Identity and Access Management Program NetID and PIN Tool Administration. Quick Guide

Size: px

Start display at page:

Download "Identity and Access Management Program NetID and PIN Tool Administration. Quick Guide"

Diana Pope
6 years ago
Views:

1 Identity and Access Management Program NetID and PIN Tool Administration Quick Guide Version 1 April 28, 2014

2 Table of Contents Table of Contents... 2 Introduction... 4 About the Yale Provisioning Tool... 4 What is currently available in IIQ:... 4 How will existing tools be affected?:... 4 Getting Started... 5 Browser Information for IdentityIQ... 5 Launching IdentityIQ... 5 About Identity IIQ: About IdentityIQ: Searching within IdentityIQ:... 7 What are my advanced filtering options? : How to Search: : About Identity Information: : How to access an Application: NetID Administration: PIN Tool Functions About PIN Tool functions: How to Create PIN: How to Clear PIN: How to Extend PIN: NetID Administration: Dependent NetID: About Dependent NetID functions: How to Create a Dependent NetID: How to Lock or Unlock a Dependent NetID: How to Transfer a Dependent NetID: How to Promote a Dependent NetID: NetID Administration: Primary NetID:

3 1. About Primary NetID functions: How to Lock or Unlock a Primary NetID: NetID Administration: Using the Bulk Pin Tool: About the Bulk PIN functions: Creating PIN s in Bulk: Extending PIN s in Bulk: NetID Administration: Security Information: Glossary

4 1 Introduction About the Yale Provisioning Tool Yale is introducing IdentityIQ (IIQ) as the new platform for NetID and PIN administration. Over the long term, the IIQ application will be the single source for a variety of Identity and Access Management functions, including: Active Directory and Alias Role Management Attestations and Certifications IdentityIQ by SailPoint is a vendor solution for Identity and Access Management What is currently available in IIQ: PIN Tool functions including Creating, Clearing and Extending PIN Bulk Pin Tool functions including Creating and Extending PIN s in bulk Primary NetID Administration including Locking/Unlocking Dependent NetID Administration including Creating, Locking/Unlocking, Transferring and Promoting Access to security information including Security Questions and Answers and Date of Birth How will existing tools be affected?: In the initial release, the changes to legacy systems are as follows: NetAdmin PIN Tool Bulk PIN Tool All NetID and PIN functionality will be disabled. Tool will continue to be available to provide look-up information as well as the Central and Central Backup administration functionality. Decommissioned All PIN functionality will be disabled. Tool will continue to provide Central administration functionality. NOTE: SFAS Bulk tool will not be affected until a future release. 4

5 2 Getting Started Browser Information for IdentityIQ IdentityIQ can be accessed from any Yale supported browser. Note: In Internet Explorer version 8 or 9, there is a limitation in scrolling through Note history. Launching IdentityIQ When you need to use access IIQ, simply: Go to: 1. Log in with your Yale NetID and password. NOTE: If you encounter problems or are unable to launch IIQ, call the ITS Help Desk at

6 3 About Identity IIQ: 1. About IdentityIQ: Once logged into IdentityIQ (IIQ), you are presented with a Dashboard view. Once selecting, Manage Yale Accounts, you are presented with the screen below, which prompts you to search for an Identity record (detailed search instructions follow). The data contained within IIQ is consumed from Yale s authoritative data sources including Banner and Oracle EBS HR. The identities that appear are filtered by the user s roles and responsibilities, (e.g., School of Management [SOM] only sees SOM student, faculty and staff). 6

7 2. Searching within IdentityIQ: In this section, you will find information about the search process. Steps by steps instructions for searching follow. 1. You can Search by the following. - NetID - Display Name (Last, First) - Last - First - UPI Note: IIQ does not require a wildcard. The search automatically returns results for specific values or begins with. These results will include first name, last name or NetID. For example, a search on ken, will bring back all first and last names starting with ken, such as Kennedy, Kendrick, Ken, Kenneth, Kendall and NetID such as ken34, ken There are a number of additional filtering capabilities, described below. What are my advanced filtering options? Search Option Description 1 Name Obtained from SOM, Banner and Oracle EBS HR 2 NetID NetID System Enterprise Directory 3 Owner Owner of the Dependent NetID. 4 Manager Oracle EBS HR 5 UPI From Oracle Identity Managed replaced into IIQ 6 Person ID Current Person ID, IIQ owns 7 Application 8 Type 9 Title 10 Role Banner and Oracle EBS HR 11 Banner PIDM Used for system processing 12 Recently Refreshed Used for system processing 13 Department 7

