Mandatory Annual ACE Training

1. Mandatory Annual ACE Training Fiscal Year 2010 – 2011

2. What’s available? • Departmental User Security Access Confirmation List • This form should be printed, signed and dated.  This will confirm your acknowledgement you have reviewed all security access for all Business Applications. • This form must be mailed to the DCATS office – Mail Code 7847 by August 26th, 2011 • Mandatory Annual ACE Training PowerPoint Acknowledgement • This form should be printed, signed and dated.  This will confirm you have reviewed the PowerPoint presentation • This form must be mailed to the DCATS office – Mail Code 7847 by August 26th, 2011

3. What’s available? 3. ACE Ownership Dept ID Listing w/ Proxy Assignment • This will show a list of all Deptid’s, and which ACE has ownership of the home department and additional Deptid’s associated with the home department.  Listed will also be the ACE Proxy if appointed.    4. ACE Departmental ID Ownership Revision Form • This form should be returned to DCATS@uthscsa.eduONLY if the ACE listed is not the correct owner of that Department ID(s). 5. ACE Proxy Designation form • This form should be returned to DCATS@uthscsa.eduONLY if you need to establish or change your existing proxy.

4. What’s available? • Application Change Request Forms • Return to DCATS@uthscsa.eduONLY if there are users listed with access that should be removed.  These forms are only allowed to be used during the Mandatory ACE Training timeframe and should NOT be used to request additional or new access for a user.  Keep a copy of the completed forms for the departmental records and email the form to the DCATS office for processing.    • Change Request Form - PeopleSoft HCM & Budget • Change Request Form - DRS • Change Request Form - Data Warehouse

5. What’s available? 7. Queries • Listing of Tools to assist in the review of individuals with specific application access 8. Helpful Phone Numbers and Email Addresses All required forms must be returned to DCATS by close of business on August 26th, 2011.  Any change request forms received in the DCATS office after 5:00 p.m. on August 26th will be returned to the departmental ACE for processing on a PSAR form. 

6. Access Control Executive PolicySection 5.8.16 Definition of an Access Control Executive (ACE) In the ACE’s absence, the ACE proxy, Dean, Chair or Director may assume the responsibilities of the ACE. • The departmental representative assigned the responsibility to authorize and manage user access to institutional administrative business systems • Implementation of appropriate access controls to administrative business systems is critical to the attainment of HSC’s missions. • Manage departmental user access including developing mechanisms to immediately disable access for users that transfer, terminate, or no longer have a need to access administrative business systems. • Failure to comply could put business processes and information at risk.

7. ACE Responsibilities and DutiesACE Proxy • In lieu of the Dean, Chair or Director, ACE may designate a proxy to continue the responsibilities in their absence. • Complete the ACE Proxy Designation form, make a copy for dept records, submit original to DCATS • ACE’s responsibility - to keep a paper trail of person in proxy role. • Proxy can submit email requests ONLY in an emergency situation. (i.e. Absences or Vacations) • A Proxy cannot complete/process a PSAR form • ACE, Dean and/or Chair must be CC’d in the email request

8. ACE Responsibilities and Duties • To document the completion of required ACE training: • department must maintain a current signed copy of the Departmental User Security Access Confirmation List. • Original sent to DCATS via email • Any access changes must be processed on the forms provided on the ACE website • Submit all Change Request forms to DCATS via email.

9. ACE Responsibilities and DutiesP.S.A.R. Form • Stands for Personnel Security Access Request Form (PSAR) • Resides within the UTHSCSA portal / ACE Tools / PSAR • Form is processed by DCATS • Used to Request Access • For new or transferred employees • Used to Delete Access • For transferred or terminated employees • Reply sent to departmental ACE The Web Req and eShip Global Option should not be used

10. ACE Responsibilities and DutiesApplication User Access PeopleSoft Financials Web Requisition System • Access can be updated within the Portal and/or PeopleSoft Financials • Click on ACE Tools/Dept Inquiry- view all users for your department • Click on ACE Security to make changes to user’s access • PO Dispatch Notification – assign users to receive PO Notifications as they are dispatched

11. ACE Responsibilities and DutiesApplication User Access PeopleSoft Financials Web Requisition System • Blanket Travel Authorizations – located within PeopleSoft Financials / HSC Cust. Components /Security • Use for granting authorization for Blanket Travel • Authorization is dependent on Home Department • A Requisition no longer needs to be created PeopleSoft HCM System • Use the HSC_DEPT_SEC_GROUP_ROLES query

12. ACE Responsibilities and DutiesApplication User Access • When viewing your HCM/Budget User List: • All users on list have HCM access to specific dept id • Users with HSC_DPT_BUDGET_USER class can view the Budget pages

13. ACE Responsibilities and DutiesApplication User Access DRS Approver can run/print report for ACE which shows users for DRS Time and Leave Accounting • Use link to view Approver proxy’s in DRS DW User list can be found by running a DW Report: • Run the report – ACE Report Department Access List • For additional reports, ACE will need assistance from DW user

