Online Oracle User Access Request Form

Transcription

1 User s Manual Online Oracle User Access Request Form Office of Information Technology IT Enterprise Functional and System Analysts Unit IT SOLUTION DELIVERY 12/08/2016

2 Contents General Information System Overview... 3 Submit an Oracle Access Form... 4 To submit an Oracle Access Request:... 4 I. User Information... 4 II. Common Responsibilities... 4 III. Responsibilities per Application... 5 IV. Approval Section... 7 Approval Section... 8 Oracle Access Form Approvers as defined in the approval workflow cycle... 8 Approve/reject Oracle Access form... 8 Follow up on pending requests Request Cancellation... 10

3 General Information System Overview 1. Open any browser (Internet explorer, Firefox, Chrome ) 2. Login to using your AUBnet ID and password 3. Access Request form opens showing two sections : o o User Information Approval Section

4 Submit an Oracle Access Form To submit an Oracle Access Request: 1. Login to using your AUBnet ID and password 2. Access Request form opens showing different sections : I. User Information a. Select Access Type b. Fill in the Access requested for field with address c. Full name, Title, Organization and Department fields default from address N.B: Above fields can t be adjusted by the user d. A List of the user s existing responsibilities and other responsibilities will open in a new section II. Common Responsibilities a. Select Add/Remove next to each responsibility Already Exist: means this responsibility is already granted to the user. In case the requester needs to remove any existing responsibility, he has to choose the Remove value under Already Exist value. Select: means this responsibility is not granted to the user. In case the requester needs to add this responsibility, he has to choose Add value under Select value.

5 N.B: In case OBIEE GL User is requested, the user has to fill in COA Segments. The user has the option to add as many COA segments as needed. Upon filling From fields (ex. From Fund Class = 11), the related To field (ex. To Fund Class = 11) will be populated by default with the same entered value. However, the user can adjust the values according to the needed COA segment range (Ex. From 11 To 21) In case OBIEE OGA User is requested, the user has to fill in Project Number and Award number. The user has the option to add as many project and award numbers as needed III. Responsibilities per Application a. Other Responsibilities - shows all user s existing responsibilities other than the Common Responsibilities b. Click X to remove unneeded responsibility

6 c. Additional Responsibilities shows all available applications with their related active responsibilities Select an application Click Choose the needed responsibility(s) from drop down list menu

7 The requester can add as many responsibilities within different applications. d. Add any comment if needed in the Remarks text box IV. Approval Section This section is the last section in the form, consisting of the Dean/Department Head s Approval. To note that this field is optional and to be filled in case the Dean/Department Head s Approval is an essential. N.B: The application will automatically detect the user s Line Manager for his approval in the workflow that will be initiated upon form submission. Once the form is completed and ready to be submitted, the requester has to click SUBMIT. This will open a service request at our end (IT Helpdesk). The requester shall receive a notification with the SR number [ex: SR123456] that shall be the requester s reference for checking his request status and any further inquiries.

8 Approval Section Oracle Access Form Approvers as defined in the approval workflow cycle: 1. Affected User 2. Line Manager and Optional Approver (added by the requester). 3. N.B: The Optional Approver represents the Dean/Dept Head field available in the Approval Section of the web form. 4. IT Business Analyst 5. Business Owner Approver if needed (assessed by IT BA team) Approve/reject Oracle Access form Approver will receive an notifying him of the needed action to take as per below: In case the decision is to approve/reject the request form, the approver must click on either Approved or Rejected links that will open a new with the IT Helpdesk as a recipient and the approved/rejected action placed in [] as below screenshot. The approver has to simply click the Send button without changing neither the recipient nor adding/removing any information to the s body.

9 Similar notifications will be sent to the various approvers including: Affected user, Line Manager, Optional Approver and BA.

10 Follow up on pending requests The requester will receive an notifying him of creation of a new service request with ID number (Ex. SR123456) To view request status and follow up on his request, the requester can access the IT Helpdesk web portal mentioned in the below initially received upon form submission. Once clicked, the IT Helpdesk web portal link will open the related service request number (SR123456) with the submitted request form details. To track the approval workflow status, the requester has to navigate to the Activities section at the bottom of the page where the different workflow stages are listed (In progress, Pending, Completed and Failed). Request Cancellation The request initiator is the only one capable of canceling the requested access through web portal by following below steps:

11 - Login to the web portal from within the initial notification of SR creation - The link will take the requester to his SR page details where he can Cancel his request. As a result, the service request status will be updated to Cancelled and the requester will be notified by . In addition, affected user can check the status of SR through web portal under Activities section. N.B: Using Update button on the SR page details is not valid; hence, clicking it will not affect the requested access form. For any issues or support, please contact the IT Helpdesk at it.helpdesk@aub.edu.lb making sure to provide Service Request number [SRXXXXX]