Keynes is an access control system managed by UW-IT that is used to get into many administrative and student database (SDB) applications across the UW.
The following are the most common systems accessed through Keynes. Each system can provide access to multiple applications, tools and information databases.
In order to log into systems using Keynes, a user must have a personal user code for Keynes, and also be granted access to the specific system or application they seek to use. User codes are for one person only (they cannot be shared or inherited) and users must already have a UW NetID to be granted a Keynes user code. To get access to applications through Keynes you must fill out a form (through DocuSign) for that application. Typically, managers or team leaders will request access for a person that needs access to information through a system. They will request both access and level of access to the system, which determines what can be done within the system. Once an access request is processed, a Keynes user code is generated and can be used to access the necessary system through Keynes. Currently, only digitally signed forms are being accepted to request access. Please refer below for information on DocuSign submission.
To access systems using Keynes, you will need to be granted permission to each system. Depending on the systems you need to access, there may be separate approval required for each system. Access is typically granted based on a person's role and what information they require, and users are only granted access to certain parts of a system for which they need to do their work. Access to Keynes systems is tied to the department; if a user changes departments, a new access request will need to be submitted. To get KEYNES access, please follow steps below (both 1 & 2 are required):
Submit request for SDB/AA access here
2. Start DocuSign for approval of access:
2a) Request access to SDB
Faculty and Staff may click on one of the below-listed UW campuses to start DocuSign for SDB access:
2b) Request access to Administrative Systems (FIN and/or BGT) Please refer to Legacy Finance Data for additional information.
Fill out the Administrative Systems Access DocuSign Form for access to FIN or BGT.
Once you submit DocuSign, please wait and we will process your request as soon as all required signatures are in place. If you are unable to fill out DocuSign, please call 206.221.5000 or send email to help@uw.edu and we can help initiate DocuSign. Information we will need from you to start DocuSign:
If you have any questions, weekly Zoom drop in hours is held on Wednesdays, from 10 AM to 4 PM.
You will need SecureCRT on your computer to get logged into Keynes. If you are off campus, VPN is required to be able to access the system(s). Please contact your local IT support for assistance with setting up and configure the application on your computer. Here is the URL to download SecureCRT on to your computer: http://www.washington.edu/itconnect/wares/uware/securecrt-software/
To remove access for a user, supervisors must email help@uw.edu with the following user information:
Employees who are changing departments and will need access in their new department can keep their hardware token, but will need to re-apply for access appropriate for their role in the new department by completing and sending a new Student Database form for the UW Seattle, Bothell, or Tacoma campus.
The following section describes terms, definitions, and more detailed instructions for various fields on the Administrative Systems Access Form. Use the below list to skip to a particular term:
Requesting User The person for which access is being requested. This person must satisfy the following criteria:
Supervisor or Department Contact The person responsible for the work being performed in the system and determining which users need access to what information. This is frequently, but not necessarily, the supervisor of the person for which access is being requested. Please provide the name of a person whom we may contact regarding access. A supervisor/department contact should satisfy the following criteria:
UW NetID A UW NetID is your personal identifier for using UW online resources. Employee ID number This is the nine-digit number given to you by the UW. If you have a new faculty/staff ID card, it should be printed on the front. Check with your payroll coordinator if you're not sure what it is. (Note: this is not your Social Security number.) Organization Code(s) List the organization code(s) this Keynes user will access. If you are unfamiliar with the budget/organization code structure for your department or college, please contact your department administrator for assistance. Signatures Signatures, using eSignatures forms, are required by the:
At least three distinct signatures are required to process applications. Except in unusual cases, forms with fewer than three may be delayed or rejected. Some types of access, and some college or departmental procedures, may call for more rigorous approvals and/or additional signatures. When requesting access to organization codes outside of the requested user's department, the chair, dean, or director who is responsible for those organization codes must also sign the form.
Instructions on how to sign into Keynes, password instructions and two-factor authentication requirements, and common login problems can be found on the Sign in and passwords for Keynes page.
Some systems accessed using Keynes have online training documentation. Check the training for SDB page to see if documentation or training is available for systems you use.
A reference page describing common functions, keyboard shortcuts, and commands is available on the Keynes tips, tricks and messages page.