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Combine Future State UW-System IT Access Process February 8-9, 2011 Stevens Point, WI

Combine Future State UW-System IT Access Process February 8-9, 2011 Stevens Point, WI. Current State Mapping Team. Future State Mapping Team. Project Scope.

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Combine Future State UW-System IT Access Process February 8-9, 2011 Stevens Point, WI

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  1. Combine Future State UW-System IT Access Process February 8-9, 2011 Stevens Point, WI

  2. Current State Mapping Team

  3. Future State Mapping Team

  4. Project Scope Examine and Redesign the Information Technology Access Process from the point it is determined that a UW staff member needs access to University computer systems and/or databases to when the access has been provided and paperwork has been completed. Also changes to status such as transfers, separation or retirement.

  5. Combine Campus Opportunities • The existing process is complex and no individual understands completely the interconnected pieces and processes between departments to consistently provide or suspend access. • Access is sometimes granted based on what the previous person had • New employees can arrive for their first day of work, without a contract, without IT being notified they were coming

  6. Combine Campus Opportunities • Who is authorized to grant access? • Employees aren’t sure who to contact for access to different systems • Often don’t know when someone has left—access continues beyond the business need • When people leave, there isn’t a closed loop to make sure their access is changed • Access privileges continue to build, when they should be reevaluated at time of transfers

  7. UW-Oshkosh Current State

  8. UW-Stevens Point Current State

  9. UW-Whitewater Current State

  10. UW-Superior Current State

  11. Best Practices • Before an employee starts, make sure hiring department has an understanding of what access is available and HR and IT understand what the employee needs to do the job. • Communication & training of standardized process • Tie Job function to roles and permissions • Education around “who” grants special access • Define Services first • Define “who” administrators

  12. Best Practices • Sending notice of new hires as well as separations to appropriate– key parties. Communication is Vital! • It is the Departments responsibility to define access needed and to inform on any changes • Hope that HRS will make granting /revoking Basic Access more ‘real time’ with notification • Use workflow systems as appropriate, investigate workflow products and software already licensed by UW-System.

  13. Best Practices • Insure that we can meet regulatory requirements for auditing of users & access– tracking who has what access • Assess each request for level of security that is required & flag them as critical or non-critical (for example) FERPA etc. • Common need for access & compliance form or other regulatory forms that are reviewed on a regular basis

  14. Best Practices • Explore the system wide approach to utilize D2L for training and verification of security authorization • Improving the ‘security awareness’ at all levels (Employee, Supervisors, Department & Data Custodians) • Capture security training during the basic account activation process • Improve communication to the new hire on special access they need for their job

  15. Combined Future State Map

  16. Combine Future State Map

  17. Combine Future State Map

  18. Future State Action Items

  19. Future State Action Items

  20. Project Metrics & Goals UW-Oshkosh (Basic Access & PeopleSoft -SIS)

  21. Project Metrics & Goals UW-Stevens Point (Basic Access – WISDM)

  22. Project Metrics & Goals UW-Whitewater (Basic Access – IT Special Access)

  23. Project Metrics & Goals UW-Superior (Basic Access – PeopleSoft Campus Solutions)

  24. What we Hope to achieve • Appropriate and timely access needed to perform job functions, with appropriate security functions in place and access removed in a timely fashion when the business need ends. • All employees have the correct IT access aligned with arrival/start date • Timely notification of employee change of status • Access is removed upon separation or updated upon transfer/retirement

  25. What we Hope to achieve • Accurate and consistent, with exceptions easily identified. System should indicate who has what access. • Would like to reduce the number of infractions found through audits • Clarified & defined process for gaining access • Supervisor’s checklist of types of IT access that can be granted • Integration of the hiring process with request for IT access.

  26. What we Hope to achieve • A flexible system—a person assigned to a menu of services. “plug-n-play” • Automated system where possible • Support interface (Help-desk)where appropriate

  27. Resources & Time How to accomplish the Future State? • Managements approval to go ahead with the improvement plan and continued support through the process • Each Value Stream Manager will keep the identified Steering Team updated monthly on progress • Provide the time and resources to implement the changes • Enable the team time to meet on a regular basis to: • Verify continued progress towards completion of the action items • Discuss and problem solve issues that arise • Ultimately - DELIVER THE FUTURE STATE

  28. Thank You Questions?

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