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ASAP Online User Guide � Introduction��������������������... 2 � by techmaster


									                   ASAP Online User Guide

•   Introduction……………………………………………………...              2
•   Logging In……………………………………………………….                 3
•   Adding a Request: FAS, PSHR and PSFIN…………………….   11
•   Requesting a Profile Transfer……………………………………      33
•   Workflow of ASAP Systems…………………………………….          37
•   Modifying the Approver table…………………………………...     38
•   Searching for requests……………………………………………          46
•   Approving Requests……………………………………………...           50
•   Overview of New Enhancements………………………………...      55
•   FAQ………………………………………………………………                      57

                        April 11, 2001

The Automated Security Approval Process or ASAP was initiated to better facilitate
obtaining approvals for Account creations/modifications to the various Computer based
Administrative systems. The “old” way of obtaining approvals for access by the campus
community involved having the Departments fill out and sign the form ACS-025. The
approval process was hampered by the mail system, by absent approvers, etc. It was
further complicated by the fact that most people didn’t know who the Data Stewards were
at the time or who was the security contact in ACS. This led to forms going to the wrong
places, getting lost in the mail, etc.

It was decided that a better and more efficient way to handle this process would be to
make it available electronically via a platform independent means. This lead to the Web
solution we have currently. The web fills the gap between Unix workstations, PCs,
Macintosh's, remote users, etc. rather nicely. The only requirement of people who need
to use the system is that they be a current Employee or student and know how to login
using either their unity or sybase Id.

For future phases of this application, we are working not only to provide for the addition
of more Administrative systems not currently covered by ASAP but we also hope to have
the creation of accounts and permissions automated as well. We welcome any and all
feedback on this and any of ACS maintained applications. To give us feedback, just send
an email to and put “FEEDBACK- “ and the name of the application
in the subject line. Your email will be added to our trouble ticket system and your
comments will be referred to the unit in charge of programming the particular application
you referenced in your subject line. Regardless of whether your suggestions are
integrated into any future modifications of the application, you should hear back from us
even if only to thank you for your time and suggestions. We understand and appreciate
the importance of any feedback we get from our customers and will make every effort to
make our customers content with the applications they need to use on a daily basis.

That said, let’s get started!

NOTE: Screens shots are used following each section of instructions to further illustrate
the web application’s processes.

Logging In
You will need to begin from the main ACS home page and then login with either your
unity id or your sybase id. After that you will get the main ASAP menu. Each person
will have differing roles ranging from a single user who may view only to a multiple role
approver who may have approval permissions for a number of OUCs or may be a DVC
and a DS, etc.

 A note about security when logging into ANY web application. Most web applications
are like ASAP and use a variable known as a CGI variable to store the value of your
userid. This variable is available to anyone until you close your browser. Simply
logging out of the ASAP application does not clear this variable. Therefore if you logged
in as yourself, then left to go to lunch or for a meeting and someone has access to your
computer (ie students, other office workers, someone walking in off the street, etc), then
they could sit down at your computer and click on the link to the web apps you’ve been
into and access the information as if they were you. We strongly recommend that you
close all browser windows if your computer is in an unsecured area if you will be leaving
the computer for any length of time. Closing the browser windows which are open is the
ONLY way to clear this variable. This is true for both basic authentication and for
WRAP (the computing center’s authentication method).

This is the ACS Home Page. You may Login to ASAP by clicking on the Customer
Service link or if you’re at the DVC level or higher and you just need to process an
approval, simply click on the link in your email notification.

From the Customer Service link, you’ll choose Security Access.

Then click on the Automated Security Access Process link.

Now you’ll get another screen where you’ll choose to Start the Automated Security
Process application. You may also choose to open a copy of this manual from that page.

Once you click on Start the application, you’ll be prompted to login with you sybase or
unity id with a pop-up box.

You’ll Only get this screen the first time you login to ASAP for each session of your
browser. For example if you login and use ASAP, then terminate/exit your browser, you
will be prompted to login again if you go back to ASAP. The login ID is stored in the
browser’s variable. If you work in a shared environment, you’ll want to exit all copies of
your browser after logging off of ASAP each time so that no one will be able to access
ASAP with your information.

This is your Initial menu screen showing you the Approver roles that you are qualified to
use to give access to your employees. You may have only one role which is fine. If you
only have one role, all you’ll see are your menu choices. To change roles at any point,
you may click on the Main Menu link at the bottom of all ASAP web pages to return to
this screen.

