Created on 8/15/2012
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Table of Contents Training Guide ESHARP... 1 Student Information System... 1 Data Steward and Deputy Data Steward... 1 Logging into ESHARP(Data Steward and Deputy Data Steward)-SIS... 1 Signing the Electronic Access and FERPA Agreements(Data Steward and Deputy Data Steward)-SIS... 5 Creating a New Request(Data Stewards and Deputy Data Stewards)-SIS... 9 Managing Items(Data Steward and Deputy Data Steward)-SIS... 15 Retrieving, Updating, and Submitting a Saved Request(Data Steward and Deputy Data Steward)-SIS... 19 About Email Notification Types(Data Steward and Deputy Data Steward)-SIS... 23 Viewing Pending and Past Responsibility Requests(Data Steward and Deputy Data Steward)-SIS... 24 Page iii
ESHARP Student Information System ESHARP is a web-based tool for requesting access to U.Va. systems. An employee, supervisor, and Data Access Approver (DAA) can initiate a request for SIS access via ESHARP. Once specific system responsibilities are selected, a workflow passes the request to different levels of approval. When the workflow is completed with all levels approved, the responsibility is provisioned and access is granted. Each SIS responsibility has a distinct workflow, but common steps usually include: Supervisor approval Data Access Approver review and approval (each organization has an approver) Quality assurance (Ensure no conflicts exist between current responsibilities and requested responsibilities, and training executed, if applicable) Employee electronic signature to confirm understanding and acceptance of responsibility Responsibility provisioned by the appropriate area Note: ESHARP is a communication and approval workflow tool and does not create or remove responsibility within the SIS. This training is divided into sections according to workflow responsibility: Users Supervisors Data Access Approvers Data Stewards and Deputy Data Stewards Other Approvers Provisioner To start a simulation: 1. Double-click on the section (blue book). 2. Highlight the topic you wish to access. 3. Click "Try It" in the upper right-hand corner to interact with the simulation. Click "Print It" to print out a Job Aid (no screenshots). Data Steward and Deputy Data Steward Logging into ESHARP(Data Steward and Deputy Data Steward)-SIS You, your supervisor, or your data access approver can initiate a request for SIS access by signing into ESHARP. Online help is available either before signing in or from within ESHARP if needed. Procedure In this simulation you will access the ESHARP help page and log into ESHARP with NetBadge. Page 1
1. The ESHARP Help page displays. This page shows information about ESHARP, who uses it and how the system works. 2. Currently there are two separate instances for ESHARP: HR/Finance and SIS. In this example log into the SIS ESHARP page. Click the Log into ESHARP button for the SIS. Page 2
3. The NetBadge Web Login page displays. Enter your NetBadge information using either your UVa Digital Certificate or UVa computing ID and password. Note: NetBadge detects if you had already logged in, so you can be reauthenticated without having to enter your UVa NetBadge user ID and password again. For assistance with NetBadge login contact the HELP desk by dialing 4-HELP (4-4357) or by emailing 4help@virginia.edu. 4. An example computing ID and password have been entered for you. Click the Log In button. Page 3
5. The Select an Application page displays. Note: A bell icon next to the application denotes that you have an action to perform. (The only application available is SIS) Click the SIS link. 6. The SIS ESHARP Home page displays. Use this page to begin a new SIS access request, view requested responsibilities and requests, and accept requested responsibilities. 7. This page also displays the information on file for you as an employee. NOTE: If this information is not correct, you must contact sisaccess@virginia.edu. Page 4
8. The ESHARP help link is available on each page. A separate window opens and allows you to view helpful information. Click the Get Help with ESHARP link. 9. The ESHARP Help page displays. This page contains information on steps for getting access, online help simulations, and contacts for questions. 10. Congratulations! You have successfully completed the simulation for logging into ESHARP and accessing help options. End of Procedure. Signing the Electronic Access and FERPA Agreements(Data Steward and Deputy Data Steward)-SIS All individuals trained on the Integrated System applications are required to sign the Electronic Access Agreement (EAA), confirming that you understand the proper use of the data to which you have access. For individuals trained on SIS, there is an additional requirement to sign the Federal Educational Rights and Privacy Act (FERPA) Agreement, confirming the privacy and accuracy of education records and protects the rights of students. These agreements need to be completed only one time. Procedure In this simulation, you will electronically sign your Electronic Access and FERPA Agreements. Page 5
1. After logging into ESHARP the home page displays. If you have not signed the Electronic Access or FERPA Agreements you cannot request access. In this example both agreements need to be signed. 2. Begin by navigating to the Electronic Access Agreement page. Note: If there is no Electronic Access Agreement link, you have already signed it. Click the Electronic Access Agreement link. Page 6
