I N F O R M A T I O N S E C U R I T Y AccessONE 7.0. User Guide

Transcription

1 I N F O R M A T I O N S E C U R I T Y AccessONE 7.0 User Guide

2 AccessONE User Guide Table of Contents Welcome... 4 General Information... 4 Getting to AccessONE... 5 New User Account Activation (Only for new Users)... 6 AccessONE Dashboard and Navigation... 8 Navigation Menu... 9 Compliance Activities... 9 Assigned Tasks... 9 Manage Access... 9 Manage Identity... 9 Custom... 9 Requesting Application Access Copying Application Access Tracking Requests Viewing Your Staff s Information Removing Application Access General Termination of Access Delegating ALL Approvals Secondary Account Request SecureAuth Password Self-Service - Domain Password Reset Knowledge Based Questions Contingent Worker Management Adding a New Contingent Worker (CWR) Delegating Approvals for Specific Contingent Workers Contingent Worker Extend/Reactivate/Change Manager Contingent Worker Bulk Create Contingent Worker Bulk Extend Contingent Worker Bulk Terminate Contingent Worker Bulk Transfer Contingent Worker Bulk Reactivate Cross Divisional Access Appendix Definitions Common Abbreviations Notifications... 54

3 AccessONE User Guide NEW EMPLOYEES New Employee Account Notification (to manager) New Employee Account Notification (to employee) CONTINGENT WORKERS New Contingent Worker Account Approval Notification (to One Up) New Contingent Worker Account Creation Notification Contingent Worker Account Expiration Notification ACCESS REQUESTS Access Request Approval Notification (to Manager/Application Owner) Access Request Processed Notification (to user) PASSWORD MANAGEMENT Password Expiration Notification (to 14/10/7/5/3/2/1 days before expiration Password Change Notification TERMINATIONS Immediate Account Termination Notification (to manager) Facility Cross-walks... 63

4 AccessONE User Guide Welcome to the User Guide for Baylor Scott & White Health s (BSWH) web-based access management system, AccessONE. This application enables you to request access to our network and most applications for yourself, another Employee, or Contingent Worker (an individual who works with Baylor Scott & White, but is not an Employee of the system, such as a Contractor, Volunteer, Student, etc.). This application provides Identity Management services in both divisions. To eliminate the potential for duplicate accounts, AccessONE requires an individual s nine-digit social security number (SSN) to process and receive Baylor Scott & White network access. Your personal information will be treated with complete confidentiality and is used strictly to prevent duplicate accounts in the identity management and directory systems. Managers are encouraged to collect a potential Contingent Worker s information via phone to avoid sending confidential data in an . There is a process to obtain access for those who are unable to provide their SSN. Please note: Access requests for Contingent Workers may take significantly longer if a SSN cannot be provided. General Information The Baylor Scott & White AccessONE identity management system has two key elements: Account Types Roles Account Types: Carbon/Primary: The primary network account created for a User and is commonly one of the following: Employee Provider Contractor Secondary: An additional network account with a different Username and password for accessing the Baylor Scott & White network or applications and is commonly one of the following: Coordinator Volunteer Student Vendor Trustee Float Pool Nurse System Administrator Roles: Employee: An individual directly employed by Baylor Scott & White. Contingent Worker (CWR): An individual who works with Baylor Scott & White, but is not an Employee of the system. This includes freelancers, independent professionals, temporary contract workers, independent contractors, volunteers, students, consultants, etc. AccessONE uses a role-based method for assigning access to Users. For Employees and Contingent Workers, this is typically based on a Job Code. It is important to have the appropriate Job Code assigned by Human Resources (for Employees) or the Manager requesting a new account (for Contingent Workers). If you have any questions on the type of account applicable to your situation, please contact the Service Desk. Important Information to Managers: AccessONE gives Managers (Team Leads and above) the ability to control many aspects of their Employee s access and are required to approve all access requests they did not submit. Contingent Worker (CWR) requests will require the immediate Supervisor s Manager to approve. Managers may also delegate their approvals individually, for a set amount of time (such as a vacation), or indefinitely. Refer to the Delegate Approvals section. SOME SCREENSHOTS IN USER GUIDE MAY BE SLIGHTLY DIFFERENT THAN EXAMPLES SHOWN. September, 2016 If you need further assistance, please contact the Service Desk in CTX at (254) or toll-free at (855) or NTX at (214) or toll-free at (877) 511-4

5 Getting to AccessONE AccessONE User Guide Direct Visit Note: Save the link to your web Favorites for quick access. OR via the Service Center Log into the Baylor Scott & White Service Center at: 1. Under Request an Item, click 1 Information Services (IS) Catalog. 2. Under IS Service Catalog, click Access 2 3. Under Access, click Contract Worker New Hire or Additional Access Request A SecureAuth login authentication screen will be presented IMPORTANT NOTE: If the User needing access is in one division and their Manager works in another division OR the application/system does not reside in the same division as the User, the request must go through the Cross Divisional Access process. See Cross Divisional Access section or if you have any questions regarding the process, please contact the Service Desk. September, 2016 If you need further assistance, please contact the Service Desk in CTX at (254) or toll-free at (855) or NTX at (214) or toll-free at (877) 511-5

