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Peop
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s PeopleSoft System Access Requests Requesting Access to PeopleSoft
Systems
Prepared by: [EIS Assist] Last modified: 10 April 2018 (version 2.0)
Information Services 11 March 2017 - 1 - CRICOS No. 00233E
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s Contents
How to log an access request .............................................................................................................. 2
Accessing the request form ............................................................................................................ 2
The Welcome page .......................................................................................................................... 3 Entering the user details and selecting system access ........................................................... 3
The System Access Page ................................................................................................................ 4 Selecting a Business Area / Business Role ............................................................................. 5 Selecting Additional System Access roles............................................................................... 6 Authorisers .................................................................................................................................. 6 Effective From / To Dates ...................................................................................................... 6 In Addition to Existing Role .................................................................................................... 7
Review and submit request ............................................................................................................ 8
Submit Confirmation Page ............................................................................................................ 9
Navigating through the request ..................................................................................................... 9
Communications throughout the request lifecycle ........................................................................ 10
Request submission notification ................................................................................................. 10
GSM service desk tool notifications ........................................................................................... 10
Workflow notification .................................................................................................................. 10 Workflow Approved Notification ......................................................................................... 11 Workflow Denied Notification .............................................................................................. 11
FAQ ...................................................................................................................................................... 12
What happens after I submit my request? ................................................................................. 12
Enquiring upon the progress of my request ............................................................................. 12
Changing authoriser after submitting a request ........................................................................ 12
What if my business role isn’t available within my business area? ......................................... 12
What if access is not adequate for my role? .............................................................................. 13
Why / what scenario would I select additional system access................................................ 13
What if my role requires additional configuration .................................................................... 13
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Requesting Access to PeopleSoft Systems
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How to log an access request Use the PeopleSoft Access Form to obtain access to the PeopleSoft Student, Finance or HR Payroll systems. The form can be logged for oneself or on behalf of another user and can be used to request access to all three systems in one request or individual systems as needed. The form requests the acquiring user details, system access details and requires policy agreement prior to submitting the request.
Access can be requested for pre-employees, existing staff members and a number of Person of Interest types throughout the university.
The form utilises a wizard based approach, allowing you to navigate back and forth throughout the request at any time to change or modify the request before submission.
Supervisors of staff are recommended to submit access requests on behalf of new, seconded or relocated users of the PeopleSoft systems.
These forms allow for early provisioning of access for newcomers prior to arrival on day one to minimise delay in gaining access to core systems.
Accessing the request form The PeopleSoft Access Form is located within the My Staff Page and is accessible to all staff. To use the form, navigate to the Staff Portal and click on My Staff Page under Key Services or Connect Here. Click the Reports and System Access tile > click System Access on the left-hand-side navigation menu > select PeopleSoft Access Request.
The Welcome screen will display to the in the main content area.
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The Welcome page The Welcome page allows a requester to enter the details of the person acquiring access and select which systems they require access to.
Entering the user details and selecting system access Access can be requested for oneself or on behalf of another user.
Step 1: Enter the S number of the person acquiring access in the Person Acquiring Access section. As you tab out it will auto-populate the Name, Job Title, Supervisor, Department fields.
Step 2: Enter a contact number; this can be an extension number, mobile number or other relevant contact number of the acquiring user.
Step 3: Once the user detail has been entered, select the relevant checkboxes for which systems the user requires access to. This can be one or many systems.
Step 4: Once all required data has been entered press the Proceed to Next Step button.
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The System Access Page There are two methods for requesting access on the System Access page. The requester can select a Business Area/Business Role and or select Additional Security Access.
Selecting Business Area/Business Role, allows a requester to select system access according to where the user is located within the University. This will provided the user with all necessary access within PeopleSoft to perform their daily business duties.
The Additional Security Access section allows a requester to select additional system roles not coupled with a standard set of security. This often provides further responsibilities within their role.
This page also includes Effective From/Effective To date fields and an In Addition to Existing Roles checkbox.
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Selecting a Business Area / Business Role To request access for the user simply select the Business Area/Business Role that the user works within.
Step1: Click the look up button for Business Area.
Step 2: Select the appropriate Business Area.
Step 3: Click the look up button for Business Role.
Step 4: Select from the associated listed of roles.
Upon selection of a Business Role the Description and Authoriser fields will auto-populate.
If necessary the Authoriser field can be changed to an alternative authoriser.
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Selecting Additional System Access roles If the user will need additional system access for their job role, you can add the necessary roles through the Additional Security Access section.
Step 1: Click the look up button for Additional Security Access.
Step 2: Select the relevant additional security access role.
Upon selection of an Additional Security Access role the Description and Authoriser fields will auto-populate.
If necessary the Authoriser field can be changed to an alternative authoriser.
Authorisers Primary authoriser is auto-populated upon selection of the Business Area/Business Role and Additional Security Access role. This field can be changed to an alternative authoriser if necessary. To change an authoriser simply click on the look up for the authoriser field and select an appropriate authoriser from the list. Workflow for the request will route to the specified authoriser upon submission of the form.
Effective From / To Dates If access is required for a known time frame, such as a fixed term contract, secondments, or visitors, enter the Effective From/To date fields by clicking on the date look up and selecting the required dates.
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In Addition to Existing Role Clicking the In Addition to Existing Roles checkbox, specifies that the access is required in addition to any existing PeopleSoft security roles granted to the user.
Only check this box if you are sure that access should be granted in addition to existing roles.
