System Application Access Manager (SAAM) - Itsaam.infor
System Application Access Manager (SAAM) User Guide Document Release 1.0 04 MAY 2015
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Table of Contents Table of Contents i Document Administration DA-1 Application Overview 1-1 Application Access . 1-3 Prerequisites . 1-3 Infor Ming.le . 1-3 Accessing the SAAM Application . 1-3 Sign Out from Infor Ming.le . 1-4 Application Menus . 1-5 Application Commands . 1-7 Enter a Request 2-1 As a User . 2-2 Submission Acknowledgement . 2-4 Request Displayed . 2-5 Withdraw a Request . 2-5 As a Manager . 2-6 As a Super User . 2-7 Query Options . 2-8 Approver Functions 3-1 Approve/Reject a Request . 3-3 Approve a Request. 3-3 Next Level(s) of Approval . 3-4 Completed Request. 3-5 Reject a Request . 3-6 Reassign a Request . 3-8 Delegate the Approval Function . 3-10 Remove a Delegate. 3-11 May 2015 Infor internal use only i
Table of Contents Administrative Functions 4-1 Maintain Approvers . 4-2 Filters . 4-2 Update Records . 4-3 Remove an Approver . 4-5 Maintain Access . 4-6 Close a Request . 4-7 Reprocess ITSC Request . 4-10 Reports 5-1 Report Examples . 5-2 Report Filter Fields . 5-5 Dropdown List . 5-5 Calendar . 5-5 Employee Search . 5-6 Generate a Report . 5-7 Export Function . 5-7 Index ii Index-1 Infor internal use only SAAM User Guide
Document Administration This document outlines the procedures and defines the records and steps in the System Application Access Manager (SAAM) application. Please contact the IT Development SSC documentation team if you have any required updates or changes to this document. Guide Typographical Conventions The following is a list of conventions used within this document: Grayed-out fields Signifies these fields are not used by Infor Identifies a useful tip or an important note to read. Identifies an important and/or critical piece of information or warning. field name* All mandatory fields are suffixed by a RED asterisk “*”. Bold Indicates fields, or other words that are being emphasized as being of importance. Fields outlined in INFOR RED indicate an action needs to be performed. Fields outlined in INFOR CITRINE are used for illustration or emphasis. May 2015 Infor internal use only DA-1
Document Administration Document History Version No. 1.0 DA-2 Modifications Made Approval Initials Release Date Initial release JoAnn Hand 04 MAY 2015 Infor internal use only SAAM User Guide
Application Overview Chapter 1 Application Access . 1-3 Prerequisites . 1-3 Infor Ming.le . 1-3 Accessing the SAAM Application . 1-3 Sign Out from Infor Ming.le . 1-4 Application Menus . 1-5 Application Commands . 1-7 May 2015 Infor internal use only SAAM User Guide
Application Overview Chapter 1 The purpose of the System Application Access Manager (SAAM) application is to provide BOTH managers and employees with a single and simple application to request access to internal applications. Access to the SAAM application is via Infor Ming.le. Any employee/user may go to the SAAM application and select and submit a request for access to application they need for their work assignment. The users’ manager will receive the request and can either approve or deny the request. When the request is approved by the users’ manager it is forwarded to the appropriate application group for their approval. The application will then generate an ITSC Incident (IT Ticket) that is sent to the Global Help Desk (GHD) for fulfillment. The SAAM application automatically closes the request when the ITSC request is closed by the GHD. Additionally, throughout the process, notification emails are sent to keep the applicable managers and employees updated on the status of their request. Additionally functionality is provided for the Global Help Desk (GHD) and Internal Audit to initiate and report on requests for anyone in the company. May 2015 Infor internal use only 1-1
Application Overview Process Flowchart The following flowchart represents the process flow of the SAAM system: Request access System Application Access Manager Process Flowchart Request Generated by Employee, Manager or Super User Employee Initiated? Yes Mgr Approves? No Approve/Deny Access No Yes Request routed to application owners for approval Request Approved? No Configure Access Yes 1-2 Request information sent to application administrator Infor internal use only Set up completed Request is closed SAAM User Guide
Application Access Application Access Prerequisites The following list of prerequisites MUST be satisfied to successfully access Infor Ming.le. 1. The following browsers are supported : Internet Explorer 11.0, 10.0 and 9.0 Google Chrome 42.0.2311.135 Fire Fox 37.0.2 2. You must be logged into the Infor Network, either directly or via VPN, because the SAAM application will use the Windows session user credentials to automatically log you into the application. The SAAM application IS NOT currently mobile enabled. Infor Ming.le Infor Ming.le also employs the SSO concept, meaning once you have accessed the Infor network you do not need to enter any further credentials to access Infor Ming.le or the SAAM application from within Infor Ming.le. Accessing the SAAM Application The SAAM application can ONLY be accessed via Infor Ming.le. From the Infor Ming.le toolbar click the SAAM ( ) icon ( ). May 2015 Infor internal use only 1-3
Application Overview When you access the SAAM application via Infor Ming.le, the application opens with a page displaying your current requests. Sign Out from Infor Ming.le When you have completed you work in the SAAM application AND you have accessed via Infor Ming.le you can logout by: 1-4 Clicking the dropdown ( ) associated with your [Network] User ID that appears in the upper right corner of the screen. When the menu is displayed, click the Sign Out ( ) command. Infor internal use only SAAM User Guide