6 AccessONE User Guide New User Account Activation (Only for new Users) This operation (often referred to as claiming your account ) is only available for Network Accounts that have already been requested. Accounts are automatically provisioned for new Employees upon hiring, but accounts for Contingent Workers must be requested (refer to Adding a New Contingent Worker section). To activate your Network Account, log onto AccessONE from any internet-enabled device or PC. Step A For account activation, click on this link: Click New User Account Activation NOTE: New User Account Activation is only intended for new accounts (not deactivated or secondary accounts). Step B1 Accurately enter the following information: 1. Your Date of Birth (example: MM/DD/YY) Press the Tab key 3. Your Social Security or Synthetic Number (SSN) (example: ) 4. Press the Tab key 5. Click Continue The rest of the fields should auto-populate. If this does not occur, contact the Service Desk. IMPORTANT NOTE FOR SYNTHETIC ID NUMBER: The User should retain any Synthetic ID for the lifetime of the account. 3 September, 2016 If you need further assistance, please contact the Service Desk in CTX at (254) or toll-free at (855) or NTX at (214) or toll-free at (877) 511-6

7 Step B2 AccessONE User Guide Important Note: Write down your Network Account Name. This is your Username in AccessONE 1. Click Continue Step C Carbon Means Prim 1. Enter and confirm your password. Passwords must be 8 to 12 characters and must contain at least three of the following: 1. Numbers (0-9) 2. At least one #, $, %, &, * 3. At least one uppercase letter (A-Z) 4. At least one lowercase letter (a-z) Note: Passwords should not contain your username, first or last name, or birth date. 2. Click Submit Step D1 1. The Confidentiality Agreement form will display 2. 1 Read the agreement and click Accept 2 Step E1 You will see this notification once your account has been activated. This completes the network account activation. Continue to the SecureAuth section to complete the process. September, 2016 If you need further assistance, please contact the Service Desk in CTX at (254) or toll-free at (855) or NTX at (214) or toll-free at (877) 511-7

8 AccessONE Dashboard and Navigation AccessONE User Guide AccessONE provides a convenient dashboard for the user to simplify access and management of the user s account as well as other accounts the user may manage. Figure 1 - AccessONE 7.0 Dashboard is an example of how the dashboard will appear for most users. Figure 1 - AccessONE 7.0 Dashboard The menu bar at the top of the dashboard (area with the aqua blue color) provides the user with access to various functions as noted here: 1. The List icon ( ) provides access to a Navigation Menu bar on the left side of the dashboard 2. The Home icon will refresh the dashboard view 3. The My Work icon will provide a selectable menu providing access to several common functions: These functions are also available from the left side Navigation Menu. September, 2016 If you need further assistance, please contact the Service Desk in CTX at (254) or toll-free at (855) or NTX at (214) or toll-free at (877) 511-8

9 Navigation Menu The Navigation Menu provides easy drop-down access to all AccessONE functionality via 5 separate areas: AccessONE User Guide Compliance Activities Assigned Tasks Manage Access Manage Identity Custom Clicking on the carat (^) to the right of each option will expose additional sub-menu items available for the topic area as shown in Figure 2 - Sub Menu Drop-downs. Compliance Activities This sub-menu provides options associated with reviews of access for staff that report to the user. Assigned Tasks This sub-menu provides options associated with work assigned to the user by AccessONE such as approvals, notifications, and any violation information. Manage Access This sub-menu provides options associated with managing CWRs, requests for access for any staff managed by the user, and the ability to check the status of any requests made by the user. Manage Identity This sub-menu provides options associated with requesting accounts for CWRs, Syn ID management, and general identity management functions. Custom This sub-menu provides access to other functions specific to Baylor Scott & White Health. As of 7.0, custom functions consist of Self-Service Update of user attributes such as phone. Figure 2 - Sub Menu Drop-downs September, 2016 If you need further assistance, please contact the Service Desk in CTX at (254) or toll-free at (855) or NTX at (214) or toll-free at (877) 511-9

10 Requesting Application Access Step A AccessONE User Guide From the dashboard, under the Manage Access dropdown, click Request/Remove Access and choose either For Me or For Others. (If you chose For Me, skip to Step C) Step B 2 1. The Manage User Access page will display. Note that the page has a menu of option buttons that span the page consisting of Select Users, Manage Access, and Review. The Select Users button will be highlighted (see Error! Reference source not found.). Figure 3 - Manage User Access 2. If the target user is shown in the grid of users initially displayed, the user can be selected and then proceed to Step C. September, 2016 If you need further assistance, please contact the Service Desk in CTX at (254) or toll-free at (855) or NTX at (214) or toll-free at (877)

11 AccessONE User Guide 3. If the user is not shown, a search can be initiated to find him/her. Search for the intended person for the request is by typing any of the following items in the Search Users box: Network ID Last name Last name, first name 4. Click the magnifying glass to execute the search 5. After the search results are displayed, click the check box next to the desired User(s) (the box will become green indicating the user has been selected) and it will add the User(s) to the selection list. If a single user is selected, the user s name will be displayed. If multiple users are selected, a count of the selected users will be displayed instead. 6. Once the selection of User(s) for the request is completed, click Manage Access the option will become highlighted, a new menu bar will display with option buttons to Add Access and Remove Access, and the available list of available access will be displayed as shown in Figure 4 - Adding Access 4 September, 2016 Figure 4 - Adding Access If you need further assistance, please contact the Service Desk in CTX at (254) or toll-free at (855) or NTX at (214) or toll-free at (877)

