Approve/Reject Requests and Terminate Users in Identity Manager (IAM)

Transcription

1 DFPS Approve/Reject Requests and Terminate Users in Identity Manager (IAM) A step-by-step guide to completing the responsibilities of the CASA IAM Representative role. V1.0 Department of Family and Protective Services 9/1/2014

2 Contents Introduction... 2 Roles... 2 Approve or Reject Portal Requests... 3 What Happens Next? Approve or Reject Case Connection Requests What Happens Next? Terminate a Case Connection Account Termination for Inactivity What Happens Next? v.07 Page 1 of 38

3 Introduction This document walks you through the steps of reviewing and approving/rejecting requests to access the HHS Enterprise Portal and the Case Connection Application. Additionally, it covers how to terminate a Case Connection account in the event of a CASA staff/volunteer resignation or dismissal. Background Check Request Case Connection Access Obtain Access to Case Information Use Case Connection Roles CASA IAM Designated Representatives, referred as "Partner Supervisors" or "First Level Approvers" in the HHS Enterprise Portal, will need to understand how to complete the steps provided in this guide in order to manage access to the Portal and to the Case Connection Application for their local CASA organization. V1.0 Page 2 of 38

4 Approve or Reject Portal Requests CASA Staff and Volunteers who have a business need for Case Connection are instructed to first request access to the HHS Enterprise Portal. Every request for access to the Portal must be approved or rejected by you, the IAM Rep. You will receive an once a CASA staff or volunteer requests access to the Portal. The will direct you to log in, review the request, and approve/reject the request within Identity Manager (IAM). A sample of the you will receive is displayed below: Figure 1: sent to IAM Representative for HHS Enterprise Portal Approval Note: The system requires the IAM Representative to take action on a request within 5 days. After 5 days a reminder will be sent out that if action is not taken in another 5 days the request will be automatically deleted from their approval queue (after a total of 10 days) and the staff/volunteer will be sent an stating their access was not granted by the IAM Rep. V1.0 Page 3 of 38

5 To approve or reject access, complete the following: 1. Open up your internet browser and navigate to: 2. Enter your username and password, and then click the Login button. V1.0 Page 4 of 38

6 The Security Agreement screen appears. 3. Read the Security Agreement, and then click the Agree button. NOTE: Every time you log into the HHS Enterprise Portal, you will be prompted to read the Security Agreement. Clicking the Agree button indicates your agreement to the terms. You may click the Reject button, but you will be logged out of the system. 4. Click the ITIM tab. This will open the Tivoli Identity Manager application (aka IAM). V1.0 Page 5 of 38

7 NOTE: Once IAM Opens, the screen will be divided into two separate sections, or 'frames'. The left-hand frame is a menu you may use to navigate in and around IAM. The right-hand frame takes you directly to where you need to be for this procedure - the View Activities window. Any pending requests will appear in the right-hand frame. In this instance, we have one request for portal access waiting for our review. 5. Click on the 'Partner Supervisor Approval for Enterprise Portal Account' hyperlink in the Activity column. V1.0 Page 6 of 38

8 6. Click on the 'Provide Information' hyperlink. V1.0 Page 7 of 38

9 7. Verify the information that appears on this screen. You will need to ensure the following: a. The Person listed is currently affiliated with your local CASA Program. b. The Person's name is spelled correctly. c. Verify the person's identity according to your local CASA Program's policy and procedures. Next you will approve/reject the request. If the information is incorrect, or if the individual is not known to your local CASA organization or does not need Portal access, then you will reject the request. If the information is correct and you have confirmed this individual does require Portal access, you will approve the request. V1.0 Page 8 of 38

10 8. Click the Details button. V1.0 Page 9 of 38

11 9. The Manage Approval popup window appears. From here you may approve or reject the request by selecting either 'Approved' or 'Rejected' from the "*Approval" pull down menu. NOTE: You do not need to type any notes in the "Notes" section if you are approving the request. If you are rejecting the request, a popup window will appear prompting you to type the reason for rejecting this request in the "Notes" section (see Figure 1). Please note that Comments for rejection to the HHS Enterprise Portal will appear in the to the original requestor. V1.0 Page 10 of 38

12 Figure 2: You will receive this popup window only if you are rejecting the request. If you are approving the request you do not need to enter a reason in the 'Notes' section. 10.Click the Save button. V1.0 Page 11 of 38

13 11.Click the Submit button. V1.0 Page 12 of 38

14 12.The Success confirmation screen appears. Click the Close button to return Home. 13.The Home screen appears. From here you may log out, or click the 'Manage Users' hyperlink to process additional requests that are in your queue. V1.0 Page 13 of 38