Application Menus Application Menus The SAAM application has four menus available on the application’s Menu toolbar, depending on your access levels to SAAM you may not be able to see all of the menu options. Icon Menu Clicking this function returns you to the home page, no matter where you are in the application. This function is available to BOTH managers and users. Clicking the Reports menu opens the following menu displaying the reports you are allowed to run in the SAAM application. Note that the Global Request History report is ONLY available to Super User’s and Application Administrators. This function is available to BOTH managers and users. The Admin menu is available to anyone who is an identified as an Approver (manager, application owner OR someone set as a delegate for the approval function). The Actions menu is ONLY available to managers. This menu allows managers to approve/reject or (see Chapter 3), delegate (see Chapter 4) and Close requests. May 2015 Infor internal use only 1-5
Application Overview This menu displays and makes accessible user documentation such as Quick Refrence Guides (QRG’s) for Entering and Approving requests as well as the SAAM User Guide. View a Document When you select/click on a document item from the Document menu a .pdf file of the document will be displayed. For example, the Enter a SAAM Request QRG would be displayed as illustrated below. 1-6 Infor internal use only SAAM User Guide
Application Commands Application Commands The following table defines the icons and buttons used in the SAAM application. The following table defines these functions ( ) from the SAAM home panel. Icon Definition Renew the data displayed on the panel. Export the selected data to Microsoft Excel. Add a new SAAM request. All of the functions associated with every field ( ) in this row are defined in the following table. Icon Definition This icon represents EACH of the data fields displayed on the SAAM home page. When you click the field down arrow select the desired filter operation for the field value from this menu. May 2015 Infor internal use only 1-7
Application Overview Icon These three functions ( ) are defined in the following table: Definition Sort the Requests in decending (default) or acsending order according to the value displayed in the Actions column. When you click this icon, in the Actions column, to delete a Request the following dialog will be displayed: Select the appropriate button: or Filter controls, when you click this icon the filter options will be displayed on the following menu. Select the desired command from this menu to execute the operation. The remaining commands ( ) on the bottom line of the panel are defined below: Icon Definition Go to the previous list. Go to the FIRST record Go to the next list. Go to the LAST record 1-8 Infor internal use only SAAM User Guide
Enter a Request Chapter 2 As a User . 2-2 Submission Acknowledgement . 2-4 Request Displayed . 2-5 Withdraw a Request . 2-5 As a Manager . 2-6 As a Super User . 2-7 Query Options . 2-8 May 2015 Infor internal use only SAAM User Guide
Enter a Request Chapter 2 The System Application Access Manager (SAAM) application is designed to allow a user to enter a request for access to internal applications. The request will then be forwarded the user’s immediate manager for approval. Following the managers approval, the request will be forwarded to the appropriate application owners for their final approvals. Following the approval by the application owners the request will be used to generate an ITSC Incident (IT Ticket) which will direct the GHD staff to create new accounts or update existing accounts. Throughout the entire process notification emails will be generated to keep everyone involved with the request up-to-date of the progress. A Manager can also enter requests on behalf of their staff. Additionally the SAAM application provides for a class of ‘Super Users’ who, on a rare occasions may be needed to enter a request on behalf of any user. Once submitted, these requests will follow the normal approval process. May 2015 Infor internal use only 2-1
Enter a Request As a User When you initially sign on to SAAM as a user, you probably will not have entered any requests and a panel similar to the following example will be displayed: To enter a request click the button ( ) on the right side of the panel. The SAAM application will then display the For Application ( ) field. Click the dropdown ( ) arrow for the field to Select the application for which you are requesting access. Scroll through the dropdown list for the desired application. Once you have located the desired application ( ) click your selection. If you cannot find the desired application in the list, check with you manager on how to obtain access to the application. The SAAM application will then display the Role ( ) field, for the responsibility level associated with your request. 2-2 Infor internal use only SAAM User Guide
As a User Follow the same procedure you used with the For Application field, click the dropdown arrow ( ) for the Role field and click your selection ( ). The SAAM application will then present you with additional fields related specifically to the application and the role for which you are entering this request. These fields may vary based upon the application or the necessary details required to process your request. Using the same procedures previously defined, where applicable, proceed to enter the requested information ( ). Remember fields with a RED asterisk ( ) following the field name are REQUIRED * fields. When you have completed entering the information, click the button ( ) to submit the request for your manager’s approval. May 2015 When successfully submitted, the SAAM application will display the illustrated message ( ). 2-3
Enter a Request Submission Acknowledgement Following the successful submission of your request, you will be copied on an automatically generated email sent from the SAAM application (similar to the example shown below) to your manager notifying him/her of your request. In addition to the confirmation email, the manager will receive another email specifically requesting that they review, approve or deny the request. It will then be your managers’ responsibility to either approve or deny your request. Following the action taken by your manager the SAAM application will send out applicable notification emails to any designated application owners and/or the Global Help Desk (GHD). 2-4 Infor internal use only SAAM User Guide