3. The Electronic Access Agreement displays. Click the vertical scrollbar. 4. If after reading it you are unsure about signing it can decline to sign it. Note: You will not be allowed to request access for Student Information System until the agreement is signed. 5. Once you click the Accept button the system will take you back to the ESHARP home page. Click the Accept button. 6. The system returns you to the ESHARP home page and a confirmation message states that the EAA has been completed. Note: The Electronic Access Agreement link is now gone. Page 7
7. Next navigate to the FERPA Agreement page. Note: If there is no FERPA Agreement link you have already signed it, and can continue to request access. Click the FERPA Agreement link. Page 8
8. The FERPA Agreement displays. Click the vertical scrollbar. 9. If after reading it you are unsure about signing it can decline to sign it. Note: You will not be allowed to request access for Student Information System until the agreement is signed. 10. Once you click the Accept button the system will take you back to the ESHARP home page. Click the Accept button. 11. A confirmation message states the FERPA Agreement has been completed. Note: The FERPA Agreement link is now gone and the link to request access is now available. 12. Congratulations! You have successfully completed the simulation for signing your Electronic Access and FERPA Agreements. End of Procedure. Creating a New Request(Data Stewards and Deputy Data Stewards)-SIS In order to receive a responsibility in the SIS you must submit a request through ESHARP. Page 9
In this simulation your will perform the following: 1. Start a new request for responsibilities in the SIS. 2. View the description of the requested responsibility. 3. Edit the request. 4. Add a responsibility to the request. 5. Delete a responsibility from the request. 6. Submit the request for review. Procedure In this simulation, you will Request Access to the SIS. 1. To create a new request, begin by navigating to the Request page from the ESHARP home page. Click the Request Access link. 2. Click the New Request link. Page 10
3. Click the object. Page 11
4. Click the West, Wendy (www6s) link. 5. The Employee Name field defaults to your name. 6. If you have multiple assignments, choose the appropriate supervisor and organization (note that the radio button will default to the leftmost choice). 7. The Request Comment box is optional. A comment made here is attached to the entire request and typically pertains to all responsibilities included. It will be viewable by the user, supervisor, DAA's and all workflow level approvers. 8. Note that if you click the Cancel Request button the system exits from the page the system returns you to the home page and nothing will be saved. Click the Continue button to continue creating the request. Page 12
Training Guide 9. To view information about a responsibility, you can select the related module from the Links to Responsibility Descriptions list and then select the responsibility. The information will be displayed in a new browser window. 10. Select the Module for the responsibility you are requesting and then select the specific responsibility. In this example, select the Admission module and UV AD Applicant Reporting GRAD Batten School Responsibility. Click the Module list. 11. Click the Responsibility link. 12. Note the option to remove roles on this page. 13. If additional information is required on the responsibility request it will be listed below the radio buttons as either a text box or a drop-down list. In this exercise example text has been added for you. 14. The responsibility Comment box is optional. A comment made here is attached only to the requested responsibility. It is viewable by the user, supervisor, and all workflow level approvers. Click the Continue button. 15. The Request Summary page displays. You can click one of the Submit Options or you can edit the request first. WARNING: Once you click the Submit Request for Review option the workflow is started. If a mistake has been made the request will need to be denied by a supervisor or workflow level approver. If denied, a new request must be submitted. 16. To edit a request: You can edit a request by adding comments to the request details. Click the Edit Request link. Page 13
17. An example comment has been added here for you. After adding comments, click the Submit button. 18. To add a responsibility: You can add responsibilities to the request. In this exercise you will add the UV AD Applicant Reporting GRAD Curry School of Education responsibility to the request. Click the Add Additional Responsibility Line link. 19. Click the Module list. 20. Click the UV AD Applicant Reporting GRAD Curry School of Education link. 21. If additional information is required on the responsibility request it will be listed below the radio buttons as either a text box or a drop-down list. In this exercise example text has been added for you. 22. Click the Continue list. 23. This request includes two responsibilities. If one of the responsibilities was added by mistake you can delete before submission. Click the Delete button next to the responsibility. 24. A confirmation message displays. 25. Note: There is only one responsibility in the request now. The Delete option is gone so deleting a single responsibility deletes the request. 26. Submitting the Request: WARNING: Once you click the Submit Request for Review option the workflow is started. If a mistake has been made the request will need to be denied by a supervisor or workflow level approver. If denied, a new request must be submitted. 27. ESHARP automatically saves the request for later action, although you may click the Save Request for Later Submission option if you wish. 28. In this example the request is complete and ready to submit for review. Click the Submit Request For Review option. 29. You are returned to the home page, where a confirmation message displays. Page 14
