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FLEXCUBE ACCESS REQUEST PROCEDURE GUIDELINES

The Internal Audit Division wishes to inform all staff that, access to the banks core banking application
(flexcube 11.4) is now the responsibility of the Division.
This implies that, access to the flexcube 11.4 can only be granted or revoked by same and no other in
the bank.
RESPONSIBILITIES
The divisions responsibilities with regards to the management of flexcube user access are as follows:
1. New flexcube profile creation
2. Modification of staff flexcube profile
a. Addition of new Roles to flexcube profile
b. Change in function i.e. Teller to CSO
c. Transfer of staff to a new branch or different department
d. Re-setting of flexcube password
e. Locking and Unlocking of flexcube profile
f. Expiration and closing of staff flexcube profile due to resignation
3. New Role creation in the flexcube
4. Modification of Roles in the flexcube
PROCEDURE FOR FLEXCUBE ACCESS
1.0

NEW FLEXCUBE PROFILE REQUEST PROCEDURE


Flexcube request for all new staff of the bank should follow the procedure outlined below:
Procedure:
1.1.0 Staff should obtain his or her Corporate Mail User ID from the IT Department.
1.2.0

Print and complete the flexcube request form and the Password Secrecy form which has
been sent to all staff through the corporate mail.

1.3.0

The form should be endorsed by the Head of department.

1.4.0

Scan the completed forms (flexcube and password Secrecy) and forward it to Internal
Audit Department mailing group (allictdept@firstatlanticbank.com.gh).

1.5.0

A staff in the Internal Audit Department will process your request and obtain the
necessary approvals in the system.

1.6.0

When completed; the staff in the Internal Audit Division will communicate your initial
Login details to you through the banks corporate mail or any other means appropriate.

1.7.0

The flexcube application will prompt you to change the Initial password provided by the
Internal Audit Division.

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The flexcube password should be made of:


1.7.1 Alphanumeric characters like (abcd1234)
1.7.2 Should have minimum of eight (8) characters in number
1.7.3 Should have at least one (1) Upper Case letter and Special character like
(@,#,%,& etc)
If your password does not meet these criteria, you will not be able to change your
password or even access the flexcube.
1.8.0

2.0

When you encounter any other challenge in logging into the flexcube using the login
details provided, send a mail to the mailing group stated earlier.

MODIFICATION OF FLEXCUBE PROFILE REQUEST PROCEDURE


There are two types of modification. These are: Modifications that require completing the
flexcube request form and those that require request via corporate mail.
2.1.0

Modifications that require completing the Flexcube Request Form


Staffs who require the underlisted modifications to their flexcube user profiles should
complete the flexcube access and the password secrecy forms.
Modification:
2.1.a Addition of new Roles to user flexcube profile
2.1.b Change in job function (i.e. Teller to CSO or Treasury Custodian to Marketing)
2.1.c Transfer of staff to a new branch or different department
Procedure
2.1.1 Procedure for New Flexcube profile request as outlined in (section 1.0) should be
followed strictly.

2.2.0 Modification that require request via Corporate Mail


Staff who require the underlisted modifications should follow the procedure listed
below:
Modifications:
2.2.a Re-setting of flexcube password
2.2.b Locking and Unlocking of flexcube profile
2.2.c Enabling and disabling flexcube profile
Procedures:
2.2.1 Staff should send their request through the banks corporate mail to the Internal
Audit Mailing group and copy their respective Heads of department.
2.2.2 The mail should state the following: USER ID of staff, BRANCH and REASON for
the modification.
2.3.0 Resignation or Termination of employment with the bank
This requires the access of the staff to be expired and closed from the banks core
banking application (flexcube 11.4).
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This is necessary to prevent any user within the bank from using such profiles. For the
Internal Audit to be proactive in dealing with these issues the underlisted procedures
should be followed.
Procedure:
2.3.1 Head of Human Resource is required to provide the Internal Audit Division with a
list of all staff who are in the process of resigning or their appointment
terminated promptly.
2.3.2 The details required from the Human Resource Department should follow the
details in the table below strictly.
FULL NAME OF
STAFF

3.0

DEPARTMENT

EFFECTIVE DATE OF
RESIGNATION/TERMINATION

GRADE OF
STAFF

FLEXCUBE ROLE CREATION AND MODIFICATION


Flexcube role creation and modification shall be the responsibility of the Internal Audit division.
This will only be done after a thorough review has been conducted on such roles for
appropriateness. All roles defined will incorporate a level of segregation of user activities where
no one user could start and complete a transaction in the system.
3.1.0

Flexcube User roles may be created to reflect the structure of the bank or to segment
transactions of one department from another.

3.2.0 Modifications to flexcube roles may be initiated by the Internal Audit Division after a
thorough review has been conducted and there seems to be a control breach in such
roles.

DETAILED INSTRUCTIONS FOR REQUIRED ACCESS


REQUIRED ACCESS
This section provides details and description of the access that should be granted to staff.
New Access Required:

Under this column, indicate the kind of flexcube access you want. For example,
Teller, Customer Service, DOMOPs Inputer, TROPs Authorizer etc.
Job Description:
Under job description, provide a brief description about your job function. For
example: Receiving and Paying cash to or from customers
Previous Function:
Under this column provide details of your previous function. This should be
completed if the request time is an amendment.
Previous Branch:
This should also be completed if the request type is an amendment and involves
change of branch or movement of staff from one branch to the other.
Reasons for the amendment: All amendments should have a reason. For example: staff indisposed, relieving
staff on leave etc
Time frame for Relieving Access: Indicate the time frame within which the staff will be on relieving duties.

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Flexcube Request form Approvers at the branch level include:


Head of Operation
Branch manager
Head of Branch Services
Chief Operating Officer (COO)
Flexcube Request Form Approvers at the Head office departments
Departmental Heads
Head of Head office Operations
Head of Branch Services
INTERNAL AUDIT
Leave the column for Internal Audit blank and scan the completed form to Internal Audit for processing.

NB:

Ensure that all required fields on the flexcube request form are completed accurately before
scanning to the Internal Audit Division.

Any flexcube form not adequately completed and endorsed by the appropriate head as outlined
above may be rejected.

All staff are also required to endorse the Password Secrecy Undertaken form

All flexcube requests for access must reach the Internal Audit Division by close of business the
previous day. Only flexcube request for emergency cases like staff indisposed during working
hours will be processed by the department on the same day.

The compelling place to bank

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