Online Access Request Process June 20, 2007 University of Michigan Administrative Information Services Online Access Request Process Amie Robison Presented at the Financial Unit Liaison Meeting June 20, 2007

Online Access Request Process June 20, Agenda  Background Information  Forms for Current Access Request Process  Current Access Request Process  New Access Request Process  Benefits of New Access Request Process  Demonstration of Online Access Request Process  Important Dates  How to Prepare University of Michigan Administrative Information Services

Online Access Request Process June 20, Background Information  Project Goals: t Develop a Web-based process for submitting “Requests for System Access” (M1 forms). t Provide a streamlined, functionally-rich means for Unit Liaisons (ULs) and staff to request and manage access to MAIS systems and data.  Project began November  MAIS UL Access Focus Group gave input on system requirements and feedback on design.  Users and ULs participated in usability testing to validate the design. University of Michigan Administrative Information Services

Online Access Request Process June 20, Forms for Current Access Request Process University of Michigan Administrative Information Services

Online Access Request Process June 20, Current Access Request Process  Resources t M1 forms for requesting access t Role descriptions and training information t Status of M1 requests t Valid values for Student Administration (M1-SASS)  Process t Use User Security Report to determine current access. t Submit multiple paper forms for a single request. t Fax and wait. University of Michigan Administrative Information Services

Online Access Request Process June 20, New Access Request Process  Web-based Access Request Process  Two options for requesting new roles  Requested role names link to descriptions and training  Valid values selections are part of the request  Workflow with notifications to ULs and alternate signers  Users can check status of their own request  Users and ULs can view roles already assigned to users University of Michigan Administrative Information Services

Online Access Request Process June 20, Benefits of New Access Request Process  Efficiency t You can enter and submit requests via the Web – no more downloading, filling in, printing, and faxing M1s. t Eliminates data entry by Access Services staff – time gained will enable them to process submitted requests faster.  Accuracy t User-initiated requests are automatically routed to appropriate UL. t Information is entered just once instead of twice, which reduces the chance of errors.  History t You have an electronic record of each access request – no more misplaced paper forms. t You can view a list of the roles already assigned to the user for whom you’re requesting access or for staff you’re replacing. University of Michigan Administrative Information Services

Online Access Request Process June 20, 2007 University of Michigan Administrative Information Services Demonstration of Online Access Request Process

June 20, Important Dates  July 2007: UL Focus Group begins using the online process to submit access requests.  July-August 2007: Interchanges provide ULs with detailed information about how to use the Online Access Request Process.  July-August 2007: After attending an interchange, ULs will be able to use the Online Access Request Process.  TBD: Online Access Request Process will be available on MAIS Web site.  First six months: Online and paper (M1) processes are both operational.  After six months: Paper access request process retired. University of Michigan Administrative Information Services

Online Access Request Process June 20, How to Prepare  Department authorizations – optional t Jan will work with units that currently use this section of the M1-Cover  Attend training/interchanges  Provide users in your unit with necessary information when you are ready to adopt the Online Access Request Process. t Note: MAIS will provide a guide to familiarize users with the new process. University of Michigan Administrative Information Services

Online Access Request Process June 20, Questions? University of Michigan Administrative Information Services