12 AccessONE User Guide Step C 1. Select the desired access for the user from the displayed list. Click the check box next to the desired roles (the box will become green indicating the role has been selected) and will add it to the selection list. If the desired role is not visible, proceed to Item # To narrow the list of roles displayed, type the name of the application in the search box (Search Access) and click the Magnifying Glass (see Figure 4 - Adding Access) TIPS: 1. You can search on partial words (i.e. Allscri Nurs BUM will filter down the search to 19 items 2. Allscri Nurs Coor BUM will filter to NTX_App Allscripts Care Coordinator RN-BUMC) 3. If part of your search is for a Registered Nurse and you do not find what you are looking for, try a variation, such as Nurse or RN 4. Facilities are abbreviated, but not all the applications use the exact same abbreviation (see Appendix under Facility Abbreviations for the most common), if you do not find your facility, try a different abbreviation (i.e. Grapevine GRP, GPV, or GV) 3. Remember to verify division (CTX, NTX, or ENT) in the role description and click Review IMPORTANT NOTE: If the User needing access is in one division and their Manager works in another division OR the application/system does not reside in the same division as the User, the request must go through the Cross Divisional Access process. See Cross Divisional Access section for more information - if you have any questions regarding the process, please contact the Service Desk. Step D A summary of the applications requested will be displayed Click Submit Note: If access for an existing user is desired to be used as a template for requesting access for the target user, see Copying Application Access in the next section for instructions. September, 2016 If you need further assistance, please contact the Service Desk in CTX at (254) or toll-free at (855) or NTX at (214) or toll-free at (877)

13 AccessONE User Guide NOTE: The User s Manager (Team Lead or above) will receive a notification (See the Notifications section in the Appendix for an example) to approve or reject a request. Once the manager has approved, the User will receive an stating the AccessONE step has been completed and notification will be sent to requested application owners (if required not all applications require this additional approval). Application owners will approve or reject the request and the user will receive a separate notification. September, 2016 If you need further assistance, please contact the Service Desk in CTX at (254) or toll-free at (855) or NTX at (214) or toll-free at (877)

14 Copying Application Access Step A AccessONE User Guide From the dashboard, under Manage Access, click Request/Remove Access and choose either For Me or For Others. (If you chose For Me, skip to Step C) Step B 2 1. Search for the target user (see Requesting Application Access, Step B if you are unfamiliar with this process) Step C 3 1. Click on the List Icon 2. Select Find Users Access 3. Click on Search by Identity 4. Search for the person you want to mirror by typing: a. Network ID b. Last name c. Last name, first name 5. Select the desired user from the list and then click the Apply button 6. The roles that have been assigned to the selected user will be displayed 7. Select the desired roles to be assigned to the target user by clicking the selection button September, 2016 If you need further assistance, please contact the Service Desk in CTX at (254) or toll-free at (855) or NTX at (214) or toll-free at (877)

15 AccessONE User Guide 8. A Select Accounts dialog will be displayed click on the selection button for the desired user and click Apply 9. The Manage User Access form will update the targeted user with the selected role. Select the Review menu option from the menu bar Step D 3 A summary of the applications requested will display Click Submit NOTE: The User s Manager (Team Lead or above) will receive a notification (See the Notifications section in the Appendix for an example) to approve or reject a request. Once the manager has approved, the User will receive an stating the AccessONE step has been completed and notification will be sent to requested application owners (if required not all applications require this additional approval). Application owners will approve or reject the request and the user will receive a separate notification. September, 2016 If you need further assistance, please contact the Service Desk in CTX at (254) or toll-free at (855) or NTX at (214) or toll-free at (877)

16 AccessONE User Guide Tracking Requests Step A From the dashboard, under Manage Access, click Track My Requests Step B 1. You have an overview of your Requests a. Column Definitions: i. Access Request ID - Identification number assigned to the access request, so it can be easily tracked by the User. ii. Priority - The priority assigned to this request. iii. Type - The type of access request (i.e. Request Access, Manage Accounts, Create Identity). iv. Requester - The name of the user who made the request. v. Requestee - The identity to whom the changes are applied when the request is completed. vi. Request Date - The date the request was made. vii. Current Step - The stage of the process for the specific request. 1. Pending - Request was received, but no action has taken place. 2. Approved - Request was approved. Additional action may be needed to complete the request. 3. Rejected - Request was denied. 4. Completed - All actions required for this access request have been fulfilled. 5. Cancelled - Request was cancelled. 6. Completed Pending Verification - The manual action for this request was completed, however the verification procedure is pending. 7. Completion Date - All actions required for this access request have been fulfilled in AccessONE. The access may not be given at this point (i.e. a ServiceNow ticket may be automatically open and routed to the Application Owners). 8. Execution Status - Status of the request execution. Status levels include: a. Pending - Request was received, but no action has taken place. b. Approved - Request was approved. Further action may be needed to complete the request. c. Rejected - Request was denied. d. Completed - All actions required for this access request have been fulfilled in AccessONE. The access may not be given at this point (i.e. a ServiceNow ticket may be automatically open and routed to the Application Owners). e. Cancelled - Request was cancelled. f. Completed Pending Verification - The manual action for this request was completed, however the verification procedure is pending. 9. Executing - The request is going through the business process and has not completed. 10. Verifying - The request has finished the business process and is waiting for the Provisioning Scanner to verify it. 11. Terminated - The request was terminated before it was completed. September, 2016 If you need further assistance, please contact the Service Desk in CTX at (254) or toll-free at (855) or NTX at (214) or toll-free at (877)