You will need to login as the highest roleid which matches the SchDept of the person for
whom you’re requesting access. Ie if you have permissions to add requests for OUC
9999 as Dept Head and OUC 99 as DVC, then go ahead and add the request as DVC to
allow for faster processing by skipping a level of approval.

This is your role’s main menu. Each role will have differing items on their menu. For
example, a Dept Head will NOT see an option for Approving requests since a Dept Head
can only enter requests but all levels higher than DH, will have an option for approving

Adding a Request
1) Click on Add a Request
2) Enter the SSN of the person for whom you want to give access
3) If the person is a valid Employee in the PSHR system and is within the OUC range of
   the role you’re currently using, select the system to give them access to and fill out
   that system’s required fields.
4) Then click on suspend or submit. Use suspend ONLY when you aren’t ready to send
   the item on for approval at the next level. Ie you realize after beginning that you
   don’t have all the needed information or while in the middle of constructing the
   request, you are interrupted and don’t want to start over from the beginning. If you
   have suspended an item and are ready to finish it up, then just go back into ASAP and
   click on Suspensed Requests. Click on the request Id and then finish filling out the
   form and click on Submit.
5) Once all requests are successfully submitted, an email will be sent to the next
   approver(s) in the workflow. (see page 37 for the Workflow graphics)
6) The original submitter will receive an email as each request is approved at the highest
   approval level in that system’s workflow.
7) You now have a button which you can press to enter another request for the same
   person without having to re-enter their ssn and go through all the employee validation
   checks listed above.

• A signed Compliance statement must be on file before ANY request will be approved
  at the highest level required by the system Workflow.
• To check the status of any request, bring up the request for viewing and look at it’s
  history at the bottom of the page.
• The ASAP database is populated with the latest PSHR transactions which are
  approved at the dept level regardless of effective date.
• Make sure that employee information is entered into PSHR as accurately as possible.
  We recently had a problem with a request because the employee was entered into
  PSHR with an incorrect SSN and then the employee’s record was corrected a month
  later. BUT in the meantime, their incorrect information had already been copied into
  the ASAP Master PS databases incorrectly and since we rely on getting correct
  information from PSHR, the change in SSN was not caught until someone entering a
  PSHR request for this person got an error from ASAP.

To add a request, click on the link “Add a Request”. Each roleID will have it’s own
menu options. For instance, Data Stewards do not add requests but Dept Heads, DVCs
and ACS are allowed to add requests. The example above uses a DH role for OUC 1103.

Enter the SSN of the person for whom you’re requesting access.
Once you’ve entered the SSN, a series of checks will begin to verify that the person’s
home dept in PSHR is within the OUC range of the RoleID you are currently using. If

it’s not, you’ll get an error message telling you what their home OUC is and which OUC
you’re currently authorized to use. A check will also be made to verify that they exist in
the ASAP Master databases. A person should exist in the ASAP Master databases the
day after they are entered into the PSHR and approved/processed at the department level
and that appointment has not been rejected at any higher level. ASAP picks up the last
valid employee record regardless of effective date. So you might want to hold off
entering a transfer to another college/dept for some way off future date if you think you
might need to still enter ASAP requests while that person is in your department.

Example of the error message you get when you try to enter a request for someone
outside of your logged in Approver role’s authority. Remember to make sure the
employee’s Home Dept as assigned in PSHR is valid within the role Authority you are

currently using. FAS OUCs & Assigned OUCs are NOT used for security purposes in
ASAP, we only use the Home Dept OUC. For example, you wouldn’t sign on as DH for
OUC 1103 for an employee whose Home Dept is 4650. If you had a role of DH for
4650, then you’d sign on using that role.

Example of someone who has not yet been entered into PSHR and this Dept Head tried to
enter a request anyway. Remember that everyone must have a valid entry in PSHR and
that the last approved paper will be selected the day AFTER the paper has been entered.
The delay is due to the feed of these databases running at night.

The above screen illustrates a case where the approver has entered someone who does not
have a Compliance statement on record. The system will allow you to go ahead and enter
a request BUT the request will NOT be approved at the highest level until ACS has
received the signed hard copy of the Compliance Statement. If you click on the “yes”
link, then you can go ahead and print out the Compliance Statement to expedite getting it
over to ACS for entry into the Compliance Table.

