Banner Security Access Request

Transcription

1 is a Web Form designed for Supervisors to submit Banner Access Requests for their employees. This online form replaces the previous paper form in a secure environment. This helps the Banner team respond to requests more quickly and easily. The Webform can only be accessed through Atlas. To access the Banner Security form, log into Atlas and click on the Employees Tab. The link for Banner Security can be found in the Employee Support Channel. After logging into the Banner Security Form, a Supervisor can choose to act as themselves or create a Proxy request as any of the supervisors that report to them.

2 Creating a Request for your Employee The Supervisor clicks the drop-down box to select an employee. After selecting the employee, click the Submit button to go to the Request selection screen. Part-Time and Work-Study Employees are not listed in this section. To submit a request for a Part-Time or Work-Study Employee, please see the next section. Creating a Request for Part-Time and Work-Study Employees Any Supervisor may submit a Request for a Part-Time or Work-Study Employee. Employees of these types are not assigned directly to a single supervisor. To initiate a request for these types of Employees, please enter the Employee s VID in the box, and click the Submit button to go to the Request selection screen.

3 Proxy As User A Supervisor may also create a acting as one of their direct reporting Supervisors. This function can be used to initiate a for an Direct Report s Employee. This is provided as a convenience in case the Supervisor s direct report is unable to submit the request themselves. To access the Proxy List, click the Show Proxy Users link on the main page. The Supervisor clicks the drop-down box to select a direct report for Proxy access. After selecting the employee, click the Submit button to view their Direct Report s Employees. Creating a Request for your Direct Report s Employee The Supervisor will see confirmation of the Supervisor they are acting as, along with a drop down list of that Direct Reports Employees. Choose one of their employees from the drop down list and click the Submit button to go to the Request selection screen. Creating a Request for your Direct Report s Part-Time and Work-Study Employees Any Supervisor may submit a Request for a Part-Time or Work-Study Employee. Employees of these types are not assigned directly to a single supervisor. To initiate a request for these types of Employees as the Supervisor you are Proxied as, please enter the Employee s VID in the box, and click the Submit button to go to the Request selection screen.

4 Request Selection Screen The Request Selection Screen presents you with information about the Banner Security Groups the Employee currently has access to, as well as the groups that can be added. You can use the same request to request both the Addition and Removal of groups for the Employee. Note: Use the Back icon on the page, or click Select a Different Employee to navigate back to the Employee Selection page. Do not use your browser s back button for navigation. Using the back button can generate duplicate requests, causing all requests to be deleted without review.

5 Requesting Removal of Banner Security Permissions This webform can be used to request that an Employee s Banner Security Permissions be removed. Supervisors in charge of Part-Time or Work-Study Employees should request removal of all Groups once the Employee no longer reports to them. The groups which the Employee currently has access to are listed under Current Groups. To view a description of the group, click the blue, information icon To request that the Group be Removed from the Employee s permissions, click the red, Remove Icon Clicking the Remove Icon will remove it from the Employee s list of Current Groups and move it to the list at the bottom of the page under Groups to Remove. If the Group was selected by mistake, it can be taken off the Groups to Remove list by clicking the red, Remove Icon The Group will then be moved back to the Current Groups section. Requesting Addition of Banner Security Permissions Banner Security Groups available to be added fall under two categories: Approved Groups and Potential Groups. Approved Groups can be requested for any Employee and will be automatically approved. Potential Groups are groups with can be requested, but will require approval by the Module Owners for that area before they can be approved for the employee. If you request a Potential Group for an employee, the Banner Security Process will send a request for approval to the appropriate Module Owners (Technical Coordinators assigned to a given module, such as Student or FinAid), the Supervisor does not need to do anything further. The Groups which the Employee can have added are listed under Approved and Potential Groups. To view a description of the group, click the blue, information icon To request that the Group be Added from the Employee s permissions, click the green, Add Icon

6 Special Case for Groups that Require Training Some groups require that the Employee complete special training before the Banner Security Access is requested. These groups are indicated with a T following the group name. When a Group that requires training is added, verification of Training completion is required before the Supervisor can proceed. To add a Group requiring training, the Supervisor clicks the Validate link next to the Requested Group. The Supervisor should read the Verification Statement, and if the Employee has completed the Training required for access to that Group, the Supervisor can click Agree to proceed. If the Employee has not already completed a Training Class, the Supervisor should click Remove Group to remove the group from the request to proceed. Note: Enrollment in a future scheduled class will not qualify for this validation. Once the training has been Verified for each Group requiring Training, the Supervisor may proceed to submit the to the Banner Security Administrator. Note: No more than Ten (10) Groups total may be submitted for Addition/Removal per Request. If you have more than Ten Groups for a single Employee, please submit multiple Banner Security Requests.

7 Submission of the Request Once all Groups to Add/Remove have been added, the Supervisor clicks on the Submit icon to go to the Confirmation screen. The Confirmation Screen will show all Groups Requested for Removal and Addition. Once the Request has been submitted, please allow at least 8 business days for processing.

8 Communication Process What happens after the Request is Submitted After the Supervisor has submitted the Security Access Request (SAR) a workflow communication enabling process will immediately be started to satisfy the requirements for the submitted SAR as follows: For first-time Banner users, an will be sent to the employee s ATLAS account advising him/her to accept the Banner Security Agreement. The security agreement will be included in the . The Employee has the option to accept or decline the agreement. Accepting the security agreement will allow the Request to proceed normally. Declining the agreement will result in cancellation of the Request and an alert will be sent to the Supervisor. If an Employee does not respond to the Banner Security Agreement within 2 weeks, a reminder is sent to the employee along with an alert to the supervisor. A delay of over 3 weeks will automatically result in the cancellation of the Request with an notification of cancellation sent to the Supervisor. For current Banner users, and for new users who accepted the Banner security agreement, a Request s Approved Groups and/or existing group deletions will trigger an to the Banner Security Administrator. For groups that are selected from the Potential List, an will be sent to the Module Owners requesting approval of the group for the Employee. Note: All communication via will be sent to the Supervisor or Employee s Atlas Account. Please make sure both Supervisor and Employee are checking this account on a regular basis. After a Module Owner s approval or denial of a Potential Group Approval for the use of a group will trigger an to the supervisor informing them of the decision. The will indicate whether the approval is permanently granted or a just one-time approval for the specific Employee. A permanent approval of a group will move it from the potential to the approved list for subsequent Requests that the Supervisor creates. The approval is communicated to the Banner Security Administrator. Denial will send an to the Supervisor passing along any comments from the Module Owner. Completion or Cancellation by the Banner Security Administrator: The Banner Security Administrator will act upon the Request, or portions of a Request, as follows: When all work on a Request is completed, an is sent to the Employee providing login instructions. An is also sent to the supervisor announcing the completion of the Request. When partial work on a Request is completed, an is sent to the Supervisor announcing the partial completion. Rejected Requests will trigger an to the Supervisor announcing the action and communicating the reasons per the Banner Security Administrator s comments, if any. If you have any questions or issues with the Banner Security Request, please contact atlashelp@valenciacc.edu