1. An introduction to UAccess
This session is the first in a series presentations for beginning users of the UAccess systems. This session will focus on UAccess analytics including information on getting provisioned with security access.
An introduction to UAccess

2. community.uaccess.arizona.edu This is the UAccess Community website.
The url is

3. community.uaccess.arizona.edu
Home Forums Events Resources FAQS Contact Us
From here you have access to discussion forums.
Use the discussion forums to ask questions when you need help getting your work done.

4. Home Forums Events Resources FAQS Contact Us
You also have access to some Resource pages.

5. Home Forums Events Resources FAQS Contact Us
You also have access to some Resource pages.

6. This is the resource page for UAccess Analytics.
There are links to training

7. Links to Office Hours.
You must register for office hours in UAccess Learning, just like a class.

8. Links to help documents

9. Is it 9:38 yet? If not, there is time for a question or two.
Anyone can request access if these things are in place.
A valid NetID.
Completion of the online Acceptable Use Policy agreement.
When training is required, it should be completed before access is requested.

10. UAccess Portal

11. uaccess.arizona.edu
The uaccess is portal is located at this URL

12. The links on the top half of the page are used to log into each of the UAccess systems.
The icons next to these links are status and access indicators.
The link for Analytics / Reporting has a black padlock next to it.
1. The Padlock indicates you must use the UA VPN when accessing it from off-campus.
If need help using the UA VPN client, you can contact the 24/7 IT Support Center, at 626-TECH (8324).

13. There is a legend in the lower right hand corner of the page.
A Yellow triangle indicates intermittent service while a Red square means the system is down.
24/7 can provide help with the VPN client (downloading, installing, and configuring)
If you do not have admin access to the device (for example, on a work machine) you must contact the I.T. unit in your department for help.

14. Additional information is listed at the bottom of the page.
This includes a link to the University business event tracking calendar, also known as UBET.
This calendar includes University Dates for a University-wide overview of University Holidays and the Academic Calendar as well as a comprehensive list of important dates for University Business Personnel.
A closer look shows MSS Position Distribution changes are due this Friday by 5pm.

15. The column on the left lists support resources like 24/7 Support Center which we’ve already talked about.

16. A closer look shows the second link takes you to the Security Access Provisioning webpage.
But before we go there, I want to spend some time talking about how Security Access Provisioning works.
Let’s look at the workflow.

17. The Workflow of Security Access Provisioning
Subject User – Person needing access.
Understanding the Workflow of the Access Request Process:
Several functional participants are involved in the provisioning process.
Timely completion of each step in the process is critical to successful and timely provisioning.
In some cases, prerequisites may be required.
Subject User – The person needing access.

18. The Workflow of Security Access Provisioning
Access Requestor – Person who submits the request.
Subject User – Person needing access.
Access Requestor – The person who submits the request for access on behalf of the subject user. This can be the employee’s supervisor or a department representative. Anyone submitting a request for access must know who their department approver is before submitting the request.

19. The Workflow of Security Access Provisioning
Access Requestor – Person who submits the request.
Department Approver –
Subject User – Person needing access.
Access
Provisioning Liaison
Department Approver – Submitted requests are routed to the Department Approver first. This person may be an Access Provisioning Liaison (APL), Dean, Director, or department chair.
This person is listed in your security access provisioning report in UAccess Analytics. Andrew will show you how to get to this report during his part of this presentation.

20. The Workflow of Security Access Provisioning
Authorizing agent –
Access Requestor – Person who submits the request.
Data Steward
Department Approver –
Subject User – Person needing access.
Access
Provisioning Liaison
Authorizing agents - The second approver in the process. A data steward or their delegate may approve or deny the request.

21. The Workflow of Security Access Provisioning
Authorizing agent –
Access Requestor – Person who submits the request.
Data Steward
Department Approver –
Security administration (SA) - The third and final approver in the process. The SA may, at their discretion, approve or deny a request. The SA is responsible for actual provisioning of requests. An Approval is the indication that the requested action has been completed.
Subject User – Person needing access.
Access
Provisioning Liaison
Security administration –
Person who
applies provisioning

22. Beyond that general overview of the workflow, you need to understand something about the Security roles.
Back on the portal, this link will take you to some resources and information about the security roles.

23. There are two important tabs on this webpage. (scroll)
By default you will land on the “Service Overview” tab.
The other tab to pay attention to is the “Support, How-To’s & Info” tab.

24. Links on the “Service Overview tab are used to:
Request access - when you click on the Submit Access Request link on this page, you will be routed to the form to submit to request access.
Approve and monitor requests
Manage APLs (Access Provisioning Liaisons)

25. We are not going to click on that form for this presentation, as I understand it, the form will be changing over the summer.
Instead, we’ll continue reviewing this website so you know where you can find resources.
Let’s take a look at the “Support, How-To’s & Info” tab.