15 What Happens Next? After the HHS Enterprise Portal Request is approved or rejected by the IAM Designated Representative, the CASA staff/volunteer will receive an telling them if their request for access to the Portal was granted. An example the system generated s are displayed below: Figure 3: for access granted to the HHS Enterprise Portal Figure 4: for Access to the HHS Enterprise Portal Not Granted After the CASA staff/volunteer receives an stating their access to the Portal has been granted, the staff/volunteer will request access to the Case Connection application. The request will then be sent to the IMPACT system to be verified, the verification process happens behind the scenes and is immediate. After the verification process, the Case Connection request is routed to you, the IAM Designated Representative, for review. A sample of the you will receive is displayed below: V1.0 Page 14 of 38

16 Figure 5: sent to IAM Representative for Case Connection Approval V1.0 Page 15 of 38

17 Approve or Reject Case Connection Requests CASA Staff and Volunteers with a business need for Case Connection are instructed to request access to Case Connection after they have been granted access to the HHS Enterprise Portal. As with the Portal requests, every request for access to Case Connection must be approved or rejected by you, the IAM Rep. You will receive an once a CASA requests access to Case Connection. The will direct you to log in, review the request, and approve/reject the request within Identity Manager (IAM). Figure 6: Informing of Case Connection Access Request Note: The system requires the IAM Representative to take action on a request within 5 days. After 5 days a reminder will be sent out that if action is not taken in another 5 days the request will be automatically deleted from their approval queue (after a total of 10 days) and the staff/volunteer will be sent an stating their access was not granted by the IAM Rep. V1.0 Page 16 of 38

18 To approve or reject access, complete the following: 1. Open up your internet browser and navigate to: 2. Enter your username and password, and then click the Login button. V1.0 Page 17 of 38

19 The Security Agreement screen appears. 3. Read the Security Agreement, and then click the Agree button. NOTE: Every time you log into the HHS Enterprise Portal, you will be prompted to read the Security Agreement. Clicking the Agree button indicates your agreement to the terms. You may click the Reject button, but you will be logged out of the system. 4. Click the ITIM tab. This will open Identity Manager (IAM). NOTE: Once IAM Opens, the screen will be divided into two separate sections, or 'frames'. The left-hand frame is a menu you may use to navigate in and around IAM. The right-hand frame takes you directly to where you need to be for this procedure - the View Activities window. Any pending requests will appear in the right-hand frame. In this instance, we have one request for Case Connection access. V1.0 Page 18 of 38

20 5. Click on the 'Supervisor Approval for access to Case Connection Account' hyperlink in the Activity column. V1.0 Page 19 of 38

21 6. Click on the 'Provide Information' hyperlink. 7. Verify the information that appears on this screen. You will need to ensure the following: a. The Security Group selected (i.e., CASA Staff or CASA Volunteer) is the appropriate group for this individual b. The individual's PID is entered correctly (compared against the PID on the background check letter for the subject that the CASA ABCS Representative received from DFPS.) c. The individual has a confirmed business need for Case Connection access. V1.0 Page 20 of 38

22 NOTE: You will now approve/reject the request. If the information in (a) and (b) above is incorrect, or if the individual does not need Case Connection access, you will reject the request. If the information is correct and you have confirmed this individual does require Case Connection access, you may approve the request. V1.0 Page 21 of 38

23 8. Click the Details button. V1.0 Page 22 of 38

24 9. The Manage Approval popup window appears. From here you may approve or reject the request by selecting either 'Approved' or 'Rejected' from the "*Approval" pull down menu. NOTE: You do not need to type any notes in the "Notes" section if you are approving the request. If you are rejecting the request, a popup window will appear prompting you to type the reason for rejecting this request in the "Notes" section. Comments for rejection to Case Connection will not appear in the to the original requestor. V1.0 Page 23 of 38

25 Figure 7: You will receive this popup window only if you are rejecting the request. If you are approving the request you do not need to enter a reason in the 'Notes' section. 10.Click the Save button. V1.0 Page 24 of 38

26 11.Click the Submit button. V1.0 Page 25 of 38

27 12.The Success confirmation screen appears. Click the Close button to return Home. 13.The Home screen appears. From here you may log out, or click the 'Manage Users' hyperlink to process additional requests that are in your queue. V1.0 Page 26 of 38

