Microsoft Word - HR_Security_Request_Form_Work_Instruction_FINAL.doc

(HR User Security Request Form)

Purpose

The PeopleSoft User Security Request Form is used by Human Resources Authorized Requestors to add, delete, or modify roles, Time and Labor Groups, Departments, Absence Groups, and DPL information in the PeopleSoft system. This form will replace the existing process of Authorized Requestors submitting User Security Request Forms via Excel and the Microsoft Outlook email account and the Client Services manual processing of the forms.

Prerequisites

Only HR Authorized Requestors can use this form

Navigating to the PeopleSoft User Security Request Form

1. Navigate to HARVie (http://harvie.harvard.edu)

2. Select PeopleSoft

3. Log into PeopleSoft if necessary

4. Access the form using this path:

PeopleSoft>>Harvard Processes>>Entry/Forms>>User Security Request Form

There are two different forms; Tub ARs will see the form pertaining to Tubs, while Central ARs will view the Central form.

The first tab allows you to search for forms already created; by clicking on the second tab labeled Add a New Value, you can create a new request. Information about searching for a form after you create it can be found later in this work instruction.

(System: PeopleSoftTitle: HR User Security Request Form)

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Click the Add button to create a new request.

HR User Security Request Form Layout

A user can create a new user request by going to the prescribed path and selecting the appropriate form. The PeopleSoft HR User Security Form has eight sections:

Requisition ID Information

Authorized Requestor Information

User Information/User Security Request Information

Roles

Time & Labor Groups & Departments

Data Permission List Information

Absence Group

Request History Information

Using this form, an HR Authorized Requestor can take the following actions:

1. Change an existing users permissions

2. Clone an existing users permissions for a new user

3. Clone an existing users DPL only, while leaving the roles and absence groups in tact/editable

4. Disable an existing users access

The Authorized Requestor has the role of Preparer for this form.

The first part of the form displays Requisition ID Information:

(FieldRequisition IDRequest DateDescriptionThis field will default to NEW when making a new requestIf viewing an existing request, this field will populated with the system-supplied Requisition ID assigned to the form when first saved by user.Field will be blank when a new Requisition is entered If viewing an existing request, this field will populated with the date that the form was originally created by the user.NotesSubmission StatusThis field will contain thestatus of the submission.There are 6 statuses:Approved: Request has been approved by FSS Client Services. Cancelled: Request cancelled by PreparerProcessed: Request has been processed by FSS Client Services.Rework: Form has been submitted but needs to be reworked based on review by FSS Client Services. The form has been returned to the Preparer for changes.Saved: The form has been saved by the Preparer, but not yet submitted to FSS Client Services. Submitted: Form has been submitted to FSS Client Services for review.)

The next part of the form contains Authorized Requestor Information:

(FieldDepartmentTelephoneEmail AddressDescriptionThis field will default to the name of the Authorized Requestor/PreparerThis field will display Preparers Department number and DescriptionDisplays the Preparers Telephone NumberDisplays the Preparers Email AddressNotesRequestor)

The next part of the form is where the Preparer will enter User Information/User Security Request Information.

FieldDescriptionNotes

EmplIDPreparer will enter

the HUID of the User

Once entered, the name of the user will appear to the right of the HUID

Row SecurityOnce the User HUID and name appears on the form, the Data Permission List (DPL) information will appear in this field

Cross Tub AccessPreparers should check off this box if the user has multiple job responsibilities across tubs

EmplRec#Preparer should indicate which Job Record the requested information should pertain to.

If you do not know the HUID of your user, click on the button. This will allow you to search for the HUID using the HUID number field or the Description field provided. The user can input any combination of the first and last name, or both, and press enter to retrieve the search results.

This is a required field.

The DPL is assigned to an individual when a request is submitted to assign departments and/or Time and Labor groups along with the according roles.

This checkbox serves as an indicator for Client Services to alert the AR from the cross tub to be aware of the request.

If you are not sure about the Job Record, click the button. This will allow you to search for the Job Record.

If the user has Cross Tub Access, be sure you have checked off the Cross Tub Access box.

(Req ActionFrom the drop down menu,This is a required field.choose the action you wish to take with this user:CommentsClone UserDisable User Change UserAllows the Preparer to enter any comments pertaining to the request)

Once the EmplID field is entered, the users current Roles, Data Permission List, Current Departments, Current T&L Groups and Current Absence Groups, if any, will appear on the screen.

Exiting out of a submitted request

When the Preparer has completed inputting information into the request and has either saved or submitted it, he/she should click the Update/Display button in the lower right hand corner to return to the Search field (home).

Whether the Preparer will be able to edit these fields depends on the selection made in the Req Action field. See the following sections for more information.

Change User

If you wish to change the current access for the user, select the Change User option from the Req Action field.

The Change User option allows a preparer to add or subtract items within a users current profile. The Preparer can add or delete Roles, Departments, Time and Labor Groups and Absence Groups.

When the Changer User Option is selected, a comments field will appear underneath the selection:

The Preparer can enter any comments pertaining to the requested change for FSS Client Services to better understand the information in order to process the request. The comments field is limited to 100 characters.

Clone an Existing Users Role to a New User

Here are the steps to follow if you are cloning an existing users permissions for a new user:

1. Select Clone User from the Req Action field

When the Clone User choice is made, the Clone ID field will appear. The Clone ID field is used to enter the HUID of the user permission the Preparer wishes to clone for the User identified in the User Security Request section.

2. Enter the HUID of the user whose permissions you wish to clone for the user identified in the User Security Request Section.

When the Clone User ID is input, the Clone profile (User 2) will display on the form under the access of User 1 in the User Security Request section.

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(System: PeopleSoftTitle: HR User Security Request Form)

3. If you wish to clone the DPL information from the Clone ID entered on the form, check off the DPL only box.

The Clone DPL box will replace all of User 1s Department and Time and Labor group access to match those of User 2 (the Clone ID).

The roles, DPL, Departments, Time and Labor Groups and Absence Groups of the Cloned User will appear on the form.

If the Preparer did NOT check of the Clone DPL box, the Preparer can NOT edit any of the role or Absence Group information that is being cloned for User 1.

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If the Preparer did check off the Clone DPL box, the Preparer will be able to edit Roles and Absence Groups for User 1. See the Change User Roles section for more information about editing Roles and Absence Groups.

Disable User

If you wish to disable a users permissions, select the Disable User option from the Req Action field.

The Disable User Action reduces a users access to Basic and Self Service, deleting out all other roles. The Users DPL is deleted and all Absence Groups are inactivated.

The Preparer cannot make adjustments to a users access when choosing this action. All fields and options are disabled.

When you select Disable User, a comments field will appear underneath the selection:

The Preparer can enter any necessary comments pertaining to the request for FSS Client Services to better understand the information in order to process the request. The comments field is limited to 100 characters.

Current User Roles

When the EmplID field is input in the User Security Request Section, the current user roles for the user will display in the Current User Roles section:

NOTE: If the Preparer has selected Clone User from the Req Action field, the Current User Roles of the Clone ID will appear in this section. The Preparer will only be able to make changes to this section for