26. The first section of this page is the “Service Documentation” area.
Prerequisite and Training Links
These links allow you to register for training
Elevated Privileges and FLSA training is hosted in UAccess Learning

27. FERPA training is hosted on the Registrars website.

28. Below the Prerequisite and Training Links are links to “Guides and Access How-To’s”. These are good for quick reference.
The one I want to point out is the “Provisioning – Requesting Access”.
So when the tool changes, you should be able to go here for instructions on how to use the new interface.

29. Further down on the page is the “Role Detail and Descriptions” area

30. One of the more confusing aspects of Security Access Provisioning is understanding ”roles”.
Notice there is a document that gives you details about UAccess Analytics roles.
You can find resources here for other UAccess applications as well, but we are focusing on Analytics today.
To use this document successfully, you need a little background on the codes used for security roles.

31. UAccess Employee Application Technical Role Functional Role
This is a look at a report in Analytics showing the default access of a new employee.
Anyone with a NetID can log into UAccess Analytics.
But they won’t have any Analytics Roles until they are requested.
There are three columns in this image: Application Technical Role and Functional Role.
The Application column shows which UAccess application you have access to.
In this image you see UAccess Employee …

32. UAccess Employee UAccess Learning Application Technical Role
Functional Role
UAccess
Employee
UAccess
Learning
… and UAccess Learning.

33. UAccess Learning Application Technical Role Functional Role
The point I want to make is that this person does not have any roles for UAccess Analytics.
The roles listed in the Technical Role column are internal codes that can be confusing.
The text in the Functional Role column is closer to plain English, and shows that these are mainly Self Service roles, but again, none of them are roles for UAccess Analytics.
Ok, let’s look at some roles specific to Analytics.

34. Technical Roles Naming Convention
Financials – Medium
BI_FS_MED
Human Resources - Low
BI_HR_LOW
Student - Low
BI_SA_LOW
HR – Time and Labor
BI_HR_TL
Technical Roles Naming Convention
BI_FS_MED
BI = Analytics
FS = Financials
MED = Medium
If you have a need to look at Financial data in UAccess Analytics, you will likely need this role.
But what does it mean?
Translation:
Medium level Financials data in Analytics

35. Access levels in UAccess Analytics
There are 3 Base Access roles for Analytics
Base
This is referred to as a “Base” access role.
Most employees can get by with Base access in Analytics.

36. Access levels in UAccess Analytics
Financials – Medium
BI_FS_MED
Human Resources - Low
BI_HR_LOW
Base
Base must be requested but there are no approvals required.
All three roles come packaged together when Base Access is requested.
Student - Low
BI_SA_LOW

37. Acceptable Use Policy agreement Some roles require training
A valid NetID
Acceptable Use Policy agreement
Some roles require training
Anyone can request access if these things are in place.
A valid NetID.
Completion of the online Acceptable Use Policy agreement.
When training is required, it should be completed before access is requested.

38. Is it 9:45 yet? If not, there is time for a question or two.

39. Andrew Wang

40. Once again, from the main portal page of Uaccess, we will click on Analytics/Reporting.

41. Log in with your NetID

42. Complete the NetID + two-factor authentication.

43. From the Home page of Uaccess Analytics
From the Home page of Uaccess Analytics. once again, please check your Roles to see if you have access to the reports. If not, please work with your APL.

44. Here are my APLs for my department.

45. Here are my Prerequisites and Requirements. And my Roles below.

46. Top 5 Common Questions
1. What is my account balance? 2. What is this transaction? 3. Who is paid on my account? 4. Do you have a report for my account? 5. Can I use the p-card?
Do you work in a Business Office? Here are the Top 5 questions someone may ask you.

47. 1. What is my account balance?
We will use Access Analytics to answer the question of “What is my account balance?”

48. Current Account Balances report
We will show you how to use the Current Account Balances report.

49. From the Home page, tab over to Dashboards, then Finanical.

50. General – Financial Management
UAccess
Analytics/Reporting
Dashboards
Financial
General – Financial Management
Scroll down to General – Financial Management, and click on it.

51. Tab over to the Current Account Balances tab.

52. Most likely, you are given some information to help you narrow down the search. Account number? Year? Period? Please enter in the Prompts.

53. Please note the Period Number number is not the month
Please note the Period Number number is not the month. 01 = July, 02 = Aug, 11= May, and 12 = June. It’s the fiscal period.

54. Defaults will populate some of the Prompts
Defaults will populate some of the Prompts. In my case, 9013 is my home department. There may be times you will search an account in another department. Please remove if that’s the case.