3: How to Search: All searches begin by selecting Manage Yale Access from

When accessing an Identity, you enter NetID, or Last, First or UPI into blank

To conduct an Advanced Search, click Enter data in the available search fields

8 3: How to Search: All searches begin by selecting Manage Yale Access from Dashboard. When accessing an Identity, you enter NetID, or Last, First or UPI into blank search field, and hit Enter or click. To conduct an Advanced Search, click Enter data in the available search fields and click Search. To narrow your Search results, you can order by UserName, (UPI or Dependent NetID), First, Last, NetID or Manager. Move your cursor over the field titles to engage the drop down options. 8

9 4: About Identity Information: The following provides detailed information about the information displayed for Identities. User Information Description 1 UPI Unique Person Identifier (UPI) 2 NetID 3 Display Name Date source/original source: SOM, Banner, OracleEBS 4 Gone Will display Gone date if the last active affiliation ended prior to September 2013, if not, it will default to October 9, Affiliation Identifies Primary Role at Yale 6 Job Title or School For student this will display School from Banner. All other identities will be Job Title. Date source/original source: SOM, Banner, OracleEBS NetID Type 1 Primary Primary NetID for Identity 2 Dependent NetID Displays list of Dependent NetID(s) owned by the Primary NetID Note: Account Information displayed below will change depending upon the NetID Type selected. Account Information Description 1 NetID 2 Activation Date Date NetID was activated 3 Deactivation Date Date NetID was deactivated 3 NetID Status Enabled or Disabled 4 PIN 5 PIN Status Available, Expired, Consumed or Can t active yet 6 PIN Date Range Date range of the last PIN 1 Notes History: Notes captured on changes to identities. Important: Notes are limited to 1024 characters. The actions you can perform are dynamically generated based on the current status of the user s identity, for example, if the NetID does not have a PIN, you will only see the action Create PIN. Select Action: 1 Dynamically generated set of actions based on status of identity. 9

10 5: How to access an Application: All IIQ actions begin with the following steps: Step 1: From the Dashboard, select Manage Yale Accounts. Step 2: Search and select your Identity. Step 3: Verify that you have selected the right Identity. Step 4: When provided select NetID Type either Primary or Dependent NetID Step 5: Scroll down the page to Select Action 10

11 4 NetID Administration: PIN Tool Functions 1. About PIN Tool functions: This section describes the tasks associated with managing PIN s. Step by step instructions for performing these tasks are described in the following pages. In IIQ, you can perform the following tasks: 1. Create PIN 2. Clear PIN 3. Extend PIN The actions you can perform are dynamically generated based on the current status of the user s identity, for example, if the NetID does not have a PIN, you will only see the actior Create PIN. Information is displayed per below. Account Information Description 1 NetID 2 Activation Date Date NetID was activated 3 Deactivation Date Date NetID was deactivated 3 NetID Status Enabled or Disabled 4 PIN 5 PIN Status Available, Expired, Consumed or Can t active yet 6 PIN Date Range Date range of the last PIN 11

12 2. How to Create PIN: Once an Identity has been selected, perform the following steps to Create a PIN. Should you need instructions on accessing an Identity see (How to Access an Application). Step 1: Select Create PIN (from drop down list) Step 2: Click Next: Step 3: Set Start Date: (defaults to current day) Step 4: Set Duration (Select Days or Other) Step 5: Add Note (Recommended): Step 6: Click Create PIN Step 7: Review Confirmation Page Step 8: Click Ok Step 9: Click Next (to perform another action on this Identity) or Select Different Identity to return to main Search page or Cancel to return to Dashboard. Notes: Creation of a PIN will clear an existing PIN if one exists. You can t create a PIN for a locked NetID. The NetID will need to be unlocked as the first step. 12

13 3. How to Clear PIN: Once an Identity has been selected, perform the following steps to Clear a PIN. Should you need instructions on accessing an Identity see (How to Access an Application). Step 1: Review Information: (If working on a Dependent NetID, select radio button). Step 2: Scroll to Select Action: Select Clear PIN: Step 3: Click Next: Step 4: Add Note: Step 5: Click Clear PIN: Step 6: Review Confirmation Page Step 7: Click Ok: Step 8: Click Next (to perform another action on this Identity) or Select Different Identity to return to main Search page or Cancel to return to Dashboard. 13