17 AccessONE User Guide 12. Completed - The request was completed and verified. viii. Completion Date - The date when the work item was completed in AccessONE. The access may not be given at this point (i.e. a ServiceNow ticket may be automatically open and routed to the Application Owners). ix. Execution Status x. completion Status 2. You can customize your view. a. Hover over any column until a drop down arrow appears b. Click on the drop down arrow and choose Columns c. Uncheck any columns you do not want to view on your Track My Requests dashboard d. You can also choose to Sort the order of your column 3. Click on the row to expand the panel for further details about the request and approval. September, 2016 If you need further assistance, please contact the Service Desk in CTX at (254) or toll-free at (855) or NTX at (214) or toll-free at (877)

18 AccessONE User Guide 4. Click View Complete Details 5. Complete details about the request will be displayed September, 2016 If you need further assistance, please contact the Service Desk in CTX at (254) or toll-free at (855) or NTX at (214) or toll-free at (877)

19 Viewing Your Staff s Information Step A AccessONE User Guide From the dashboard, under Manage Identity, click View Identity and choose For Others. Step B Search for the person on your staff you are looking for by typing: Network ID Last name Last name, first name OR Simply click on the row, if you see the person s name. NOTE: You will see a list of your employees and contingent workers, including those that have been terminated within the last year. September, 2016 If you need further assistance, please contact the Service Desk in CTX at (254) or toll-free at (855) or NTX at (214) or toll-free at (877)

20 Step C The Attributes tab has some basic employee information. AccessONE User Guide Step D The Entitlements tab has a list of applications requested in myid and/or AccessONE and Entitlements (Active Directory Groups) September, 2016 If you need further assistance, please contact the Service Desk in CTX at (254) or toll-free at (855) or NTX at (214) or toll-free at (877)

21 Removing Application Access AccessONE User Guide Step A From the dashboard, under Manage Access, click Request/Remove Access and choose For Me or For Others. Step B 1. The Manage User Access page will display. Note that the page has a menu of option buttons that span the page consisting of Select User, Manage Access, and Review. The Select Users button will be highlighted (see Figure 5 - Manage User Access). Figure 5 - Manage User Access 2. If the target user is shown in the grid of users initially displayed, the user can be selected and then proceed to Step C. September, 2016 If you need further assistance, please contact the Service Desk in CTX at (254) or toll-free at (855) or NTX at (214) or toll-free at (877)

22 AccessONE User Guide 3. If the user is not shown, a search can be initiated to find him/her. Search for the intended person for the request is by typing any of the following items in the Search Users box: a. Network ID b. Last name c. Last name, first name 4. Click the magnifying glass to execute the search 5. After the search results are displayed, Click the check box next to the desired User(s) (the box will become green indicating the user has been selected) and it will add the User(s) to the selection list. If a single user is selected, the user s name will be displayed. If multiple users are selected, a count of the selected users will be displayed instead. 6. Once the selection of User(s) for the request is completed, click Manage Access the option will become highlighted, a new menu bar will display with option buttons to Add Access and Remove Access, and the available list of available access will be displayed as shown in Error! Reference source not found. 7. Note that roles that can be removed will appear with a button on the left 4 Figure 6 - Removing Access September, 2016 If you need further assistance, please contact the Service Desk in CTX at (254) or toll-free at (855) or NTX at (214) or toll-free at (877)

23 AccessONE User Guide Step C Click the X to remove the desired application access the button will turn red for the selected item(s) 1 Step D Once you have selected all the application(s) to be removed, click Review button on the Menu bar and the removal summary will be displayed The applications requested to be removed will be listed 1 2. Click Submit NOTE: The User s Manager (Team Lead or above) will receive an to approve or reject the request. Once approved, notification will be sent to requested application owners, if required. Application owners will remove the requested access. September, 2016 If you need further assistance, please contact the Service Desk in CTX at (254) or toll-free at (855) or NTX at (214) or toll-free at (877)

24 General Termination of Access AccessONE User Guide IMPORTANT INFORMATION: The normal termination process is still required and should be handled either in the Manager s Dashboard in the HR System when Employees resign OR for Contingent Workers, manage the expiration date by going to AccessONE Extend/Reactivate/Transfer/Remove Contingent Workers. In AccessONE, the Immediate Termination option will disable a User s network account and all Active Directory access to Baylor Scott & White systems at the time the request is submitted. The Immediate Termination should be used in conjunction with the normal termination process and should only be used when there is a security concern regarding User s access. Step A From the dashboard, under Manage Access, click Immediate Termination Step B 1. Select the user from the list if displayed, otherwise search by typing: a. Network ID b. Last name c. Last name, first name 2. Click the magnifying glass to search 3. Select the user from the list Step C 1 2 Verify the correct User is selected Verify the correct User is selected Click Terminate to disable the User s access to the network NOTE: Only HR and Managers (Team Leads and above) may terminate a User s access. September, 2016 If you need further assistance, please contact the Service Desk in CTX at (254) or toll-free at (855) or NTX at (214) or toll-free at (877)

