Mandatory Annual ACE Training

1. Mandatory Annual ACE Training Fiscal Year 2011 – 2012

2. What’s available? • Departmental User Security Access Confirmation List • This form should be printed, signed and dated.  This will confirm you have reviewed all application access for all Business Applications. • Mandatory Annual ACE Training ppt Acknowledgement This form should be printed, signed and dated confirming you have reviewed the ppt presentation. These forms must be mailed to the DCATS office – Mail Code 7847 by COB Wednesday, February 29th, 2012

3. What’s available? 3. ACE Ownership Dept ID Listing w/ Proxy Assignment • This list contains parent / child Dept. ID’s with the name of the appointed ACE.  If the ACE has appointed a Proxy, the name will be listed.    4. ACE Departmental ID Ownership Revision Form • Please DO NOT RETURN this form if the deptid(s) associated to the ACE are correct. If the ACE is not the owner of a deptid listed, then return this form with corrections. 5. ACE Proxy Designation form • This form should be returned to DCATS@uthscsa.eduONLY if you need to appoint or change your existing proxy. 6. Queries • Listing of Tools to assist in the review of individuals with application access 7. Helpful Phone Numbers and Email Addresses

4. What’s available? 8. Application Change Request Form • Return to DCATS@uthscsa.eduONLY if there are users listed with application access that should be removed.  This form is 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 departmental records and email the original form to DCATS office for processing.    • If you have several names to list, make a copy of the blank form before completing. • The Application Change Request Form is only for PeopleSoft HCM & Budget, Document Review System (DRS) and Info View/Data Warehouse (DW)

5. What’s available? All required forms must be returned to DCATS by close of business Wednesday, February 29th,2012. Any change request forms received in the DCATS office after 5:00 p.m. on Wednesday, February 29th, 2012 will be not be processed, but returned to the departmental ACE. 

6. Access Control Executive PolicySection 5.8.16 Definition of an Access Control Executive (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. • A Proxy cannot complete/process a request for access • Proxy can ONLY submit email requests in an emergency situation. (i.e. Absences or Vacations) • Proxy must cc ACE, Dean, Director and/or Chair in email request

8. ACE Responsibilities and DutiesP.S.A.R Form The Personnel Security Access Request (P.S.A.R) form is the current document used to request and delete application access. The online form is only available to ACEs and is located within the Portal Menu under ACE Tools.

9. ACE Responsibilities and DutiesP.S.A.R Form • The form is used to grant access • For new or transferred employees • The form is used to delete access • For transferred or terminated employees • The request is processed by DCATS • A reply is emailed to departmental ACE when completed • ACEs should not select access for the following options: Grants, LAR or Police, unless they are the ACE for one of these departments. • ACEs should not select access for the following options: Web Req, eShip Global. These options are granted by the ACE.

10. Where do I go to review my user access lists? PeopleSoft Financials Web Requisition System • Update access within Portal and/or PeopleSoft Financials • ACE Tools/Dept Inquiry- provides an overview of all users for your department • ACE Security – provides access to a single users. Utilize to make changes to a user’s access • PO Dispatch Notification – use to assign access to receive PO Notifications as they are dispatched

11. Where do I go to review my user access lists? PeopleSoft Financials Web Requisition System • Blanket Travel Authorizations – located within PeopleSoft Financials / HSC Custom Components / Security • Use to grant authorization for Blanket Travel • Authorization is dependent on Home Department PeopleSoft HCM System • Run this query to view PS HCM users in your department: HSC_DEPT_SEC_GROUP_ROLES • Tip: Type HSC_% into the search field. This will provide you a list of all areas you have access to view.

12. Where do I go to review my user access lists? • When viewing your HCM/Budget User List: • All users on list have HCM access to dept id showing • Users with HSC_DPT_BUDGET_USER role can view budget pages

13. Where do I go to review my user access lists? Document Review System (DRS) • The DRS Approvers can run/print report for the ACE • The report shows users for Time Collection (hourly) and Leave Accounting (vacation and sick) • Use link to view Approver proxy’s in DRS

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. Where do I go to review my user access lists? Data Warehouse provides additional access lists for InfoView, HR Pay Report and PS Financials • Use the reports below to view user list: • ACE Report – Department Access 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)

17. 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 access request • 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

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

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

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

21. 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.’

22. 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.

23. 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

24. 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

25. 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

26. 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.

27. Review - What’s Due? The following documents must be returned to DCATS: • Departmental User Security Access Confirmation List • Mandatory Annual ACE Training pptAcknowledgement The following form must be returned if there are changes needed to user profiles: • Change Request Forms for User Access Departmental User Deadline for all forms: COB Wednesday, February 29th, 2012, 5p.m.

28. Questions regarding the information in this presentation? Email DCATS at: dcats@uthscsa.edu or call DCATS at (210) 567-7777, option 5