14 4. How to Extend PIN: Once an Identity has been selected, perform the following steps to Extend a PIN. Should you need instructions on accessing an Identity see ((How to Access an Application). Step 1: Select Extend PIN (from Select Action drop-down): Step 2: Click Next: Step 3: Select new Start Date: (defaults to current day) Step 4: Select new Duration: (If start date is in the future) Step 5: Select new End Date: Step 6: Add Note: (Optional) Step 7: Click Extend PIN Step 8: Click Ok: Step 9: Click Next (to perform another action on this Identity) or Select Different Identity to return to main Search page or Cancel to return to Dashboard. Note: A PIN can be extended a maximum of 180 days from start date. After 180 days, the PIN will expire and can be extended if needed. 14

15 5 NetID Administration: Dependent NetID: 1. About Dependent NetID functions: This section describes the tasks associated with managing Dependent NetID s. At Yale a Dependent NetID is used for different types of Service Accounts. Step by step instructions for performing these tasks are described in the following pages. In IIQ, you can perform the following tasks: 1. Create a Dependent NetID 2. Lock and Unlock a Dependent NetID 3. Transfer a Dependent NetID 4. Promote a Dependent NetID 15

16 2. How to Create a Dependent NetID: This section describes the tasks associated with creating a Dependent NetID. This process begins with identifying the Primary NetID that will act as owner of the Dependent NetID. Once the Primary NetID has been selected, perform the following steps to Create. Should you need instructions on how to access a Primary NetID see (Accessing an Application). Step 1: Select Action: Create Dependent NetID (from Select Action drop-down): Step 2: Click Next: Step 3: Enter text for creation of Dependent NetID: Step 4: Select Type: (either Vanity or Prefix, see Notes for details) Step 5: Enter Display Name: (168 character limit) Step 6: Add Note: (Required) Step 7: Click Create NetID: Step 8: Review Confirmation Page: Step 9: Click Ok: Step 10: Click Next (to perform another action on this Identity) or Select Different Identity to return to main Search page or Cancel to return to Dashboard. Notes: Prefix: Typical use is to provide the same initial prefix as NetID followed by system generated numbers. The prefix is limited to 3 characters. Vanity: Use this Dependent NetID type to name the account with a specific name rather than a system generated name as is generated with the Prefix. Often used for Service Accounts created with a unique name in Active Directory. Vanity name is limited to 8 characters. 16

17 3. How to Lock or Unlock a Dependent NetID: This section describes the tasks associated with locking and unlocking a Dependent NetID. The actions you can perform are dynamically generated. For example: If NetID is unlocked, the lock action displays. If NetID is locked, the unlock action displays. Once a Dependent NetID has been selected, perform the following steps. Should you need instructions on how to access a NetID see (Accessing an Application). Step 1: Select Action: Either Lock or Unlock NetID (from drop-down) Step 2: Click Next: Step 3: Add Note: (Required) Step 4: Click Lock or Unlock: Step 5: Review Confirmation Page: Step 6: Click Ok: Step 7: Click Next (to perform another action on this Identity) or Select Different Identity to return to main Search page or Cancel to return to Dashboard. 17

18 4. How to Transfer a Dependent NetID: This section describes the tasks associated with transferring a Dependent NetID. This is used when the owner of a Dependent NetID needs to be transferred to another Primary NetID. Once a Dependent NetID has been selected, perform the following steps. Should you need instructions on how to access a NetID see (Accessing an Application). Step 1: Select the Dependent NetID to transfer to new owner: Step 2: From Select Action: select Transfer NetID (from drop-down): Step 3: Click Next: Step 4: Select New Owner: (enter NetID of New Owner) Step 5: Add a Note: (Required) Step 6: Click Next: Step 7: Review Confirmation Page: Step 8: Click Ok: Step 9: Click Next (to perform another action on this Identity) or Select Different Identity to return to main Search page or Cancel to return to Dashboard. 18

19 5. How to Promote a Dependent NetID: This feature is restricted. Should you need to promote a Dependent NetID, reach out to client.accounts@yale.edu or