25 Delegating ALL Approvals AccessONE User Guide You may need to delegate approvals while you are out of the office, on vacation, etc. to another BSWH Employee with the same access permissions (example: a Manager can delegate to another Manager). Step A Click on the User name plate on the right side of the Dashboard and select Preferences. Step B Search for the person in Forwarding User by typing the last name, first name or Network ID. Verify you are choosing the correct User/User ID, since some people may have two accounts. Check the Start Forwarding box. You can type in the date and use the drop down menu for the month or you can click on to use the calendar. Check the End Forwarding box. You can type in the date and use the drop down menu for the month or you can click on to use the calendar. Click Save. September, 2016 If you need further assistance, please contact the Service Desk in CTX at (254) or toll-free at (855) or NTX at (214) or toll-free at (877)

26 AccessONE User Guide September, 2016 If you need further assistance, please contact the Service Desk in CTX at (254) or toll-free at (855) or NTX at (214) or toll-free at (877)

27 Secondary Account Request AccessONE User Guide Step A From the dashboard, under Manage Access, click Secondary Account Request/Management to create a secondary account, which includes: Volunteer Student Vendor Trustee Float Pool Nurse Step B 4. Select the user from the list if displayed, otherwise search by typing: a. Network ID b. Last name c. Last name, first name 5. Click the magnifying glass to search 6. Select the user from the list Step C 1. Complete the secondary account information. Asterisks (*) denote required fields 2. Click Submit NOTE: The Manager of the User s immediate Supervisor will receive and to approve or reject the request. 2 September, 2016 If you need further assistance, please contact the Service Desk in CTX at (254) or toll-free at (855) or NTX at (214) or toll-free at (877)

28 SecureAuth Password Self-Service - Domain Password Reset AccessONE User Guide Next, you will need to go to SecureAuth and register by answering Knowledge Based Questions. Anyone who accesses Baylor Scott & White Health networks or systems must be registered for Secure Authentication (SecureAuth), our two-factor authentication technology that prevents unauthorized access and protects your personal information. The process matches what many banking institutions are already using to keep your information secure. SecureAuth also allows you to use the self-service tool to reset your password, supporting the BSWH mandatory policy that requires user passwords to be changed every six months. If you have registered with SecureAuth, you will not need to contact the Service Desk to reset your password or unlock your account simply use the self-service password management tools below. Step A NTX Users: To register for SecureAuth, click or go to this link: CTX Users: To register for SecureAuth, click or go to this link: If you have Network Accounts in both divisions, you need to register with each division, using the appropriate Username for the specific division you are registering for in SecureAuth. 1. Enter your User ID 2. Click Submit 2 3. Enter your password 4. Click Submit 3 28

29 Knowledge Based Questions AccessONE User Guide Your User ID and Name should auto-populate Complete the Office and Mobile Phone fields (this is used for the Self Service functionality to unlock or reset your own password) Choose and answer the Knowledge Based questions Click Update 29

30 AccessONE User Guide Contingent Worker Management The next section of the User Guide covers the AccessONE functionality used to request and manage Contingent Workers (any nonemployee worker). 30

31 Adding a New Contingent Worker (CWR) AccessONE User Guide Step A Before creating a new Contingent Worker (CWR) please verify if the person has worked for Baylor Scott & White Health (either division) in any capacity. If Yes: Open an Incident with the Service Desk for the Identity Management or Security Administration Teams to reactivate the prior account. If No: From the dashboard, under Manage Access, click Request/Remove Access and choose For Me or For Others. Step B - Requestor Complete the request form with accurate information. Note: Asterisks (*) denote required fields NOTE: Providing an accurate Social Security Number is a requirement of BSWH in order to request a network account. Department ID will auto populate once the DEPARTMENT is chosen Job Code and Account Type will auto populate once the JOB TITLE is chosen Facility will auto populate once the BUSINESS UNIT is chosen 31

32 AccessONE User Guide Find each individual Application by typing in the Enterprise abbreviation or the Division the application resides in, following the format below: a. CTX_Appb. NTX_Appc. ENT_App Next, begin typing in the name of the Application or use the page arrows TIP: If the field auto-populates without giving a list, try pressing the Delete key until only the name of the application appears NOTE: It may be easier to complete the CWR request and then add the applications through the Request/Remove Access link, once this request has been approved and the network account has been completed. 5. Click the desired Application, if another Application is needed, repeat steps 3-4 until all Applications have been selected 6. Review all the Applications you have selected. If you need to remove any items on your list, click the X next to the Application name 7. Click Create at the bottom of the page Step C 5. The Supervisor s Manager (Team Lead or above) will receive an to approve or reject a request 6. The Manager (Team Lead and above) should use the link in the to go to AccessONE. 7. Each Application requested will be automatically routed to the appropriate Application Owner and/or Administrator via 8. AccessONE or ServiceNow Step D Manager Approval Click on the approvals button on the dashboard. 6 32

33 AccessONE User Guide Step E 1. Select the appropriate item from the Work Items list Step F 1. Click Approve or Deny 3 Click the OK button if you approve the request and it should turn GREEN 1 the Ø button if you Click reject the request and it should turn RED 2 33

34 Delegating Approvals for Specific Contingent Workers AccessONE User Guide You may need to delegate approval of a Contingent Worker to another BSWH Employee with the same access permissions (example: a Manager can delegate to another Manager). Step A Click on the approvals button on the dashboard. Step B On the Approval page, select Forward from the Actions menu to delegate the approval of the specific Contingent Worker to another Employee with the same access permissions (example: a Manager can delegate to another Manager). Step C 1. Search for the person to delegate approval in the directory by typing: a. Network ID b. Last name c. Last name, first name 2. Add comments, if necessary 3. Click Forward Note: The delegate will receive an and must 3 follow the steps to approve the request. 34

