Mandatory Annual ACE Training

1. Mandatory Annual ACE Training Fiscal Year 2012 – 2013

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 Acknowledgement This form should be printed, signed and dated confirming you have reviewed the presentation. Original forms must be mailed to the DCATS office – Mail Code 7847 by COB Friday, November 30th, 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. • NEW USER access must be requested on a PSAR form. • Keep a copy of the completed forms for departmental records and email the original form to the 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 Data Warehouse/Info View(DW)

5. What’s available? All required forms must be returned to DCATS by close of business Friday, November 30th, 2012. Any change request forms received in the DCATS office after 5:00 p.m. on Friday, November 30th, 2012 will be not be processed and 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. • The designated ACE must be a senior member of the department and is expected to understand University policies and procedures, internal controls, and the department’s business processes and organizational structure. • 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 PSAR request form 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: • Financials Web Req, eShip Global.; these access roles are granted by the ACE.

10. Where do I go to review my user access lists? In packet: Reference Queries and Tools for User Access document • 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 user; utilize to make changes to a user’s access • PO Dispatch Notification • Assign access to individuals to receive PO Notifications as they are dispatched

11. Where do I go to review my user access lists? • 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 query to view PS HCM users in your department: HSC_DEPT_SEC_GROUP_ROLES (Tip: Type HSC_% into the search field to gather listing 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 planning 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. Where do I go to add user’s to Blanket Travel Authorization? Each Fiscal year the ACE must re-assign the department employees for Blanket Travel Authorization. • Go to: PeopleSoft Financials / HSC Custom Components / Security • Click the Add a New Value tab • Verify HSCSA is in the Business Unit field • Enter the DeptID and the new FYR • Click on ADD • Click the Select Employees button

15. Where do I go to add user’s to Blanket Travel Authorization? • You may choose individual employees or Select All for authorization • Click the Copy Selected Lines button on the bottom left of the page • Click Save Employees selected will now be listed within the HSC Self Service Inquiries – Blanket Travel Inquiry

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

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

18. 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 / user list for DW • HR Pay Data User List / user list for HR Pay Data report • Requisition Security – Department Approvers / user list Fin approvers • Requisition Security – Project Approvers (DeptID) / user list Fin approvers • Requisition Security – Project Approvers (Project) / user list Fin approvers • Requisition Security – Requesters (also shows eShip Global access) / user list Fin preparers

19. 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

20. 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 • Line must be completed in full from left to right • Check the Monthly Payroll Calendar for Time Collection and Leave Accounting Due Dates

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

22. ACE Responsibilities and DutiesViewing D.R.S. Proxy’s • ACEs should keep this area up to date. To remove a proxy, click on the delete button

23. 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.’

24. 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 for class can be processed through the Knowledge Center.

25. 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

26. 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 the effective date the employee has transferred into your department • Transfer Steps: • All previous access is deleted when employee transfers to a new department. If employee should keep “old” dept access: ACE from previous dept must submit request • Application access is added if requested by new ACE • Access DOES NOT carry over to new department for employee

27. 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 & eShip Global access: The ACE must delete access from the ACE Tools area within the Portal

28. 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. • Please submit the ACE Proxy Designation form to DCATS as soon as possible if desired. It is to the best interests of the ACE, they have a proxy ACE set up for emergency situations.

29. Review - What’s Due? The following documents must be returned to DCATS: • Departmental User Security Access Confirmation List • Mandatory Annual ACE Training Acknowledgement 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 Friday, November 30th, 2012, 5p.m.

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