Online Access Request Process

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Online Access Request Process
University of Michigan Administrative Information
Services

• Amie Robison
• Presented at the Financial Unit Liaison Meeting
• June 20, 2007

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University of Michigan Administrative Information
Services

• Agenda
• Background Information
• Forms for Current Access Request Process
• Current Access Request Process
• New Access Request Process
• Benefits of New Access Request Process
• Demonstration of Online Access Request Process
• Important Dates
• How to Prepare

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University of Michigan Administrative Information
Services

• Background Information
• Project Goals
• Develop a Web-based process for submitting
  Requests for System Access (M1 forms).
• Provide a streamlined, functionally-rich means
  for Unit Liaisons (ULs) and staff to request and
  manage access to MAIS systems and data.
• Project began November 2006.
• MAIS UL Access Focus Group gave input on system
  requirements and feedback on design.
• Users and ULs participated in usability testing
  to validate the design.

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University of Michigan Administrative Information
Services

• Forms for Current Access Request Process

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University of Michigan Administrative Information
Services

• Current Access Request Process
• Resources
• M1 forms for requesting access
• Role descriptions and training information
• Status of M1 requests
• Valid values for Student Administration (M1-SASS)
• Process
• Use User Security Report to determine current
  access.
• Submit multiple paper forms for a single request.
• Fax and wait.

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University of Michigan Administrative Information
Services

• New Access Request Process
• Web-based Access Request Process
• Two options for requesting new roles
• Requested role names link to descriptions and
  training
• Valid values selections are part of the request
• Workflow with e-mail notifications to ULs and
  alternate signers
• Users can check status of their own request
• Users and ULs can view roles already assigned to
  users

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University of Michigan Administrative Information
Services

• Benefits of New Access Request Process
• Efficiency
• You can enter and submit requests via the Web
  no more downloading, filling in, printing, and
  faxing M1s.
• Eliminates data entry by Access Services staff
  time gained will enable them to process submitted
  requests faster.
• Accuracy
• User-initiated requests are automatically routed
  to appropriate UL.
• Information is entered just once instead of
  twice, which reduces the chance of errors.
• History
• You have an electronic record of each access
  request no more misplaced paper forms.
• You can view a list of the roles already assigned
  to the user for whom youre requesting access or
  for staff youre replacing.

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University ofMichigan Administrative Information
Services

• Demonstration of
• Online Access Request Process

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University of Michigan Administrative
Information Services

• Important Dates
• July 2007 UL Focus Group begins using the online
  process to submit access requests.
• July-August 2007 Interchanges provide ULs with
  detailed information about how to use the Online
  Access Request Process.
• July-August 2007 After attending an interchange,
  ULs will be able to use the Online Access Request
  Process.
• TBD Online Access Request Process will be
  available on MAIS Web site.
• First six months Online and paper (M1) processes
  are both operational.
• After six months Paper access request process
  retired.

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University of Michigan Administrative Information
Services

• How to Prepare
• Department authorizations optional
• Jan will work with units that currently use this
  section of the M1-Cover
• Attend training/interchanges
• Provide users in your unit with necessary
  information when you are ready to adopt the
  Online Access Request Process.
• Note MAIS will provide a guide to familiarize
  users with the new process.

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Questions?
University of Michigan Administrative Information
Services