35 Contingent Worker Extend/Reactivate/Change Manager Extending a Contingent Worker s Access AccessONE User Guide The following are a few examples of accounts or job titles that can be extended 90 Days or less: Generic-Temporary Auditor Dell Service Desk-TSD Dell Service Desk-CSD Contractors Volunteers Step A From the dashboard, under Manage Access, click Extend/Reactivate/Change Manager Contingent Workers Step B1 In the Action drop-down menu, choose Manage Expiration 35

36 AccessONE User Guide Step B2 Search for the person in Contingent Workers by typing: o Network ID o Last name o Last name, first name Click on the name of the User(s) and they will be added to the list If another User needs access extended, repeat step 2 until all Users have been selected NOTE: If you do not find the User, try going back to the Action drop-down menu, and choose Reactivate you will lose anyone on your list you have already chosen to Extend their access. Refer to the Reactivating a Contingent Worker s Access section. Step B3 1. Review all the Users you have selected. If you need to remove anyone on your list, click the X next to their name 2. Click on the Expiration Date to set the date 3. Click Submit NOTE: The requestor must be the User s Manager (Team Lead or above). Users close to their expiration date will automatically appearin the Contingent Workers box. You must remove the Users you do not want extended from the Contingent Workers box. The account will automatically be disabled on the scheduled date. Notifications are sent to the User s Manager (Team Lead or above) of expiring users ten, seven, and three days prior to the account s expiration date. A final reminder will go out the day before the account is disabled. If the user has already separated from Baylor Scott & White, you must complete an immediate termination to disable the account. 4 36

37 AccessONE User Guide Reactivating a Contingent Worker s Access Step A From the dashboard, under Manage Access, click Extend/Reactivate/Transfer Contingent Workers Step B1 In the Action drop-down menu, choose Reactivate 37

38 AccessONE User Guide Step B2 1. Search for the person in Contingent Workers by typing: a. Network ID b. Last name c. Last name, first name 2. Click on the name of the User(s) and they will be added to the list 3. If another User needs access extended, repeat step 2 until all Users have been selected NOTE: If you do not find the User, try going back to the Action dropdown menu, and choose Reactivate you will lose anyone on your list you have already chosen to Extend their access. Refer to the Reactivating a Contingent Worker s Access section for additional details. Step B3 1. Review all the Users you have selected. If you need to remove anyone on your list, click the X next to their name 2. Click on the Expiration Date to set the date 3. Click Submit NOTE: The requestor must be the user s direct Manager (Team Lead or above)

39 Changing a Contingent Worker s Manager AccessONE User Guide Step A From the dashboard, under Manage Access, click Extend/Reactivate/Change Manager Contingent Workers Step B1 In the Action drop-down menu, choose Change Manager 39

40 AccessONE User Guide Step B2 1. Search for the person in Contingent Workers by typing: a. Network ID b. Last name c. Last name, first name 2. Click on the name of the User(s) and they will be added to the list 3. Review all the Users you have selected. If you need to remove anyone on your list, click the X next to their name 4. Search for the Manager (Team Lead or above) in Change Manager by typing: a. Network ID b. Last name c. Last name, first name 5. Click on the name of the Manager (Team Lead or above) from the drop down menu and the other fields will be auto-populated 6. Click Submit Note: The new Manager will receive an and must follow the steps to perform a Certification on the User s access. Managers will attest the access is accurate and meets (does not exceed) business needs. 40

41 Contingent Worker Bulk Create In AccessONE, the Contingent Worker (CWR) Bulk Create can be used to create a group of CWRs at one time. AccessONE User Guide IMPORTANT INFORMATION: This functionality is ONLY available for Coordinators. Video with tips are available to walk you through the process before you begin at: The Account Type of the CWR must match the Coordinator s Role (network ID with O at the end), so the request will be auto-approved. Step A Open the NTX CWR Bulk Create Template spreadsheet, click on the NTX CWR Bulk Create Template tab Step B Step C 1. Complete the following fields on the template (items bolded and marked with * are mandatory): First Name* Middlie Name Last Name* Date of Birth (DOB)* MM/DD/YYYY format Full Social Security Number (SSN)* - No hypens (If the CWR does not have a SSN, submit a ServiceNow request to the Security Administration Team to obtain a Synthetic ID) Gender Use Drop-Down to select Home Division* Use Drop-Down to select Business Unit* Use Drop-Down to select Department* Use Drop-Down to select Department ID Auto-Populates based on Department Job Title* Use Drop-Down to select Job Code Auto-Populates based on Job Title Manager s Network ID* - Case Sensitive must match case in AccessONE Account Type Auto-Populates based on Job Title Company* Location* Use Drop-Down to select Location ID Auto Populates based on Location Effective Date* - MM/DD/YYYY format Contact Phone Number No hypens, 10 digits 1. Open a new Excel Workbook 2. In the template, copy the User data (excluding column headings) and paste into the new workbook 3. Save the Workbook: Click File/Save As, select the desired location, change the Save As type to CSV 4. Click OK if the multiple sheets warning appears 5. Click Yes if you receive a formatting warning message 6. Close the Excel Workbook 41

