Security/Workflow and System Access

1.

• The HRP creates an employee record for a newly hired system user (current staff can skip to #4 below).

• Employee's name.# is assigned and supervisor is notified by noon the next day.
• Contact 8HELP (8-4357) for further assistance with name.# and OSU Internet password.

• Assist newly hired employee to create OSU Internet password to use with the name.# ID, see: https://acctmgt.service.ohio-state.edu/

• Complete Institutional Data Policy online training prior to being granted access to any of the Administrative Systems, see: http://buckeyesecure.osu.edu/Policy/InstitutionalDataTraining
  • Administrative Systems include: PeopleSoft, eReports, Admissions, Student Financial Aid, BARS, MARX, University Registrar's Web site, Alma Mater and the Operational Data Store.

• Complete the Gramm-Leach-Bliley Act training if accessing customer financial or credit information, see: http://buckeyesecure.osu.edu/Policy/GLBTraining

• Locate authorized System Access Contact using links below based on access needed.
  • Only System Access Contact can request user access and roles.

• HR & Financials PeopleSoft/Oracle Systems Access Contacts.

• Student Information System (SIS) Access Contacts.

• Determine the HR or Finance user role and workflow:
• GL & Budgeting Workflow
• Procurement Workflow



• GL Role Definitions
• Procurement Role Definitions
• AP Role Definitions
• HR Role Definitions

• Determine Student Information System (SIS) user role:
  • SIS Roles (Coming Soon)

• Complete one or both of the following forms:
  • Human Resources System Access Request form.
    
    
  • The Financials Access Request form link will automatically open a form in your word processing program. After the form is completed, it should be saved and sent as an email attachment to the Data Security Team, at access@osu.edu.

• Complete the following forms:
  • Student Information System(SIS) Access Request form.
    
    
  • Staff requiring access to data in any of the following mainframe applications will need to complete a separate online form: MARX; BARS; A0SF (Admissions); SAM (Student Financial Aid).

• Verify the appropriate form has been received.
• Validate the request and grant access to the new system user.
• Confirm to original System Access Contact requestor that access is granted and that new system user may be notified.
  • OIT Data Security will generate a Data Security Compliance form that will need to be returned by the user after their review and sign-off.

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