20 6 NetID Administration: Primary NetID: 1. About Primary NetID functions: This section describes the tasks associated with managing a Primary NetID. At this stage the process allows for locking and unlocking a Primary NetID. Step by step instructions for performing these tasks are described in the following pages. In IIQ, you can perform the following tasks: 1. Lock a Primary NetID 2. Unlock a Primary NetID 20

21 2. How to Lock or Unlock a Primary NetID: This section describes the tasks associated with locking a Primary NetID s. Once a Primary NetID has been selected, perform the following steps. Should you need instructions on how to access a NetID see (Accessing an Application). Step 1: Select Lock NetID: Step 2: Click Next: Step 3: Add a Note (Required): Step 4: Click Lock: Step 6: Review Confirmation Page: Step 7: Click Ok: Step 8: Click Next (to perform another action on this Identity) or Select Different Identity to return to main Search page or Cancel to return to Dashboard. This section describes the tasks associated with locking a Primary NetID. Step 1: Select Unlock NetID: Step 2: Click Next: Step 3: Add a Note (Required): Step 4: Click Unlock: Step 6: Review Confirmation Page: Step 7: Click Ok: Step 8: Click Next (to perform another action on this Identity) or Select Different Identity to return to main Search page or Cancel to return to Dashboard. 21

22 7 NetID Administration: Using the Bulk Pin Tool: 1. About the Bulk PIN functions: This section describes the tasks associated with managing the Bulk Pin tool. Step by step instructions for performing these tasks are described in the following pages. In IIQ, you can perform the following tasks: 1. Create PIN s in Bulk 2. Extend PIN s in Bulk Display Information Description NetID List Field is provided for entry of NetID s. NetID s can be copied and pasted from an Excel spreadsheet. Start Date*: Defaults to current date. You can provide a date in the future Duration*: Options: in days, 1, 7, 30, 90, Other. If Other, an End Date is required. End Date Required when Other is selected for Duration * Indicates a required field 22

23 2. Creating PIN s in Bulk: This section describes the process for Bulk Pin Creation. Step 1: From Dashboard, Select Bulk Action: Step 2: Select Create PIN: Step 3: Click Next: Step 4: Enter NetID s: Step 5: Select Start Date: (defaults to current date) Step 6: Add Duration: (If Other is selected, enter End Date) Step 7: Click Process Bulk Action: Step 8: Review Confirmation Page: Step 9: Click Ok: Note: The bulk process checks for valid NetID s and that the NetID is unlocked. PIN results will be displayed on confirmation screen, from which you can copy and paste. In addition, the Bulk process will generate an containing instructions on how to retrieve the results at a later time. Retrieved results can be exported to an xls or pdf document. 23

24 3. Extending PIN s in Bulk: This section describes the processes for extending PIN s in Bulk. Step 1: From Dashboard, Select Bulk Action: Step 2: Select Extend PIN: Step 3: Click Next: Step 4: Enter NetID s: Step 5: Select Start Date: (defaults to current date) Step 6: Add Duration: (If Other is selected, enter End Date) Step 7: Click Process Bulk Action: Step 8: Review Confirmation Page: Step 9: Click Ok: Notes: The bulk process checks for valid NetID s and that the NetID is unlocked. PIN results will be displayed on confirmation screen, from which you can copy and paste. In addition, the Bulk process will generate an containing instructions on how to retrieve the results at a later time. Retrieved results can be exported to an xls or pdf document. 24

25 8 NetID Administration: Security Information: This section describes the tasks associated with accessing Security Information. In IIQ, access to the following data is based on your level of permissions. 1. View Date of Birth (DOB) 2. View Social Security 3. View Security Questions and Answers Once a NetID has been selected, perform the following steps. Should you need instructions on how to access a NetID see (Accessing an Application). Step 1: From Select Action: select View Security Information (from drop-down): Step 2: Click Next: Step 3: Review Security Information: Step 4: Click Return to NetID Administration: 25

26 Glossary Term/Acronym IAM IIQ Definition Identity and Access Management IdentityIQ, the name of the application provided by SailPoint. 26

Identity and Access Management Program NetID and PIN Tool Administration. Quick Guide

Identity and Access Management Program NetID and PIN Tool Administration Quick Guide Version 1 March 2, 2018 Table of Contents Table of Contents... 2 Introduction... 4 About the Yale Provisioning Tool...