Using the System Access Request Form

You can complete the System Access Request form to apply for access to Banner, Cognos, Raiser's Edge, Salesforce, VPN, Marketing Cloud, and Workflow. This form will confirm that a Confidentiality Agreement is on file and route approval requests to the appropriate supervisor and system owners. For more information, review UD’s policy on Access to UD's Central Systems or contact the IT Service Center.


Requesting Access to UD’s IT Systems

A request for system access can be completed by the employee who needs access or their supervisor. The System Access Request form requires the employee’s department, supervisor, and access requested. Clicking the Request button to submit the form triggers the following workflow:

  • The person submitting the form will receive a confirmation email from the IT Service Center (via TeamDynamix) with the ticket number and summary of the request.
  • The employee’s supervisor will receive an email asking them to approve or reject the access request.
  • The employee who needs access will receive a request to complete UD’s Confidentiality Agreement (if they don’t already have one on file).
  • If the request requires additional approval (i.e., for access to SSNs or Salesforce) the request will be routed to the appropriate parties for review.
  • Once all approvals have been granted, the request will be forwarded to the appropriate technical contact for access provisioning.
  • The requester will receive an email confirmation that system access has been applied. 

System Access Request Instructions for Supervisors

When the IT Service Center receives a request for enterprise access, the supervisor of the affected employee will receive an email asking them to approve or deny the request. 

Click the Supervisor Approval Workflow Step link in the email you receive to open the request in TeamDynamix. 

On this page, you can:

  • Review details of the request 
    • Click the link in the field marked “Service Request” next to the ticket number (shown above as “Testing System Access Request”). 
    • Return to the approval form by clicking Supervisor Approval under the heading “Current Workflow Step”
  • Use the red buttons to the right to Approve or Reject the request
    • Include additional comments, if needed. This is particularly useful if you’re denying the access request. 
    • Click Save

If you Reject a request, the employee will receive a notification letting them know their request has been denied by their supervisor and cancelled. 


UDit Security Team Approval

When a supervisor approves a System Access Request and the affected employee has completed UD’s Confidentiality Agreement, UDit’s security team will receive an email asking them to approve or deny the request. 

Click the Security Team Approval Workflow Step link in the email you receive to open the request in TeamDynamix. 

On this page, you can:

  • Review details of the request 
    • Click the link in the field marked “Service Request” next to the ticket number (shown above as “Testing System Access Request”). 
    • Return to the approval form by clicking Security Team Approval under the heading “Current Workflow Step”
  • Use the red buttons to the right to Approve or Reject the request
    • Include additional comments, if needed. This is particularly useful if you’re denying the access request. 
    • Click Save

If you Reject a request, the employee will receive a notification letting them know their request has been denied by the UDit Security team and cancelled. 


Salesforce Approval

When the IT Service Center receives a request for Salesforce access, once a supervisor and the UDit Security team approve the request and the affected employee has completed UD’s Confidentiality Agreement, the Salesforce approver listed below (based on the selected Salesforce Org) will receive an email asking them to approve or deny the request. 

  • Salesforce Admissions Access Approval: Pamela Halfpap
  • Salesforce Affinaquest Access Approval: Doug Bishop
  • Salesforce Government Contracts (law) Access Approval: Stephanie Winquist
  • Salesforce LL.M. Access Approval: Margaret Ioannides

Click the Salesforce Affinaquest Approval Workflow Step link in the email you receive to open the request in TeamDynamix. 

 

On this page, you can:

  • Review details of the request 
    • Click the link in the field marked “Service Request” next to the ticket number (shown above as “Testing System Access Request”). 
    • Return to the approval form by clicking Salesforce Affinaquest Approval under the heading “Current Workflow Step”
  • Use the red buttons to the right to Approve or Reject the request
    • Use the "Additional Comments" field to specify what Salesforce access should be applied
    • Click Save

If you Reject a request, the employee will receive a notification letting them know their request has been denied by the Salesforce Affinaquest team and cancelled.


SSN Approval

When a user requests access to Banner Admin Pages, a secondary question asks if they need access to Social Security Numbers.  If so, the request will be routed via email for approval by someone in the SSN Approval group:

  • Human Resources: Noyra Valentin, Jess Brown
  • Purchasing: Sara Harrison, Angie Langenderfer
  • Registrar: Maria Newland, Kristi Cool 

Click the Banner SSN Approval Workflow Step link in the email you receive to open the request in TeamDynamix. 

On this page, you can:

  • Review details of the request 
    • Click the link in the field marked “Service Request” next to the ticket number (shown above as “Testing System Access Request”). 
    • Return to the approval form by clicking Banner SSN Approval under the heading “Current Workflow Step”
  • Use the red buttons to the right to Approve or Reject the request
    • Include additional comments, if needed. This is particularly useful if you’re denying the access request. 
    • Click Save

If you Reject a request, the employee will receive a notification letting them know their request has been denied by the Banner SSN team and cancelled.


Marketing Cloud Approval

When a user requests access to Marketing Cloud, the request will be routed for approval by the Business Unit selected.

  • Enrollment Management: Jennifer Koesters, Adam Rathge
  • Advancement: Doug Bishop
  • Reputation: Shelly Wick

Click the Marketing Cloud Approval Workflow Step link in the email you receive to open the request in TeamDynamix. 

On this page, you can:

  • Review details of the request 
    • Click the link in the field marked “Service Request” next to the ticket number (shown above as “Testing System Access Request”). 
    • Return to the approval form by clicking Marketing Cloud Approval under the heading “Current Workflow Step”
  • Use the red buttons to the right to Approve or Reject the request
    • Include additional comments, if needed. This is particularly useful if you’re denying the access request. 
    • Click Save

If you Reject a request, the employee will receive a notification letting them know their request has been denied and cancelled.


Provisioning System Access (Technicians)

Once all approvals have been completed, access provisioning tasks will be created in TDX for each requested system. Tasks will be assigned to the following staff / groups:

  • Banner: Molly Stull, John Livingston, Steve Smith
  • Cognos: Molly Stull, Brian Sutcliffe, Steve Smith
  • Raiser's Edge: Doug Bishop
  • Salesforce Admissions: ERP & CRM Systems
  • Salesforce Affinaquest: ERP & CRM Systems
  • Salesforce Government Contracts: ERP & CRM Systems
  • Salesforce LL.M.: ERP & CRM Systems
  • Salesforce MarketingCloud: ERP & CRM Systems
  • VPN: Security (group)

When you receive a System Access request via email: 

  • Click the link in the email you receive to open the request in TeamDynamix. 
  • From within the service request screen, click To TDNext to open the technician view of the ticket.

  • Open the Tasks/Activities tab
  • Click Mark Complete on each task after you’ve assigned access 
NOTE: If Banner has been requested, be sure to confirm the status of SSN approval before provisioning access.

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Details

Article ID: 134666
Created
Tue 10/5/21 3:19 PM
Modified
Fri 10/8/21 11:51 AM