This is the screen you’ll get if you have authority to enter a request for the SSN you
entered, the person was entered into PSHR correctly.

Now we’re going to enter a request to access the FAS system.

You must select at least one of the FAS systems, either FAS1 or FAS2 and you must
enter at least one set of beginning and ending oucs. The OUCs will be verified to make
certain that they are valid OUCs. If you don’t meet the minimum error condition
requirements, you’ll get an error screen instructing you on how to fix the problems.

* FAS1 & FAS2 translate to a listing of transaction screens.

Once you have submitted a successful entry, you’ll get the screen above. This screen
gives you some useful information. It tells you whether or not there were errors in your
entry (ie minor errors which wouldn’t stop the execution of the request submission like
the compliance stmt not being on record), it also tells you the Request ID that was
assigned to this request and finally, it lists the email addresses of all the approvers who
are qualified to approve this request. This example only has one approver at the next
level but it is very likely that there could be more than one. If you have more than one
request to enter, you can click on the Add Another Request for this Employee button to
proceed without having to start over at the main menu with Add a Request.

This screen shows us the email that was generated by the previous FAS request and was
sent to Note that the email tells us the name of the person for
whom the request was made, their sybase login id if they have a signed Compliance
statement on record, which system the request was made for, the Request ID and which
role the Approver needs to use to login (this is very useful for those approvers who may
have multiple approver roles). The email gives the approver the direct link to the ASAP
system so they can save time by just clicking on the link shown instead of having to
navigate through the ACS home page.

This is the same screen we saw earlier where we simply choose the System for which we
want to make a request for access. We’ll show a PSHR Request next. We clicked on the
Add Another Request for this Employee button in order to bring us directly back to this
page without having to rekey anything.

Notice that the arrow is on the button for OUC list. If for some reason, you need to
lookup an OUC, then click this button after entering the OUC portion you wish to see.

This screen is the results of our search for all OUCs. To get all OUCs just leave the field
blank and click on the OUC List button.

Once you get this screen and are confident that you know which OUCs to enter for the
employee, then you may update the employee’s email address if you need to (this is auto
generated by using the first name, underscore and then the last name but this may not be
correct since some people don’t go by there first names. Ie Robert Rouse may use as his email address versus ) and then you must
enter at least one dept ID, dept app type, and access code in order to pass the minimum
error conditions. Comments are optional but welcome if they give further explanations of
special situations.

* Remember that what you submit OVERWRITES (not adds to) the current PSHR
account record for this person.

As before, you may either suspend or Submit the item. Only suspend the item if you
need to come back to work on it at a later time.

The successful submission screen looks the same for all the different systems in ASAP.

The email notification to the approvers also has the same wording and format for all
systems. The only change is name of the system for which you’re requesting access.

Currently the PSHR and PS FIN systems are the only systems which are keeping a
history of the current account setups. So if you need to add a new OUC to an existing
PSHR account setup, you won’t need to type in all the information for the employee from
scratch but will simply add the new line of permissons requested.
We won’t bother doing screen captures for all of the systems in ASAP since the format is
the same. Since the PS FIN is a new form, I’ll go over it next. The only thing that varies
is the requirements for each system. For instance Fas & APPS are Read Only systems so
you wouldn’t need to select a “type of access” field for either of them.

PeopleSoft Financials
We won’t go into the every detail of the flow of this form since we’ve done that with two
other forms and it’s the same for all the types of forms. What we will do is look at
particulars of filling out the form and discuss the flow of the form.

Let’s start with the form:

You’ll select it from the menu just like the others. Here we chose to enter the financials
form immediately after entering the PSHR form by clicking on the “Add another form for
this employee” button.

Okay, the form is too long for us to “capture” a screen shot of the whole thing so we’ll
take it in pieces. If you wish to terminate this employee’s access to PS FIN, then click on
the Yes option in the 1st block and that’s all you need to do. You’ll get the message listed
below informing you that leaving this option turned on will clear all selections below it.
You can then change your mind and click on No or leave it clicked on Yes. If Yes, go
ahead and submit the request.

Make sure you verify the employee’s email address. This address is either picked up
from PSHR’s master table or it’s built for you. Either way, you really need to verify this
address because it’s what our staff will use to notify the employee of their account
information once the account has been setup. In the future, the account setup may be
automated and this step in filling out the form becomes even more critical.