Generally this checkbox would be ticked if requesting Additional Security Access roles, which in most cases are in addition to existing security roles.
Once you have filled out the system access section press the Next button. If you need to go back at any time and change the request simply navigate back by pressing the Previous button in the lower right of the page (don’t use the browser back button).
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Review and submit request The Review and Submit Request page shows an overview of what has been requested on previous pages prior to submitting the request. The request summary page has a number of important sections that should be checked prior to submitting your request.
Step 1: Review the Person Acquiring Access section to ensure the correct person has been entered on the form.
Step 2: Review the Access Summary section to ensure requested access is correct.
Step 3: Read the polices and tick the Agree to the Policy checkbox. This section provides links to relevant policies and provides a required agreement checkbox that must be ticked prior to submitting your request.
Step 4: Submit the request by pressing the Submit Request button in the lower right of the page.
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Submit Confirmation Page The Submit Confirmation page contains the unique Request ID. Please take note of the Request ID, as this is important for any future enquiries on your request. From this page you can click the Log Another Request button to start a new instance of the form or press the Home icon in the top right for navigate back to the HR Payroll system home screen.
Navigating through the request At any time throughout the request you can navigate back or forward to check or change what you are requesting. Simply navigate through the wizard using the Previous, Next, or Back buttons on the lower right corner of the page. You can change any part of your request before submission using navigation and modifying access as required.
(Reminder: don’t use the browser back and forward buttons while using PeopleSoft as this will take you out of the wizard and a new form instance will need to be started.)
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Communications throughout the request lifecycle Throughout the request lifecycle, notifications will be sent to the requester, nominated acquiring user and selected authorisers at key progress points.
Request submission notification When the requester has submitted an access request, an email notification is sent to the requester advising of the submitted request. This notification contains the Request ID and the acquiring users details, no further details of the request are including in this notification.
GSM service desk tool notifications Shortly after the request has been submitted, a new GSM service desk ticket will be logged and notification sent advising the requester of ticket creation.
From this GSM ticket the requester and acquiring users will be notified of request progression. As approval and provisioning occur, EIS Assist will send emails to the requester and acquiring user. Once all aspects of a request are actioned a resolution notification will be sent from the GSM service desk tool.
Workflow notification The nominated authoriser(s) for the request will receive a standard workflow notification each day at 10am and 3pm, advising of a pending worklist item. The authoriser can click on the link to be taken directly to the Griffith Staff Portal worklist.
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Workflow Approved Notification If an authoriser approves a request, notification will be sent to the requester advising of the approved workflow. EIS Assist will now provision the approved access and update the GSM service desk ticket.
Workflow Denied Notification If an authoriser denies a request, notification will be sent to the requester advising of the denial. EIS Assist will update the GSM service desk ticket.
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FAQ What happens after I submit my request? Once a request is submitted a 2-step workflow process is initiated. First step will route to the listed supervisor of the staff member obtaining access. Next it will route to the specified role authoriser(s) for review and decision. If the request is approved EIS Assist will provision the security access. If a request has multiple workflow items to different authorisers, access will be provisioned as each workflow item is approved. For example, if you require Student and Finance system access and the student access workflow is approved prior to the Finance system access then provisioning of the Student system access doesn’t wait for the Finance system to occur.
Enquiring upon the progress of my request If you have submitted a request and need to enquire on the progress please email [email protected] and include the Request ID in the email content. EIS Assist will provide an update on the progress of your request.
Changing authoriser after submitting a request If you need to change the authoriser who has received the workflow for your request (potentially due to authoriser absence), provide the Request ID to EIS Assist via email ([email protected]) and advise which of the alternative authorisers should receive the workflow. EIS Assist can re-route the workflow to the specified or other alternative authoriser as necessary.
What if my business role isn’t available within my business area? Not all business roles within Griffith require access to PeopleSoft systems, only those with access to PeopleSoft systems have been listed within the form.
In some cases the business role name might be the same as business area name. This is due to all business roles within that area having the same PeopleSoft security access. An example of this is the business area Development & Alumni. To simplify configuration, the business role name is the same as the business area rather than listing all business roles within that area.
If you have an enquiry about a business role, believe a role is missing or a new role is required please contact EIS Assist via email ([email protected]).
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What if access is not adequate for my role? Discuss access requirements with your supervisor in the first instance. It could be that you require an Additional Security Access role that you don’t currently have as standard security for your business role.
If standard and additional access is inadequate for your role then have your supervisor log an EIS Assist Help Desk Request stating that your security access requires review. It is important to state the access you have been granted previously (business area/role, additional security access) and the additional access required. You’ll need to obtain page names and navigation pathways for the missing access and submitted as an attachment for review.
Why / what scenario would I select additional system access In most cases the system access mapped to business roles is adequate and covers the responsibilities of that role. You may however require additional system access if a supervisor has requested you perform additional duties with the PeopleSoft systems, these can include for example;
Student System Example
An International Admissions Officer requires access to maintain External Organisations. The additional security role External Organisation Maintainer would be requested.
Finance System Example
A Group Resource Manager requires access to maintain asset information. The additional security role Manage Assets Update Class would be requested.
HR Payroll System Example
A staff member offering training requires access to update training course pages in the HR system. The additional security role HR Training & Development would be requested.
What if my role requires additional configuration Your role may require additional security configuration for departments, academic organisations, groups or journal sources. If this is the case EIS Assist will contact the requester to obtain the necessary information.
