1. Authorized Requestors User Group
2/17/2019
Authorized Requestors User Group
Theresa Butler| |November 15, 2018

2. Agenda Welcome Client Services Team Updates Security Insiders Program
2/17/2019
Agenda
Welcome
Client Services Team Updates
Security Insiders Program
Yearly Access Review
Contingent Workforce/Field Glass
Miscellaneous updates

3. 2/17/2019
Client Services Team
Mike Kiley – Sr. Business Analyst supporting Financial operations and B2P project
Nick Mazzeo – Business Analyst supporting Oracle, OBI, My.Harvard operations and ECM project
Lori Thompson – Sr. Business Analyst supporting CSMA, PeopleSoft HR, GMAS operations and My.Harvard operations and upgrade
Kyle Angstadt – Business Analyst supporting My.Harvard upgrade and operations, PeopleSoft HR operations and releases
Mike Dugan – Associate Business Analyst
Veronica Surette – Sr. Business Analyst supporting communication and documentation including the Client Services website. She will also be providing back up to the many applications we support
Ana Dias – Associate Business Analyst supporting HUBS, Aspire and ECM project

4. Security Insiders Program
Security Insiders are community allies who promote security in their own groups across the University

5. Yearly Access Review (YAR)
2/17/2019
Yearly Access Review (YAR)

6. 2/17/2019
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 (Contingent Workforce administrative access through 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)

7. Yearly Access Review (continued)
2/17/2019
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 FY19 audit.
Run Oracle Financials User Security (FO) in OBI to certify for Oracle
Run the GMAS User Security Report in OBI to certify for GMAS
Save the report (preferably as a PDF)
You can print or save 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 a Report ID on the certification form that represents the report using application_tub, i.e. OBI_RAD, Oracle_RAD

8. Yearly Access Review (continued)
2/17/2019
Yearly Access Review (continued)
Concur reports will be distributed by Client Services via to the appropriate Tub/Dept AR this week. 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 FY19 audit.
Review the reports sent by Client Services
Save your report
You can 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 a Report ID on the certification form that represents the report using application_tub, i.e. Concur_RAD

9. Yearly Access Review (continued)
2/17/2019
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 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

10. Yearly Access Review (summary)
2/17/2019
Yearly Access Review (summary)
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 Friday December 15, 2018

11. Yearly Access Review
OBI Report Demo

12. Audit User Access in Fieldglass (FG) by Running These Reports
2/17/2019
Audit User Access in Fieldglass (FG) by Running These Reports
FG Report
What it shows
Comments | Helpful Hints
HU-System Users
All users created between specified dates, their FG roles, whether they are open (active) or closed (inactive), and if they have any proxies or supervisors who can take action on their behalf
Users set their own proxies, selecting from a picklist of other FG users. The supervisor of each user (if there is one) is imported from PS to FG. If the supervisor is also a FG user, their name is shown, and they “inherit” Action Items if the user terms. If there is no supervisor, or the supervisor is not a FG user, the value of “Administrative, Yoh” is defaulted in. In this situation, Yoh will “inherit” Action items if the user terms.
Tub Ownership Audit*
Who is the assigned Tub Owner for the 3-digit CoA Tub
Can approve transactions >$250K. Should be senior level person and have a proxy as back-up. There may be multiple users with this role, but only one, as shown on this report, is associated with each tub for approval purposes
Org Ownership Audit*
Who is the assigned Org Owner for the 5-digit CoA Org
Can approve transactions >$10K. Should be a responsible administrator and have a proxy as back-up. There may be multiple users with this role, but only one, as shown on this report, is associated with each org for approval purposes
Reporting User's Tubs
The tub(s) that the reporting user is allowed to report on in Fieldglass.
Reporting Users are typically set up in FG so that they can report on all orgs in their home tub. There are a few users in CADM who can report on all tubs, all orgs.
The relationship of orgs to tubs for Reporting Users is being maintained manually by Yoh in FG at this writing.
Reporting User's Orgs
All of the orgs that are associated with a reporting user’s tub
Talk points:
There are 5 reports in Fieldglass that allow HR Authorized Requestors and others to audit user access. Assuming the HRAR has appropriate Fieldglass reporting access, s/he can run these reports on demand at any time.
Log in to Fieldglass from: or the bottom of any page on hr.harvard.edu, using your Harvard Key. Once in Fieldglass, go to Analytics, and search/select one of the following reports.
*If no one is assigned, FG defaults in the value of “Administrative, Yoh” as a temporary measure. This value needs to be replaced with a Harvard owner at your earliest convenience, by submitting a request to HUIT Client Services via PS.

13. Fieldglass Reports Display these Fields
HU-System Users
Tub Ownership Audit
Org Ownership Audit
Reporting User's Tubs
Reporting User's Orgs
Name
Tub
Org
Username
Tub Code
Org Code
Role
Tub Status
Org Status
Primary Tub
Tub Owner
Org Owner
Permitted Tub
Primary Org
Primary Supervisor
Org Owner Username
Permitted Orgs
Proxy User
Proxy User Address
Create Time
Last Login Time
User Access to Tubs
User Access to Orgs
User Status

14. Miscellaneous Updates
AR training
ROPPA training will be mandatory for all FIN Authorized Requestors
Buy 2 Pay (B2P)

15. Q&A – Next Steps Questions
2/17/2019
Q&A – Next Steps
Questions
All of todays materials will be sent to all of you by and will be posted on the Website by the end of this week