Under the Security Administrator, if you choose Inquire Only, you’ll get a box letting
you know that everything below this option will be cleared. This is okay, if this
employee will be inquire only but if not, then uncheck the box. If it is left checked, then
go ahead and submit the form. There’s no need to fill anything else out.

When requesting access to oucs for originators, you may use the ALL OUCs checkbox
ONLY if this employee needs access to all campus oucs. Making this selection will
automatically erase all other oucs for this selection and will populate the 1st two oucs
with 0001 for you. This feature toggles on & off. If you choose to have ALL OUCs for
any of the selections or you choose a Special Approver in the Approver section, you
MUST enter comments in the comments sections to justify why you feel this employee
needs this access. Making these selections will also forward this request to a “Special
Approver” for approval of this access.

The Billing unit drop down box is populated directly from PeopleSoft. This is a single
choice option so either click a billing unit or leave it set to the blank option.

Under Section I for the Originator, please use the search buttons to pull in the people in
this employee’s workflow. Ie the approvers. The buttons will allow you to perform a
search by name, ssn or dept and will then populate the box with their unity id and name.
This eliminates the chance of data entry errors. The Ids will be used later by the Data
Steward to determine if new pools need to be made or if the employee can be added to an
existing pool.

If you click on Approver Only in section II, you’ll get a message indicating that all
information in the Originator section will be deleted. You can either leave it as is or
uncheck it if needed.

Click on the appropriate checkboxes for approver modules or select as many Special
Approver modules as needed. Special Approver will trigger a need for justification in the
comments and will require approval from the “Special Approver” for Financials.

Again, please use the search buttons for obtaining the appropriate employee information
in the Approver Workflow Section in Section III. The same reasons apply as with
Section I.

Now you’re ready to submit the request. The only thing that may be different from the
other forms in ASAP is the addition of the special approver which is triggered for some
requests but not all so I won’t show you the “success” screen or the email generated.

Following are some screen shots of the PS Financials form and various popup boxes:

You get the popup box above when you click on Terminate this employee’s access.

This popup box goes with the option for “Inquire Access ONLY”.

This popup box that goes along with the option for Approver ONLY.

If you use the Search buttons, this is the popup search screen you’ll get. Either enter
something for the Employee’s last name, or the some of the departmental OUC, or the
employee’s SSN. Then click on Search to find all matches. Here we’re searching for
everyone in the department whose ouc begins with 465.

Once you press the search button, you’ll either get a listing of employees to choose from
or you’ll get a message “NO RECORDS FOUND”. Scroll through the list and click the
Select button to select the correct employee. Once you click the Select button, the
window closes and the fields for operator id and name are filled in for you.

Here we selected the employees Mardecia Bell and Ron Melbourne. Note that both of
their names are in the correct format of last, first. Using the Search button ensures that
correct information goes into these fields and in the correct format. Please use them!

Profile Transfers:
We’ll assume that you’re already logged in and know which role to use for the person for
whom you’re requesting access.

1) Click on Request a Profile Transfer
2) Enter the SSN of the person for whom you want to give access. ASAP will now
   verify the employee using the same criteria as for all other system requests, ie the
   person must be a valid Employee visible in the ASAP Master databases, the person
   should be within your OUC authority, and the person should have a Compliance
   Statement on file. If the employee passes all these checks, you’ll be prompted to go
   ahead and enter the SSN, Name and the vacant position number of the employee who
   was in the vacant position and whose profile you’d like to give to this new employee.
   NOTE: The position must be vacant or your request will be rejected by ACS
   Security. This feature is NOT to be used to “copy” one employee’s profile to another
   employee for filled positions.
3) Then click on suspend or submit. Use suspend ONLY when you aren’t ready to send
   the item on for approval at the next level. Ie you realize after beginning that you
   don’t have all the needed information or while in the middle of constructing the
   request, you are interrupted and don’t want to start over from the beginning. If you
   have suspended an item and are ready to finish it up, then just go back into ASAP and
   click on Suspensed Requests. Click on the request Id and then finish filling out the
   form and click on Submit.
4) Once all requests are successfully submitted, an email will be sent to the next
   approver(s) in the workflow.
5) The original submitter will receive an email as each request is approved at the highest
   approval level in that system’s workflow.

Screen Shots of a Profile Transfer Request follow:

To request a Profile Transfer just click on the appropriate link on your menu.

