1. Will be notified once the package is ready to be sent through the approval process

   2. They can view data on the package but not edit (unless they also have the Administrator role)

   3. Approving a package within their Org will send it to the next stage of the approval workflow. Alternatively, they can return a package for modification if they do not want to approve the package.

4. Reviewers

   1. Able to look over a package and insert a comment about the package while they are reviewing it.

   2. They are not required to review the package in order for the package to continue through the approval workflow unless a policy is set in the Org that requires the review.

5. Point of Contact(s)

   1. Notified once a package is fully approved in all related orgs.

   2. A point of contact (POC) can be specified for each package type (Package Types: New Hire, Retention, Cost Share, Other)

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