1. Authorized Requestors User Group
9/14/2018
Authorized Requestors User Group
Theresa Butler| |November 3, 2016

2. Agenda Welcome Yearly Access Review
Modernization of Financial Reporting (OBI)
Concur
QlikView demo
Harvard Training Portal
ROPPA
Miscellaneous updates

3. 9/14/2018

4. Yearly Access Review (YAR)

5. 9/14/2018
Yearly Access Review
Authorized Requestor (AR) responsibility for certification:
As stewards of users security information for your tub, Authorized Requestors are responsible for ensuring that systems access is commensurate with a person’s job function. You are certifying that you have reviewed the access rights for appropriateness based on day to day job responsibilities for all users in your Tub for the application(s) you oversee (i.e. Oracle, PeopleSoft, GMAS, Concur and OBI).
You are also certifying that you have requested access be revoked or modified for those users where the access is no longer appropriate (requests should be submitted through the normal request process)

6. Yearly Access Review (continued)
You will need to save your supporting evidence of your review and any modifications you make (i.e. list of users that were modified, what was modified and request date of modifications). This will be subject to a review by PWC during the FY17 audit.
Run the CREW report associated with the application you are certifying (OBI and Concur are not included in the CREW reports and will need a separate process)
Save the report as a PDF
Print a copy of the PDF report and make notes of any changes that are made (this will evidence the changes and will be needed for PWC audit as supporting documentation)
Provide the CREW Request ID on the certification form
a copy of your PDF files to:
Note in subject line 2016 YAR

7. Yearly Access Review (continued)
OBI and Concur reports will be distributed by Client Services by to the appropriate Tub/Dept AR on or before Monday November 14, You will need to save your supporting evidence of your review and any modifications you make (i.e. list of users that were modified, what was modified and request date of modifications). This will be subject to a review by PWC during the FY17 audit.
Review the reports sent by Client Services
Save your report
Print a copy of the report and make notes of any changes that are made (this will evidence the changes and will be needed for PWC audit as supporting documentation)
Provide the OBI and/or Concur Request ID (provided with your report) on the certification form
a copy of your PDF files to:
Note in subject line 2016 YAR

8. Yearly Access Review (continued)
Certification in PeopleSoft
One AR per application, per tub will be assigned the role to process the certification
The certification will be sent next week and will include all information you will need to certify:
Certification instructions
A copy of this presentation
List of ARs that will be granted the role in PeopleSoft
OBI and Concur reports will be sent separately

9. Yearly Access Review (continued)
How do I certify?
Once you complete your review and modifications (if applicable) you will need to log into PeopleSoft and complete the certification form
Who should certify?
One AR per tub, per application should submit the completed certification in PeopleSoft
When are certifications due?
Certifications are due no later than Tuesday December 20, 2016

10. Certification Form

11. Modernization of Financial Reporting (OBI)

12. Project Update
Decommissioning of CREW Grants Management dashboards planned for December 1st
Grants Training has been underway since July and will continue monthly through early We do have users showing up to training without access
In August we began distributing a “Monthly Action Plan” to let Engagement Councils know of upcoming tasks where there involvement is needed
Project Team has deployed 14 Financials Dashboards to OBI Production with Tub-based access
Beginning to build our Financials Super User community – dashboard specific sessions begin on November 7th and will continue until Calendar year-end
We will be expanding the pilot in January. Planning a joint LIM and AR meeting to walk through Wave 5 access request form

13. Data Access Control Timeline
DAC 0.1 : TUB Level access for piloting the financial dashboards with a specific group of users from each School / Central.
DAC 1.0 : Will include most commonly used access controls, both content and data controls, which would allow the TUBs to expand their pilot across much larger population of their user base.
DAC 2.0 : Will tackle any shortcomings of DAC 1.0. Address additional security requirements that the TUBS consider it as pertinent. Also includes building summary to detail drilldowns that will eliminate the need to build granular access control.
DAC 3.0 : Will tackle any shortcomings of DAC 1.0/2.0. Address additional security requirements that the TUBS consider it as showstopper to decommission the CREW Financial Reports.

14. OBI Data Access Controls – Oversight and Decisions
Engagement Councils
Pilot Users
Finance Working Group
Inform or Recommend*
Executive Committee
Advise
OBI Finance
Sub-committees
DAC Advisory Council
Project Leadership Group
Inform or Recommend*
Project Team
Advise
If FWG and PLG agree on recommendation: Executive Committee is informed of decision.
If FWG and PLG do not agree on recommendation: FWG and PLG each recommend their desired approach to the Executive Committee, and the Executive Committee decides. *

15. Key Dates for Authorized Requestors
January 2017 – anticipate asking for submission of Wave 5 pilot access
April 2017 – Wave 6 pilot access requests
July 2017 – Full-Scale roll-out begins
November 2017 – Target Decommission Date for Remaining CREW Financials content
Helpful Links for Authorized Requestors
OBI Instance -
Engagement Council Monthly Action Plans –
DAC 1.0 –

16. Data Access Controls Advisory Council
9/14/2018
Data Access Controls Advisory Council
Name
Organization
Kristen Anderson
Harvard Divinity School
Katie Hope
TH Chan School of Public Health
Gail Pisapio
Faculty of Arts and Sciences
Maureen Forrester
Office of the Controller
Amanda McDonnell
Financial Accounting and Reporting
Sarah Axelrod
Office of Sponsored Programs
Mitch Rogers
HUIT – Data Management Services
Theresa Butler
HUIT– Client Services
Alison Wellman Smith
John Saperia
Bill Brickman
Raj Mariadoss
Karen McInnis
MFR Project 16

17. Concur

18. Business Process
Leverage the existing process and role of the Authorized Requester to coordinate Concur access requests
Tubs have been instructed to work with their Authorized Requestors to request access to Concur
The form is available on the Concur Website
The Concur Access form must be completed and sent to

19. On Boarding FAS Athletics, Memorial Church, HDS, ART, GSD
Concur implementation team works with Tub Finance office to complete onboarding spreadsheet (approvers/exception delegates)
Onboarding spreadsheet is sent to by Authorized Requestor
Additional Concur access requests must utilize the Concur Request form
Live Tubs:
HBS (staff), GSE, Harvard University Press, Villa I Tatti, HKS, AAD,
FAS Athletics, Memorial Church, HDS, ART, GSD
Coming Next:
HMS, Chan SPH - (early adopters), HLS, HSDM, CADM (including Campus Services and HUIT)

20. Concur Access
Employee’s in the following PeopleSoft pay group will automatically feed in to Concur as users– MFC, MIP, PFX, POU, PON, SPC, WPT, WRT
A Concur Access form must be completed for adding/deleting:
Non-employee – individual not in the above pay groups
Approver Access
Approver – granting access to approve reports (can be combined with Chart of Account approver role)
Chart of Account approver– granting access for a specific tub/org(s) combination. Must also have approver access for this role
Delegate Exceptions – provides the authority for someone other than the reimburse to submit a report on their behalf. Financial Dean approval must accompany the request

22. 9/14/2018
QlikView Demo
(coming soon)

23. Harvard Training Portal
9/14/2018
Harvard Training Portal

24. 9/14/2018
ROPPA Update

25. Miscellaneous Updates
Vendor Request Enhancement
CSRequest account cannot accept Accellion files
Reminder – 1x1 training and refreshers are available to all, Contact Client Services at to request a 1x1 training

26. Q&A – Next Steps
Questions
All of todays materials will be sent to all of you by and will be posted on the Website