55. This this example, I entered the account number , and remove my home department Then click Apply on the far right (not shown).

56. The report output will be on the bottom of your page.

57. The account balance is circle in red.

58. Zoomed in.

59. On the bottom of the report, you have several output options.

60. Under Export for example, you can choose PDF, Excel, or Data, if you wish to sort the data in a certain way.

61. Here is the example for a the Excel version.

62. Here is the example for a the PDF version.

63. Here is the left side of the report
Here is the left side of the report. This account is a Cash Style Account.

64. Here is the right side of the report. Balance circle in red.

65. Comparison between Budget and Cash Style account.

66. Notice how the different type of account, filled out different columns.

67. Balance for Budget Style Accounts.

68. Balance for Cash Style accounts.

69. Types of account Budget Style Cash Style 1XXXXXX – State Account
2XXXXXX – Designated Account
3XXXXXX & 4XXXXXX – Sponsored Account
Cash Style
5XXXXXX – Gift Account
We just showed you one report for one type of account, as an example. There are also other reports and other ways find the balance, depending on the account. In the future, we do plan to have another session that will focus on the uniqueness of the different type of accounts.

70. 2. What is this transaction?
We will use Access Analytics to answer the question of “What is this transaction?”

71. Transactions report
We will show you how to use the Transactions report.

72. General – Financial Management
UAccess
Analytics/Reporting
Dashboards
Financial
General – Financial Management
Click on Financial and then General – Financial Management. Once again, path to this report is listed on the left.

73. From General – Financial Management, tab over to Transactions
From General – Financial Management, tab over to Transactions. And enter the account number (or other information) in the search Prompt.

74. Report output.

75. On the right side of the report, in the Entry and/or Description should tell you what it is.

76. If that is not enough, use the eDoc number to search Uaccess Financials. There may be additional information, attachments, and justification.

77. 3. Who is paid on my account?

78. Payroll Expenditure Listing with SET report
We will show you how to use this report.

79. UAccess Analytics/Reporting Dashboards Financial
General – Labor Ledger
Click on Financial and then General – Labor Ledger. Once again, the path to this report listed on the left.

80. Tab over to Payroll Expenditure Listing with SET
Tab over to Payroll Expenditure Listing with SET. This time, we will enter the department number as the search Prompt. Then click Apply on the far right.

81. You can also change the View Selector (on top of the report output).

82. The report will show you who is paid on the account.

83. Additional information on the report.

84. 4. Do you have a report for my account?
An example of a quick report?

85. Income/Expense report

86. General – Financial Management
UAccess
Analytics/Reporting
Dashboards
Financial
General – Financial Management
Click on Financial and then General – Financial Management. Once again, path to this report is listed on the left.

87. Tab over to the Income/Expense report
Tab over to the Income/Expense report. We will also need to change the Accounting Category to All Column Values.

88. The Default is EX (Expense). IN = Income
The Default is EX (Expense). IN = Income. so make sure you select All Column Values. Both Income and Expense.

89. And then the Account Number in the Prompt.

90. Some reports will have zero column output
Some reports will have zero column output. You can delete the column by placing the cursor on the column, and right click.

91. Here is the output of the report
Here is the output of the report. This is a nice presentation view with major categories. Excel format will allow you to change the formula in the Balance Available column.

92. 5. Can I use the p-card?
Can I use the p-card to for this conference?

93. Cardholders report
We will look at the Cardholders report.

94. General – Purchasing Card
UAccess
Analytics/Reporting
Dashboards
Financial
General – Purchasing Card
Click on Financial and then General – Purchasing Card. Once again, path to this report is listed on the left.

95. Tab over to the Cardholders
Tab over to the Cardholders. In this example, we will enter 0201 department number.

96. Report output in PDF.

97. We will look at the MCC Group. Explain the other columns on Limits.

98. PCard MCC codes 951 (Basic PCard) 954 (PCard Plus Enhancement)
957 (PCard Travel Enhancement)
960 (PCard Hotel Enhancement)
Additional information on MCC Codes. Please also see P-card Policies Manual for additional information.

99. Summary
General - Financial Management General - Labor Ledger General - Purchasing Card
Once again, we looked at a few reports in these Dashboards.

100. Top 5 Common Questions
1. What is my account balance? 2. What is this transaction? 3. Who is paid on my account? 4. Do you have a report for my account? 5. Can I use the p-card?
Please feel free to explore other Dashboards to see if there is a report that would answer questions perhaps we did not ask here today.

101. Resources
Once again, visit the Uaccess Community.

102. Questions & Answers

103. Contact Information
Andrew Wang – Catherine Zavala –