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... 2 What Happens Next?... 7 Approve or Reject Case Connection Requests... 8 What Happens Next? Terminate a Case Connection Account Termination for Inactivity What Happens Next? v.07 Page 1 of 24

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. 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. 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: V1.0 Page 2 of 24

4 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 24

5 To approve or reject Portal access, complete the following: 1. Open up your internet browser and navigate to: 2. Enter your username and password, and then click the Sign In button. 3. Notifications will appear on the main page under My Notification. V1.0 Page 4 of 24

6 4. Click the Review Request link beside the task you wish to review. 5. Verify the information that appears on this screen. You will need to ensure the following: 6. The Person listed is currently affiliated with your local CASA Program. 7. The Person's name is spelled correctly. 8. Verify the person's identity according to your local CASA Program's policy and procedures. V1.0 Page 5 of 24

7 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. 9. Click the Approve or Deny button at the bottom of the page. 10.Popup message appears. (Enter notes if you selected Deny) Click Ok. 11.Task is complete. Home Page appears. Notice the task no longer appears in the My Notification Section. V1.0 Page 6 of 24

8 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 2: for access granted to the HHS Enterprise Portal Figure 3: 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: Figure 4: sent to IAM Representative for Case Connection Approval V1.0 Page 7 of 24

9 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 5: 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 8 of 24

10 To approve or reject Case Connection access, complete the following: 1. Open up your internet browser and navigate to: 2. Enter your username and password, and then click the Sign In button. 3. Notifications will appear on the main page under My Notification. V1.0 Page 9 of 24

11 4. Click the Review Request link beside the task you wish to review. 5. Verify the information that appears on this screen. You will need to ensure the following: 6. The Security Group selected (i.e., CASA Staff or CASA Volunteer) is the appropriate group for this individual 7. 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.) V1.0 Page 10 of 24

12 8. The individual has a confirmed business need for Case Connection access. Next, 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. 9. Click the Approve or Deny button at the bottom of the page. 10.Popup message appears. (Enter notes if you selected Deny) Click Ok. 11.Task is complete. Home Page appears. Notice the task no longer appears in the My Notification Section. V1.0 Page 11 of 24

13 If the request was approved, verify Staff was added to your list. 12.Click Manage Organization under the My Staff Section. 13.Scroll to locate new staff in My Organization Section. V1.0 Page 12 of 24

14 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 6: for Case Connection Access Granted Figure 7: for Case Connection Access Not Granted by the IAM Representative Figure 8: for Case Connection Access Not Granted by DFPS V1.0 Page 13 of 24

15 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: 2. Enter your username and password, and then click the Sign In button. 3. Click the Manage Organization tab. V1.0 Page 14 of 24

16 4. This will open the My Organization Staff List. 5. Click Suspend next to the user you wish to terminate. 6. Suspend User Window appears. Select the appropriate radio button and click the Submit Button. V1.0 Page 15 of 24

17 7. Popup Message appears warning that this will completely remove the users access from the Case Connection application and the HHSC Portal. Click Confirm to continue with the process. 8. My Organization Page appears Notice the Suspended User is no longer listed. V1.0 Page 16 of 24

18 Suspend 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. To Suspend access of Case Connection: 1. Open up your internet browser and navigate to: 2. Enter your username and password, and then click the Sign In button. 3. Click the Manage Organization tab. V1.0 Page 17 of 24

19 4. This will open the My Organization Staff List. 5. Click Manage Access link next to the user you wish to suspend. 6. User Summary Window appears V1.0 Page 18 of 24

20 7. Select the Add/Modify Access button. 8. Select the Case Connection checkbox and Click on the Next Button. 9. Review Order Page appears. Click Information Required Link. V1.0 Page 19 of 24

21 10.Select the radio button next to Suspend Access and click the Next Button. 11.Review Order page appears. Check the I Understand checkbox and click Submit Order. 12.Confirmation Page appears. Click Back To Home Button. V1.0 Page 20 of 24

22 Restore Case Connection Access 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. To Restore access to Case Connections: 1. Open up your internet browser and navigate to: 2. Enter your username and password, and then click the Sign In button. 3. Click the Manage Organization tab. V1.0 Page 21 of 24

23 4. This will open the My Organization Staff List. 5. Click Manage Access link next to the user you wish to suspend. 6. User Summary Window appears V1.0 Page 22 of 24

24 7. Select the Add/Modify Access button. 8. Select the Case Connection checkbox and Click on the Next Button. V1.0 Page 23 of 24

25 9. Review Order Page appears. Click Information Required Link. 10. Select the Restore Access Radio Button and click the Next Button to continue. 11. Review Order page appears. Click Submit Order Button to continue. 12. Confirmation page appears. Click the Back To Home Button to continue. V1.0 Page 24 of 24