14. ACE Responsibilities and DutiesReports • DRS Approver clicks on Document Review System under Administration link

15. ACE Responsibilities and DutiesReports • Click on Preparer/Approver reports link • Select your dept, click on End Users • LVE – Leave Accounting ; TCP – Time Collection

16. ACE Responsibilities and DutiesReports • DW user clicks on ACE Reports Folder in Public Folders

17. ACE Responsibilities and DutiesReports • Use the reports below to view user list: • HR Pay Data User List • Requisition Security – Department Approvers • Requisition Security – Project Approvers (DeptID) • Requisition Security – Project Approvers (Project) • Requisition Security – Requesters (also shows eShip Global access) • To run the report: Right Click on a Report  Click on Schedule • On next page, click Parameters

18. ACE Responsibilities and DutiesData Warehouse (DW) When requesting access for Data Warehouse • Vacant license is necessary • No vacant license – Must complete SRF or transfer an existing license • PSAR form WILL NOT purchase license • Training is required – Registration will be through the Knowledge Center If you are adding DW access to a new user AND the HR Pay Data Report: • Type comment in box (i.e. Please also add HR Pay report) • Check Radio button in the DW section

19. ACE Responsibilities and DutiesData Warehouse (DW) • If a user already has DW, and you are requesting HR Pay Data Report: • Do not click on ADD, only check off the HR Pay Data Report

20. ACE Responsibilities and DutiesData Warehouse HR Pay Data Access: • To allow users to view the HR Pay Data report in Data Warehouse, the ACE must complete the following steps: • Submit the PSAR or SRF form • Update Data Warehouse Security: • Click ACE Tools • Click Data Warehouse Security • Search for the user • Enter the department ID and check off HR Pay Data • Insert a new row if necessary • If action is not completed, the HR Pay Report will not be viewable to the user

21. ACE Responsibilities and DutiesDocument Review System (DRS) When requesting access for DRS: • PSAR form must be completed: • Adding new preparer? We need the approver’s Empl. ID • Adding new approver? We need the preparer’s Empl. ID • Each row must be completed in full • Check the Payroll Monthly Calendar for Due Dates

22. ACE Responsibilities and DutiesViewing D.R.S. Proxy’s • To view a listing of your DRS Approver Proxy’s:

23. ACE Responsibilities and DutiesViewing D.R.S. Proxy’s • To remove a proxy, click on the delete button

24. ACE Responsibilities and DutiesZ9001 ACE must submit a PSAR form when requesting Z9001 access to Financials and Data Warehouse • For Current Financials users and New Financials users, type in comment box: • ‘Grant Z9001 to current Financial Access’ • If preparing: ‘Add as Requester to Z9001 for PID XXXXXX.’ Specify PID being used • If approving: ‘Add as Approver to Z9001.’ Specify either Department Approver or Project Approver. • If Project Approver, specify the PID. • ‘Grant Inquiry Only to Z9001. Will not prepare or approve on Z9001.’

25. ACE Responsibilities and DutiesZ9001 • For Current DW Users, type in comment box: • ‘ Grant Z9001 to DW Reports, user already has DW Access.’ • For New DW user, please be sure a license is available, if not one must be purchased and type in comment box: • ‘Grant Z9001 to DW Reports.’ • If a license is being transferred, enter the EID of the current license holder • If a license need to be purchased, submit a Service Request (SR) • Training is required prior to granting access. Registration can be processed through the Knowledge Center.

26. ACE Responsibilities and DutiesTransfers For employees who transfer out of your department, access must be deleted: • For Financials access, click on ACE Tools to remove roles for: • PS Web Req (Project ID’s, Dept ID’s) • DW Security (Dept ID from access, uncheck role) • Send PSAR to delete access for the remaining applications It is the ACEs responsibility to complete the above tasks

27. ACE Responsibilities and DutiesTransfers If an employee transfers into your department: • Access must be requested for HCM, DW and DRS. • New Access cannot be activated until day of transfer • Transfer Steps: • All “old” access is deleted • New access is added if requested by new ACE

28. ACE Responsibilities and DutiesTerminations • All User Lists: • Responsibility of the ACE to delete access for terminated employees (HOP Policy 5.8.16) for all application systems • Review ALL Application users lists carefully • PSAR form should be submitted to delete access • For Financials access, the ACE must delete access from the ACE Tools area within the Portal

29. ACE Responsibilities and DutiesACE Termination or Transfer • If you, the ACE, are terminating or will be transferring, an ACE Designation form is needed to reassign ACE duties • Please inform DCATS of who the new ACE will be as soon as possible. • Please submit the ACE Designation form to DCATS as soon as possible.

30. What’s Due? Forms 1 and 2 must be returned to DCATS: • 1. Departmental User Security Access Confirmation List • 2. Mandatory Annual ACE Training PPT Acknowledgement Form • 3. Change Request Forms for User Access Deadline for all forms: Tuesday, August 26th, 2011, 5p.m.

31. Questions regarding the information in this presentation? Email DCATS at the following: dcats@uthscsa.edu