Training Guide 30. Congratulations! You have successfully completed the simulation for submitting a new request. End of Procedure. Managing Items(Data Steward and Deputy Data Steward)-SIS Users must complete action items to Approve or Deny requested responsibilities. When you approve, the request will continue in the workflow. If you deny, the workflow is cancelled and a new request must be submitted, if necessary. This ESHARP simulation shows you how to: - View your action items - Log into ESHARP - Work action items (Approve or Deny) In the simulation you will learn how to view your action items, log into ESHARP, and work action items. Procedure In this simulation you will view action items, log into ESHARP, and work action items. 1. The Needed email displays. The email represents the first action notification for the person holding the action role listed in the details. You cannot approve/deny from just the email alone. You need to log into ESHARP to complete the action. Page 15
2. Click the ESHARP- Electronic Self Help Access Request Process link. 3. The NetBadge Web Login page displays. Enter your NetBadge information using either your UVa Digital Certificate or UVa computing ID and password. For assistance with NetBadge login contact the HELP desk by dialing 4-HELP (4-4357) or by emailing 4help@virginia.edu. 4. An example computing ID and password have been entered for you. Click the Log In button. Page 16
5. The ESHARP home page displays. To work your action items, navigate to the s page. Click the s link. 6. The s page displays all of the responsibilities that require your attention. 7. As needed, you can click the Details link to view details of the requested responsibility. 8. To contact someone about the responsibility: Click the FYI link. 9. You can use this feature to contact anyone about this responsibility request. In the To field Enter the full email address of the user (e.g., jlc3wn@virginia.edu). Note that this option is not linked to U.Va. s Global Address List. To add more users, use a semi-colon between full addresses. The From: field is ESHARP@virginia.edu, so be sure to include your own contact information in your signature. 10. The subject defaults to the content listed in the subject box. The subject can be changed. Page 17
11. The body defaults to the content listed in the message box. You can change the content of the body. 12. Click the Return to List link. 13. To approve a responsibility request: Approving the responsibility request sends it to the next level in the workflow. Click the Approve button. 14. Click the vertical scrollbar box. 15. Read the acceptance text. As needed, use the comment box to enter any optional text. Click the Approve button. Page 18
16. To deny a responsibility request: When you deny a request it is automatically cancelled. If you deny a request by mistake a new request must be created. Click the Deny link. 17. Congratulations! You have successfully completed the simulation for Managing your Items. End of Procedure. Retrieving, Updating, and Submitting a Saved Request(Data Steward and Deputy Data Steward)-SIS You, your supervisor, or your data access approver can begin a request for responsibilities into the SIS. If it s decided that the request is not ready that person can save the request for later submission. Edits can be made to both the request (specifically the comment) and to an individual responsibility within the request. You can also add and delete responsibilities within the request before submission. Procedure Page 19
In this simulation you will view a saved request and then delete it. You will then view another request and change the details of one of the responsibilities. Finally, you will add a responsibility to the request and submit for review. 1. To view a request: From the home page click the Request Access link. 2. The Request page displays any unsubmitted requests and a link for starting new requests. 3. For a brief view of information on a saved request click the + button. 4. A summary of the requested responsibilities display. 5. To delete a request: Click the Delete link. Page 20
6. Click the OK button. 7. The request is removed and a confirmation message displays. Page 21
8. To view the full details and act on a request: Click the Edit button. 9. The Request Summary page displays. To edit request comments before submission: Click the Edit Request link. 10. Here you can add to, edit, or delete comments. Text in this box is attached to the entire request including all responsibilities 11. Even though no changes were made, to continue click the Submit button. 12. To edit a responsibility: Click the Edit link. 13. You can change the effective date, action, any required information, or add comments to the responsibility request. Page 22