As a User Request Displayed The next time you sign on to the SAAM application your submitted requests will be displayed. Several lines maybe displayed for each request, depending on the approval workflow required for the request. A In the following example ( ) three lines are displayed; the first two lines are for the application owners. The third line is for the application administrator, in this case the GHD, who will actually grant the application access following all of the necessary approvals. A The first line displayed shows your original request and that it is pending your manager’s approval. The Workflow Status of the request, in the above illustration is: Waiting on Approval ( ) indicating that your manager has not yet addressed the approval request. If multiple application approvers are required for the request there may be similar lines ( ) displayed for EACH required application approver. The workflow will process one step at a time – all of the approval steps will be displayed with a Workflow Status of Waiting on Start until ALL of the prior tasks have been completed. The last line displayed ( ), showing a status of Waiting on Start represents the request that WILL BE sent, upon receiving all necessary approvals, to the IT Helpdesk (or as needed, a designated team) instructing them to generate the necessary application access credentials necessary to complete this request. Withdraw a Request If you decide to withdraw (delete) a request you can click the icon ( ) in the Action field on the right side of the panel to remove the request. This action will CANCEL ALL future steps for this request. May 2015 2-5
Enter a Request As a Manager When you sign into the SAAM system as a Manager you will see a page similar to this screenshot: Manager As a Manager you will see your direct reports/Team members ( ) displayed under your name on the left section of the page. The right section of the page ( ) shows all the currently open requests submitted for themselves OR their team. If the manager selects an employee in the left section of the page; the view will change to show ONLY that employee’s request(s) (both open AND closed) on the right section of the page. As a Manager you are responsible to approve/deny request(s) submitted by your Team members. When necessary, you may also enter a request(s) on behalf of your Team member(s). To enter a request for a Team member click the Team members name ( ). The panel will be redisplayed with new heading over the left portion of the page stating that the requests for the selected Team member ( ) are shown. To enter a request for the selected Team member click the the page. button ( ) on the far right side of You may now select the Application, from the dropdown for this request ( ). At this point follow the rest of the steps for entering a request as presented in the previous section – [Entering a Request] As a User starting on page 2-2. 2-6 Infor internal use only SAAM User Guide
As a Super User As a Super User As a Super User you will see an Employee search field in the upper right corner of the Home page. This search allows you to search for and then enter a request for any person in the HCM system. First, select the employee by using the Employee search ( ) in the upper right corner of the page. To begin the search click the button ( ) You may now choose to search ( ) for a specific employee or scroll ( ) through the list of employees. Enter all or part of the employees name in the EmployeeName field ( ) and press the key. All employees that satisfy the filter value entered in the EmployeeName field will be displayed in a list. Click the desired employee ( ). The employees name is displayed ( ) as the person for whom this request is being entered. At this point follow steps for entering a request as presented in the previous section – [Entering a Request] As a User starting on page 2-2. May 2015 2-7
Enter a Request Query Options When you have multiple requests displayed on your SAAM application home page, you can use the query function fields ( ), the line of blank fields above the first displayed record, to enter query function value(s). You may enter values in as many fields as maybe required in order to isolate the requests you desire to view. ( ). (See page 1-5 for all of the query function values.) For example, we will generate a query to see all of our requests that currently have a Workflow Status ( ) equal ( ) to ‘Waiting on Approval’ ( ). After entering our query condition(s) ( ) and target value ( ) click the icon ( ) to select the Filter function. From the displayed menu – select the Run Filter option ( ) to initiate the query. Our query generated a report similar to the following example displaying ALL of our requests with a Workflow Status of ‘Waiting on Approval’. 2-8 Infor internal use only SAAM User Guide
Approver Functions Chapter 3 Approve/Reject a Request . 3-3 Approve a Request. 3-3 Next Level(s) of Approval . 3-4 Completed Request. 3-5 Reject a Request . 3-6 Reassign a Request . 3-8 Delegate the Approval Function . 3-10 Remove a Delegate. 3-11 May 2015