42 AccessONE User Guide Step D 1. Log into AccessONE with your Coordinator account (network ID with O at the end) 2. On the Dashboard, in the Custom section, click Bulk Add New Contingent Workers 2 3. Navigate to the location you saved the CSV file, right click on the File Name, click Open With and click Notepad 4. Press Ctrl A to select all of the contents and Ctrl C to copy the contents 3 5. In AccessONE, on the Bulk Add New Contingent Worker page, press Ctrl V to paste the user contents into the Contingent Workers field 6. Click Create 7. Once any necessary approval requests are completed, the Manager will receive an of completion 42

43 Contingent Worker Bulk Extend In AccessONE, the Contingent Worker (CWR) Bulk Extend can be used to extend a group of active CWRs at one time. AccessONE User Guide IMPORTANT INFORMATION: This functionality is ONLY available for Coordinators. Video with tips are available to walk you through the process before you begin at: The Account Type of the CWR must match the Coordinator s Role (network ID with O at the end), so the request will be auto-approved. Step A Open the NTX CWR Bulk Extend Template spreadsheet, click on the NTX CWR Bulk Extend Template tab Step B 1. Complete the following fields on the template: First Name Last Name NetworkID Case Sensitive must match case in AccessONE Expiration Date MM/DD/YYYY format o Use the table to the right to determine the maximum extension duration based on Account Type Step C 1. Open a new Excel Workbook 2. In the template, copy the User data (excluding column headings) and paste into the new workbook 3. Save the Workbook: Click File/Save As, select the desired location, change the Save As type to CSV 4. Click OK if the multiple sheets warning message pops up 5. Click Yes if you receive a formatting warning message 6. Close the Excel Workbook 43

44 Step D AccessONE User Guide 1. Log into AccessONE with your Coordinator account (network ID with O at the end) 2. On the Dashboard, in the Custom section, click Bulk Extend Contingent Workers 2 3. Navigate to the location you saved the CSV file, right click on the File Name, click Open With and click Notepad 4. Press Ctrl A to select all of the contents and Ctrl C to copy the contents 3 5. In AccessONE, on the Bulk Extend Contingent Worker page, press Ctrl V to paste the user contents into the Contingent Workers field 6. Click Extend

45 Contingent Worker Bulk Terminate In AccessONE, the Contingent Worker (CWR) Bulk Terminate can be used to disable a group of CWR s network accounts at one time. IMPORTANT INFORMATION: This functionality is ONLY available for Coordinators. AccessONE User Guide Video with tips are available to walk you through the process before you begin at: The Account Type of the CWR must match the Coordinator s Role (network ID with O at the end), so the request will be auto-approved. Step A Open the NTX CWR Bulk Terminate Template spreadsheet, click on the NTX CWR Bulk Terminate Template tab Step B 1. Complete the following fields on the template: First Name Last Name NetworkID Case Sensitive must match case in AccessONE Termination Date MM/DD/YYYY format Step C 1. Open a new Excel Workbook 2. In the template, copy the User data (excluding column headings) and paste into the new workbook 3. Save the Workbook: Click File/Save As, select the desired location, change the Save As type to CSV 4. Click OK if the multiple sheets warning message pops up 5. Click Yes if you receive a formatting warning message Step D 6. Close the Excel Workbook 1. Log into AccessONE with your Coordinator account (network ID with O at the end) 2. On the Dashboard, in the Custom section, click Bulk Terminate Contingent Workers

46 AccessONE User Guide 3. Navigate to the location you saved the CSV file, right click on the File Name, click Open With and click Notepad 4. Press Ctrl A to select all of the contents and Ctrl C to copy the contents 3 5. In AccessONE, on the Bulk Terminate Contingent Worker page, press Ctrl V to paste the user contents into the Contingent Workers field 6. Click Terminate 46

47 Contingent Worker Bulk Transfer In AccessONE, the Contingent Worker (CWR) Bulk Transfer can be used to transfer a group of active CWRs to a new Manager. IMPORTANT INFORMATION: This functionality is ONLY available for Coordinators. AccessONE User Guide Video with tips are available to walk you through the process before you begin at: The Account Type of the CWR must match the Coordinator s Role (network ID with O at the end), so the request will be auto-approved. Step A Open the NTX CWR Bulk Transfer spreadsheet, click on the NTX CWR Bulk Transfer Template tab Step B 1. Complete the following fields on the template: First Name Last Name NetworkID Case Sensitive must match case in AccessONE Manager ID Case Sensitive must match case in AccessONE Step C 1. Open a new Excel Workbook 2. In the template, copy the User data (excluding column headings) and paste into the new workbook 3. Save the Workbook: Click File/Save As, select the desired location, change the Save As type to CSV 4. Click OK if the multiple sheets warning message pops up 5. Click Yes if you receive a formatting warning message 6. Close the Excel Workbook Step D 1. Log into AccessONE with your Coordinator account (network ID with O at the end) 2. On the Dashboard, in the Custom section, click Bulk Transfter Contingent Workers 47

48 3. Navigate to the location you saved the CSV file, right click on the File Name, click Open With and click Notepad 4. Press Ctrl A to select all of the contents and Ctrl C to copy the contents AccessONE User Guide 3 5. In AccessONE, on the Bulk Transfer Contingent Worker page, press Ctrl V to paste the user contents into the Contingent Workers field 6. Click Transfer 48