Enter the SSN of the Employee for whom you are requesting a Profile Transfer. The
Employee must be entered in the PSHR system with a Home Dept which is within your
range of authority for the RoleId you’re currently using. The Employee should also have
a current Signed Compliance Statement on file.

In this example we see the DVC asking for a Profile transfer for all accounts from the
former employee Testy Tooloo to William Collins. You are required to fill out all fields
in order to pass the minimum error conditions. Hit Suspend to move the item to the
suspense area of your menu or click on Submit to send it to ASAP for processing.

Everything thing else is the same as with all the other system requests so I won’t repeat
those screens here. Refer to the previous section of Adding a Request if you need to
review the email screen, error screens or the Validation of submission screen.

Below are graphical representations of the Work Flow of the ASAP application.

Work Flow for FAS, APPS & PICS:

Dept Head → Dean/Vice → Data Steward → ACS Grants Access
Initiates     Chancellor Approves         & Completes the Request
              Initiates or

Work Flow for PSFIN:

Dept Head → Dean/Vice →            if either a Special Approver, →Data Steward
Initiates     Chancellor               Or full campus access is        ==grants access
              Initiates or             requested under Add/Update      ==& Completes
              Approves                 Access, then approval is needed ==Request
                                       By the Special Approver for PSFN

Work Flow for PSHR:

Dept Head → Dean/Vice →            Data Steward
Initiates     Chancellor               grants access
              Initiates or             & Completes the
              Approves                 Request

Work Flow for Roscoe, TSO, Profile Transfer & Other:

Dept Head
Or Dean/Vice Chancellor →              ACS Grants Access &
Initiates                                     Completes the Request

Work Flow for Student:

Dept Head → Dean/Vice → ACS Takes → Data Steward → ACS Grants
Initiates     Chancellor   Action &   Approves      Access &
              Initiates or Approves                 Completes
              Approves                              the Request

Modifying the Approver Table

If you are in the Approver table with permissions to modify the Approver table, then you may add
new employees, delete existing employees or modify existing employees permissions.

You may only make changes to your OUC Authority you’re currently using and for your level of
access. Ie a DVC may enter a DH but will only be able to edit/delete those in his OUC authority at
the DVC level.

If you are in the Approver table and don’t have permissions to modify the Approver table, then you
won’t see the option on your menu items.

The following are screen shots of changing permissions and then adding a person to the table:

Choose Modify Approver Table from the listing of menu items.

The Modify Approver table option has been substantially changed to make life easier on those who
need to maintain their unit’s access. You now get a listing of all employees who are in the
Approver table within the ouc range of the role you are logged in with. This is true for both Dept
Heads and DVC’s. This should prove very useful to the DVCs.

To Edit an employee, simply click on the name of the employee to be edited and then click the Edit
button. The same is true for the Delete option. Simply click on the Delete button after highlighting
the employee to be deleted.

To add an employee, click the add button. You’ll then need to enter the SSN of the employee to be
added. The program will verify that the employee exists in the MstrPS table (ie PSHR) and will
then populate the fields for name, emplid, etc. You will be allowed to enter the fields which may
change and are relevant for you to update.

Click on the Add button to add a new employee to the Approver table within this role’s ouc/system

Enter the SSN of the employee to be added to the approver table. This employee will be verified to
be on MstrPS table.

If the employee passes validation, note that the fields for SSN, Name, Title, and OUC are prefilled
and are not updateable by the Dept head. The DVC may update the title to be either DH or DVC
and the DVC may enter an OUC which falls within the OUC range of the role they are logged in
with. Otherwise, you may correct their email address (which is formed by taking their first name
and their last name and adding to it. Allow to modify Approver Table is auto selected
as Yes. Make sure to change this if you only want the employee to be able to add requests or, if at
the DVC level, approve requests but NOT to modify the approver table.

NOTE: At least two individuals at each level should be able to modify the Approver table. All
Dept heads and DVCs will be entered into the table as approvers AND the “real role” flag will be
set so that you can NOT delete these individuals. If you try to delete a real DH or DVC, you’ll get
the error message shown on the screen below.

Deleting someone from the Approver table.

If this person really shouldn’t be in the “real role”, please let ACS Security know by contacting
them at 513-1192 or

As before, you are still NOT allowed to delete yourself from the Approver table. Hence the need
to always have at least two individuals at each approver level who are able to modify the table.