Approver Functions Chapter 3 There are two functions available to approvers via the Actions menu: to approve/deny requests and to delegate their approval authority to another approver: There are two types of management approvals in the SAAM application: 1. When manager has direct reports in the HCM application – the manager will be REQUIRED to approve/deny any request(s) submitted in SAAM by their employees. 2. Application owners – are individuals identified as a data or application level owner responsible for confirming the appropriateness of the individual’s right and designated level of access requested in the SAAM. If an application owner is ALSO identified as an approver, they will be REQUIRED to review and/or approve/deny ALL requests for access to their respective systems. SAAM allows up to 3 levels of application owner approvals. If you are designated as both a manager AND an application owner, the default display will be as a manager showing your direct reports, as previously stated. Only AFTER you click the Approve A option ( ) on the Actions menu will the left section of the panel list those individuals that are requesting access to application(s) you own. A Items will only display in the left side of the panel if you have outstanding approvals. Making a selection from the list will open the details and approval page on the right side of the panel. May 2015 Infor internal use only 3-1
Approver Functions The Close SAAM Request function is also on the Actions menu, but it is ONLY available to users with users with some level Administrative access in the SAAM system. The functionality of the Close SAAM Request is presented in the Chapter 5 – Administrative Functions. Display Employee Information At any time during the approval process you, as an approver, may need to confirm some employee information. The SAAM application provides the ability to display selected employee related information. To display the information, click on the down arrow on the right side of the panel on the line where your name is displayed. The SAAM application will then display your employee information, similar to the example shown below. 3-2 Infor internal use only SAAM User Guide
Approve/Reject a Request Approve/Reject a Request A manager/approver can perform three one of three actions a request: Button/Action Description Approve the request and when applicable pass the request to the next application owner for approval. Reject the request and notify the user of the reason for the rejection. Reassign the request to another application owner for their approval. Approve a Request As an example we will approve the illustrated request: When the manager/approver selects the Approve function from the Actions menu - a panel similar to the one illustrated ( ) will be displayed: May 2015 3-3
Approver Functions The Manager/approver can then click the desired request (for the user AND application) ( ). The SAAM application will then open the request ( ) for approval action. When needed, the manager may add any comments pertinent to the request - that may need to be seen by any additional application owners. This field may also contain special instructions for the application administrator, when granting access in the Additional Comments field ( ). The Manager/approver can then click the button ( ). After clicking the button the SAAM application will display a confirmation request: To complete the approval and pass the request to the next level application owner, click the button ( ). After approving the request the SAAM application will display this message: Next Level(s) of Approval An email will be sent to the next level application owner advising them that the request is available for their review and approval. The approver may use the link Click ( ) in the email to launch Infor Ming.le. The manager will then need to open SAAM to perform their approval process. Exactly the same process would be used by the all remaining levels (as each request can have up to 3 levels PLUS the IT Helpdesk/Application Administrator level). 3-4 Infor internal use only SAAM User Guide
Approve/Reject a Request The manager and the user can run the Request History report to check the status of all requests. (See Chapter 3 – Reports for additional information.) The above example shows that the request has been Approved ( ) by the first lever application owner (the users’ immediate manager) and has been passed the second level application owner where the request is now in Waiting for Approval status ( ). Exactly the same approval process, as has been presented in this section, would be followed by the next level(s) of application owner(s) when processing this request. Completed Request After the Application Administrator has performed the necessary access rights assignment(s) for the approved request they will change the status of the request to Completed by HelpDesk. The request will be formally (and automatically) closed when the Application Administrator closes the ITSC ticket that was generated for the request. This concludes the life of the request. An email similar to the one in the illustration will be sent to the employee and the manager. When presented on reports the request will show the final status – Completed by HelpDesk. May 2015 3-5
Approver Functions Reject a Request During the approval process, any manager or application owner(s) have the option to reject a request. When rejecting a request it is REQUIRED to enter an explanation in the Additional Comments ( ) field explaining why this request is being rejected. The Comments, explaining why the request has been rejected will be included on the email sent back to the requestor. The application owner would then click the button ( ). The following message will be displayed, confirming the rejection action that has been taken: Just as there is a notification email sent when a request is accepted, similarly a notification email is sent when a request has been rejected: The rejection of a request will AUTOMATICALLY cancel any remaining approval levels and the request with Completed status. 3-6 Infor internal use only SAAM User Guide
Approve/Reject a Request When shown on a report the request will show a status or Rejected by Approver (application owner), and any additional approval levels and the GHD level will show a status of Canceled by (previous) Approver. May 2015 3-7
Approver Functions
1-4 Infor internal use only SAAM User Guide When you access the SAAM application via Infor Ming.le, the application opens with a page displaying your current requests. Sign Out from Infor Ming.le When you have completed you work in the SAAM application AND you have accessed via Infor Ming.le you can logout by:
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