How to Inquire, Cancel, Approve or Deny a PeopleSoft Access Request through the Access Request Approval Page This Job Aid will provide help for Request Initiators, Managers and RoleSet+ Approvers (Individuals who are business owners, function owners, or department owners who have the authority to approve the security accesses that are granted through the RoleSets, Roles, and/or Additional Information that are included in a PeopleSoft access request) on how to inquire the approval status of a PeopleSoft Access Request and on how to cancel, approve or deny a PeopleSoft Access Request through the Access Request Approval page. This Job Aid will also be for Onboarding Coordinators and Administrative Support staff who have had the PS Access: Initiate Requests, PS Access: Manager Approval and/or PS Access: RoleSet+ Approval function delegated to them by a Manager and/or a RoleSet+ Approver, through the myuofc > My Work > Access and delegation >HR delegation link on the portal, and is acting as a proxy for that Manager and/or RoleSet+ Approver. The Access Request Approval page provides individuals who are part of the request initiation and approval process the capability to inquire and/or to act on a PeopleSoft Access Request. Unlike the Portal Task List, where only PeopleSoft access requests that are pending your approval are listed, the Access Request Approval page provides the extra capability to inquire any approved, denied, completed and canceled requests that you have been part of. The proxy (person who has accepted the approval delegation transaction), will login as themselves to the myuofc portal, and be able to view the Access Request Approval page just as the Managers and RoleSet+ Approvers do. Page 1 of 14
Step Action 1. Log In to myuofc Portal 2. Enter user ID and Password 3. Select My Work Note if you have been delegated the ability to initiate a request on behalf of a Manager, you will select Manage PeopleSoft access to view the menu options, as the Manager would. 4. Under People management, Select Manage PeopleSoft access 5. Select Access Request Approval Page 2 of 14
Step Action This brings up the search page to search for a request. Page 3 of 14
Step Action 6. Under Request Status, select a search criteria to get a list of requests that are in that status You can enter one or multiple Search Criteria to narrow down the search result. 7. Fill in any other search criteria to narrow down the search result In this example, we are requesting all requests that are still in Pending approval status and are submitted by Joyce Doel. 8. Click Search Page 4 of 14
Step Action The requests that match the search criteria are displayed on the search page. 9. Click the Request ID link to open the PeopleSoft Access Request Approval page that displays more detailed request information with the approval workflow progress. Page 5 of 14
Step Action The Actions tab gives you an overview of the approval progress for this request and allows you to act on the request based on the approval workflow progress. The default page that opens is the Actions tab. For example, the Approve and Deny button will only be available when it s your turn to approve. The Cancel button is available when you are the person who initiated the request and the request is still in Pending status. Scroll down to the approval workflow process monitor section to review detailed information about the approval progress. Please note that the Approval Workflow Monitor will NOT appear for the requests submitted prior to March 7 2016 before the upgraded PeopleSoft Access Request Tool is released. Page 6 of 14
Step Action 10. Click on Details tab to view more information about this Request: Effective period of the request Requester Comments Information about the user for whom the request is submitted for List of Rolesets included in the request Additional information provided in the request 11. Click the Additional Job and Security Profile Info link to see additional job information and security rolesets that are currently provisioned for this user Page 7 of 14
Step Action 12. Click the Additional Details tab to inquire more job information Sample of a Current PeopleSoft Access Profile page that displays the user s active roleset and job information. 13. Click the Return button to go back to the PeopleSoft Access Request Approval page 14. Return back to Actions tab to act on the request Page 8 of 14
How is the request status determined? A PeopleSoft access request may contain multiple rolesets. Each roleset can be approved or denied separately like a line item. Approved roleset(s) are provisioned for the user in real-time even if other roleset(s) within the same request haven t been approved or have been denied. 1. The Request status = Approved when all rolesets within the request are approved. 2. The request status = Cancelled when the requestor or a security administrator cancels a pending request. The cancelation will revoke all the accesses that may have been granted by the approved roleset(s) within the same request. 3. The request status = Complete when some of the roleset(s) are approved and some roleset(s) are denied. The request is completed because there is no roleset that is still pending approval. 4. The request status = Denied when the request is denied by the reports to manager or all rolesets within the request are denied. 5. The request status = Pending when at least one roleset in the request hasn t been approved or denied. 6. The request status = New when the request is saved but the initiator but has not been submitted. A saved request can only be modified and/or deleted by the requester who had saved the request. A saved request cannot be inquired through the PeopleSoft Access Approval page as the request hasn t been submitted, so the approval workflow process has not been initiated for this request. Since the rolesets included in the same PeopleSoft access request are approved and provisioned separately as a line item. Some pending requests may have already got certain accesses provisioned for the user if some of the rolesets included in this request have been approved. Cancel a PeopleSoft Access Request The Cancel button is available when the request is still in Pending status and you are the person who submitted this request. Note that you will not be able to cancel a request submitted by others, even if that person is your proxy or a manager who delegated her/his approval authority to you. You can only cancel a request that is submitted by you. Page 9 of 14
15. To cancel a request, enter your justification in the Comment field first Please note that the Comment field is mandatory when you cancel a request. 16. Click on Cancel Please DO NOT click the Add button beside the Comment field before clicking on the Cancel button. The Add button adds the comment to the request as a general comment. The system doesn t consider a general comment as a specific comment related to the cancellation. Once a request is cancelled, the roleset approvals are also revoked. This means that if a roleset in the request was already approved and accesses granted through that roleset have been provisioned for the user, the provisioned access will be revoked immediately when this request is cancelled. End of Procedure Page 10 of 14
Approve and Deny a PeopleSoft Access Request The Approve and Deny buttons are available when it s your turn to approve the request. If you are a RoleSet+ approver and there is more than one RoleSet that is pending for you to approve, you can also choose to approve and deny each RoleSet as a separate line item. 17. To approve a request, click on Approve Page 11 of 14
18. To deny a request, enter your justification in the Comment field first Please note that the Comment field is mandatory when you deny a request. 19. Click on Deny Please DO NOT click the Add button beside the Comment field before clicking on the Deny button. The Add button adds the comment to the request as a general comment. The system doesn t consider a general comment as a specific comment related to the deny action. Page 12 of 14
This step is only applicable if you are a RoleSet+ Approver. 20. To approve a roleset as a line item, click the line item approval button. 21. To deny a roleset as a line item, enter your justification in the Comment field first 22. Click the line item deny button Please note that the Comment field is mandatory when you deny a roleset. 23. To approve all rolesets pending your approval in the same request, click the Approve button 24. To deny all rolesets pending your approval in the same request, enter your justification in the Comment field first, and then click on the Deny button Page 13 of 14
You can review the request approval status and the roleset approval status in the Actions tab. Scroll down to the approval workflow process monitor section to review detailed information about the approval progress. 25. Click the Return to Search button to return to the search page. End of Procedure Page 14 of 14