28 What Happens Next? CASA Volunteer Request: The approval process for the Case Connection request is considered complete after the IAM Designated Representative approves / rejects the request. CASA Staff Requests: After the IAM Designated Representative approves a CASA Staff request for Case Connection, the request is routed to a DFPS Applications Security Administrator (ASA) for a secondary review and final approval/rejection. After a Case Connection Request is finalized by the IAM Designated Representative or the ASA, the CASA staff/volunteer will receive an telling them whether their request for access to Case Connection was granted. Examples of the system generated s are displayed below: Figure 8: for Case Connection Access Granted Figure 9: for Case Connection Access Not Granted by the IAM Representative Figure 10: for Case Connection Access Not Granted by DFPS V1.0 Page 27 of 38

29 Terminate a Case Connection Account Upon the resignation or dismissal of a CASA Staff and Volunteers, the IAM Representative must terminate the individual's access to Case Connection within 48 hours of the CASA's last day in order to comply with the MOU. To terminate a Case Connection account: 1. Open up your internet browser and navigate to: V1.0 Page 28 of 38

30 2. Enter your username and password, and then click the Login button. 3. Read the Security Agreement, and then click the Agree button. NOTE: Every time you log into the HHS Enterprise Portal, you will be prompted to read the Security Agreement. Clicking the Agree button indicates your agreement to the terms. You may click the Reject button, but you will be logged out of the system. V1.0 Page 29 of 38

31 Click the ITIM tab. This will open Identity Manager (IAM). If you do not have any pending requests, the Welcome screen will appear in the right-hand frame. V1.0 Page 30 of 38

32 4. Click the 'Manage Users' hyperlink from menu in the left-hand frame. 5. Select the criteria by which you wish to search from the "Search by" dropdown menu. Field Search By Definition Select the criteria you wish to use to conduct your search. The screenshot above displays all options for search criteria. V1.0 Page 31 of 38

33 6. Enter search information for the individual in the Search Information field, and then click the Search button. Field Search Information Definition Enter the specific information that will be used to find the individual in the system. The information entered in this field must match the Search by criteria selected. 7. The matching entry(s) will appear on the bottom of the screen. Review the results to ensure the correct individual appears. V1.0 Page 32 of 38

34 Field Select Name Address Last Name Business Unit Status Definition The Select checkbox is for future functionality. Do not use at this time. The full name of the individual, displayed as a hyperlink. The individual's personal address, as s/he specified when requesting HHS Enterprise Portal access. The individual's last name. The business unit with which the individual is associated. This could be any Health and Human Services department, or any local CASA organization. IAM Reps will only be able to make changes to those records with a CASA business unit. The status of the individual. May be 'Active' or 'Inactive'. 8. Select the arrow corresponding to the individual for whom you wish to terminate Case Connection access and select 'Accounts' from the menu that appears. V1.0 Page 33 of 38

35 9. Click the Refresh button. 10.The individual's accounts appear once the refresh is complete. Click the arrow on the row corresponding to the individual's Case Connection account. V1.0 Page 34 of 38

36 11. Select 'Delete' from the drop down menu. 12.Click a radio button under the Schedule section. See the table below for details. V1.0 Page 35 of 38

37 Field Immediate Effective Date Date Time Definition Click this radio button if you wish for the Case Connection account to be terminated immediately. Click this radio button if you wish to schedule the termination for a later time (e.g., if an employee gave 2 weeks' notice and will still need access to Case Connection during that time). If the Effective date radio button was selected, you must enter the date on which you wish the change to occur. This field is grayed out if the 'Immediate' radio button is selected. If the Effective date radio button was selected, you must enter the time on which you wish the change to occur. This field is grayed out if the 'Immediate' radio button is selected. 13. Click the Delete button. V1.0 Page 36 of 38

38 14. A message appears stating that you have successfully deleted the Case Connection account. Click the 'View my request' hyperlink. 15. Your request to delete the Case Connection account appears with a status of "Success" V1.0 Page 37 of 38

39 Termination for Inactivity If a CASA staff or volunteer with Case Connection access does not logon to Case Connection for a period of 90 consecutive days, their Case Connection account will be automatically suspended and the system will send a warning message to the CASA Staff / Volunteer and copy of the message to the IAM Designated Representative. If the account is not restored within 30 days, the account will be automatically terminated by the system. What Happens Next? After a CASA staff or volunteer's Case Connection account is terminated in the HHS Enterprise Portal, the staff/volunteer will not see the Case Connection tab the next time they logon to the Portal. Additionally, upon termination in the HHS Enterprise Portal, a system transaction will be sent to IMPACT which will automatically unassign the staff/volunteer's cases and close their external staff record. What happens if the CASA staff or volunteer would like to regain access to Case Connection after termination? Regardless of the reason for termination, the CASA staff or volunteer will need to start the process over from the beginning, by submitting a new background check request. V1.0 Page 38 of 38