49 Contingent Worker Bulk Reactivate AccessONE User Guide In AccessONE, the Contingent Worker (CWR) Bulk Reactivate can be used to reactivate a group of expired or inactive CWRs at one time. IMPORTANT INFORMATION: This functionality is ONLY available for Coordinators. Video with tips are available to walk you through the process before you begin at: The Account Type of the CWR must match the Coordinator s Role (network ID with O at the end), so the request will be auto-approved. Step A Open the NTX CWR Bulk Reactivate Template spreadsheet, click on the NTX CWR Bulk Reactivate Template tab Step B 1. Complete the following fields on the template: First Name Last Name NetworkID Case Sensitive must match case in AccessONE Expiration Date MM/DD/YYYY format o Use the table to determine the maximum extension duration based on Account Type Step C 1. Open a new Excel Workbook 2. In the template, copy the User data (excluding column headings) and paste into the new workbook 3. Save the Workbook: Click File/Save As, select the desired location, change the Save As type to CSV 4. Click OK if the multiple sheets warning message pops up 5. Click Yes if you receive a formatting warning message 6. Close the Excel Workbook Step D 1. Log into AccessONE with your Coordinator account (network ID with O at the end) 2. On the Dashboard, in the Custom section, click Bulk Reactivate Contingent Workers 2 49

50 3. Navigate to the location you saved the CSV file, right click on the File Name, click Open With and click Notepad 4. Press Ctrl A to select all of the contents and Ctrl C to copy the contents AccessONE User Guide 3 5. In AccessONE, on the Bulk Reactivate Contingent Worker page, press Ctrl V to paste the user contents into the Contingent Workers field 6. Click Reactivate

51 Cross Divisional Access AccessONE User Guide Requesting Network or Application Access Important: When submitting a request, take into consideration that access requests are reviewed by operations in both divisions. As a result, it could take up to two weeks for your request to be completed. Go to 1. In the Request an Item section, click Information Services (IS) Catalog 2. Under the Access category, select Cross Divisional Access Request 3. Complete the following required fields (indicated with a red line or asterisk) a. Requested For b. Phone c. Location d. Requested By e. Requested By contact number f. Division where access is required (CTX or NTX) g. To what systems, drives, or sites are you requesting access? (be specific) h. Your Business justification for that access 4. Click Submit in the upper-right corner of the page 51

52 AccessONE User Guide Appendix Definitions Dashboard: The initial entry point in AccessONE, providing the options available to you when using the application. Identity name: The Username that allows you to access the Baylor Scott & White network. It can be referred to as your network ID, login ID, user name, or enterprise network account. Certification: Managers review and attest the User s access to meet audit and compliance requirements. Individuals should have the minimum access needed to do their job in their current role. Policy Violation (Application Policy Violation): Application detects something is not working correctly. Supervisor s Manager: The Manager of the User s immediate Supervisor. This individual will be required to approve new Contingent Worker network account requests. Role Base Access (RBAC): Role catalog that maps a User s access to certain criteria such as a Job Code or department. Termed status: This occurs when a User s account and all access to Baylor Scott & White systems have been disabled. Immediate Termination: This occurs when a User s network account and all Active Directory access to Baylor Scott & White systems are disabled at the time the request is submitted. The Immediate Termination option should only be used when there is a security concern regarding User s access. IMPORTANT INFORMATION: Normal termination process is still required and should be handled either in the Manager s Dashboard in the HR System for Employees OR the AccessONE Extend/Reactivate/Transfer/Remove Contingent Workers for Contingent Workers. 52

53 AccessONE User Guide Common Abbreviations Most common Facility Abbreviations Baylor All Saints Medical Center at Fort Worth Baylor Health Care System Baylor Heart and Vascular Hospital Baylor Institute for Rehabilitation Baylor Medical Center at Carrollton Baylor Medical Center at Garland Baylor Medical Center at McKinney Baylor Regional Medical Center at Grapevine Baylor Regional Medical Center at Plano Baylor Scott & White Medical Center Irving Baylor Scott & White Medical Center - Waxahachie Baylor University Medical Center at Dallas Health Texas Provider Network The Heart Hospital Baylor Denton The Heart Hospital Baylor Plano BAS BHCS BHVH BIR CAR GAR MCK GRP, GPV, GRAPE, GV PLN, PLA IRV WAX BUMC HTPN THHBD THHBP 53

54 AccessONE User Guide Notifications AccessONE provides a number of feedback communications via at various points during the lifecycle of a user s account. Examples of the majority of the notifications that AccessONE generates are included here for familiarity. NEW EMPLOYEES New Employee Account Notification (to manager) This notification is sent to the user s manager on creation of the new employee s account. 54

55 New Employee Account Notification (to employee) AccessONE User Guide 55

56 AccessONE User Guide CONTINGENT WORKERS New Contingent Worker Account Approval Notification (to One Up) 56

57 New Contingent Worker Account Creation Notification AccessONE User Guide This notification goes to the user s reporting manager on creation of account and is the same as the notification provided for an employee. See New Employee Account Notification (to employee) 57

58 Contingent Worker Account Expiration Notification AccessONE User Guide This notification goes to the user at 10/7/3/1 days prior to their account expiring 58

59 AccessONE User Guide ACCESS REQUESTS Access Request Approval Notification (to Manager/Application Owner) 59

60 Access Request Processed Notification (to user) AccessONE User Guide 60

61 AccessONE User Guide PASSWORD MANAGEMENT Password Expiration Notification (to 14/10/7/5/3/2/1 days before expiration) Password Change Notification 61