14. To add a responsibility: Click the Add Additional Responsibility Line link. 15. Add the Academic Advisement (AA) module with the UV AA User responsibility to the request. Click the Academic Advisement + sign menu. 16. Choose from the list of options. Click the UV AA User link. 17. If additional information is required on the responsibility request it will be listed below the radio buttons as either a text box or a drop-down list. In this exercise example text has been added for you. Click the Continue button. 18. Saving this information brings you to the Request Summary page. 19. Choose the Delete Request link to cancel the request. Nothing will be saved in ESHARP. 20. ESHARP automatically saves the request for later action, although you may click the Save Request for Later Submission option if you wish. 21. To submit the request: WARNING: Once you click the Submit Request for Review option the workflow is started. If a mistake has been made the request will need to be denied by a supervisor or workflow level approver. If denied, a new request must be submitted. 22. In this example the request is complete and ready to submit for review. Click the Submit Request For Review link. 23. You are returned to the home page, where a confirmation message displays. 24. Congratulations! You have successfully completed the simulation for retrieving, updating and submitting a saved request. End of Procedure. About Email Notification Types(Data Steward and Deputy Data Steward)-SIS You will receive email notifications from ESharp@virginia.edu when a request requires employee acknowledgement and when a request is approved or denied. The types of emails sent to users by ESHARP are: Page 23
Responsibility Request Approved - shows you, your supervisor, and your data access approver that a responsibility has been approved. Responsibility Request Denied - shows you, your supervisor, and your data access approver that a responsibility has been denied and by which workflow role (Reviewed By). In this simulation, you will learn how to view user email notifications from ESHARP. Procedure In this simulation, you will view email notifications from ESHARP. 1. The Role describes why you are receiving this email notification. This email is notifying the user that he/she has to accept the employee acknowledge the responsibility before it is granted. 2. This email shows you, your supervisor, and your data access approver that a responsibility has been approved. This indicates that you now have access to this responsibility in the Student Information System (SIS). 3. This email shows you, your supervisor, and your data access approver that a responsibility has been approved and you now have access to this responsibility in the Student Information System SIS. 4. Congratulations! You have successfully completed the simulation to review email notifications sent by ESHARP. End of Procedure. Viewing Pending and Past Responsibility Requests(Data Steward and Deputy Data Steward)-SIS You can view information about all current and past responsibility requests by individual responsibility. Procedure In this simulation you will view a responsibility request, view the workflow status, and view the details for a past responsibility request. Page 24
1. To view pending requests: Click the View Pending and Historical Requests for Access link. 2. Click the View Requests for Access-Current link. Page 25
3. Use the search options to narrow down the requests. To narrow the search down further, click the Show Advanced Search Options link for more choices. Some users have multiple workflow roles in ESHARP. In this example Supervisor is selected to see your own requests. Click the Submit button. 4. The search results display. 5. If comments are associated with a responsibility request you can read them by clicking the View link. Page 26
6. To view the details and the workflow level status of this request, click the Status link. 7. In the Progress section, the Workflow Role column lists all the workflow level approver roles for this request in their respective order. 8. If the workflow role approver's backup has been notified to review the request a yes will be listed in the Backup Notified column. The backup is notified when the primary approver's time limit for action has expired. 9. The Submit By Admin column indicates by a "yes" that the application administrator took action on the workflow level in place of the workflow level role approver. (This is rarely used.) 10. The Date column displays the date of the approval or denial status for the workflow level. 11. The Status column displays the current status of the workflow level. Status values are listed in the Status Key box above. 12. Navigate back to the Search by Responsibilities page to view past responsibility requests. Click the Search link. Page 27
13. To view past responsibility requests: Click the View Requests for Access - Historical option. 14. Use the search options to narrow down the requests. To narrow the search down further, click the Show Advanced Search Options link for more choices. Some users have multiple workflow roles in ESHARP. In this example Supervisor is selected to see your own requests. Click the Submit button. Page 28
15. To view the details of the past responsibility request click the Status link. 16. This is an example of a request that has been denied. 17. Congratulations! You have successfully completed the simulation for viewing pending and past responsibility requests. End of Procedure. Page 29