Searching for Specific Requests

If this item is present on your menu, then you are allowed to view all requests within your logged
in role’s authority. To perform the search simply make the selection from the main menu and then
enter the first few characters of the name of the person for whom you wish to search. This may be
alittle slow to get results back since it has to pull in from the entire database. Please be patient and
you’ll be rewarded with a listing of all requests for persons with last names matching the characters
you entered in the search criteria.

Screen shot follows:

Select the menu item to allow you to search for a specific request.

Enter your search criteria into the text box and click on the Search button. Now wait for the

Now you should be able to find the request you’re looking for by scanning down the list. If not,
you might need to enter more of the person’s name or in cases where you’re not really sure of the
spelling… enter less characters of their last name to get more results.

That’s all there is to performing a search.
Note that I’ve gotten a printable version of this employee’s PS Financials Request.

Approving Requests
Approvers at the DVC level and higher will need to approve requests. This is as simple as clicking
on the link “Approve Pending Requests” from their role’s menu. Click on the request id in the
listing of items pending approval and then either click on the approve button to approve the request
or with/without entering comments OR click the Reject button to deny the request. You MUST
enter comments for Rejections. The comments you enter will be displayed in the email messages
to the original submitter as well as be displayed as a permanent part of the Request record which
will display on the screen each time the record is viewed.

Click on “Approve Pending Requests” to see what needs to be approved by this role.

To view and approve/reject a request, you’ll need to click on the request id. We will approve
request id 884 in this example.

If I had decided to reject this request and had failed to enter comments, I would have gotten an
error screen instructing me to enter comments or get over the problem with the request. But I
approved it so I then get my standard screen informing me of the status of the Request submission,
the request id, the email address of the original submitter (if no one has deleted their record from
the database). The program will then return me to my Approver page automatically within 3
seconds. If there are no more requests to be approved, I’ll get the following screen on page 54. A
copy of the email sent follows:

You’re done approving requests for this role!

  Overview of New Enhancements
  Below is a table of the two Phases of modifications to ASAP in the past two years. Phase IA is
  marked with year 2000 and Phase I is marked with year 2001.

Phase Year                     Enhancement                                                    Effect
      2001 Rewrite ASAP in perl from Hathsite                     None.
      2001 Enhance User Interface to have a cleaner, more         Should be easier to use. A direct link to the Compliance
           consistent look. Make it easier for the user to work   table pdf file has been put in the application.
      2001                                                      Security holes identified have been removed. Modify
           Tighten security on command line arguments, etc.     Approver table now restricts approver to only the role’s
                                                                title and range to which they are logged in with.
      2001                                                      No paper forms will be used for getting access to
           Add PS Financials form to ASAP.
                                                                PeopleSoft now that both systems are in ASAP.
      2001 Add a flag which will allow Dept Heads and DVCs to A simple toggle switch was added to these roles menus.
           turn off their email notifications.
      2001                                                      ACS is the only approver with the power to edit the “real
           Add all DHs and DVCs to the Approver table and
                                                                role” field. Other approvers can NOT delete these
           mark them as “real”.
                                                                approvers from their tables.
      2001 Make Compliance table contain only one record per Cleaner and easier for Security to use.
           person. Try to update the data so that each person’s
           information is what shows in PS HR.
      2000                                                      This change removes the wait of two to three weeks to
           Allowed departments to enter access requests sooner
                                                                have all approvals done on the PSHR paper. We now only
           for new employees and employees transferring within
                                                                need for the dept to process the paper and are taking the
           the campus.
                                                                last paper entered regardless of the effective date.
      2000                                                      Allows you to request this process in one easy step and not
           Allowed departments to request profile transfers for to have worry about looking up the previous employee’s
           existing, vacated positions by adding a new menu     paperwork to find out what you need to request for the
           item called Profile Transfers.                       new employee. ACS Security will lookup this information
                                                                for you.
      2000                                                      ASAP databases were originally built with the 1st pass of
                                                                the database load into PSHR. As new employees came
           Incorporated all NCSU employees into the ASAP        onboard and other employees moved to new depts, the
           Master PS database.                                  database was grossly outdated. Getting people manually
                                                                entered into the Master database was costly in terms of
                                                                time and aggravation to end users.
      2000                                                      All error messages which referred people to their dept
                                                                coordinator or ACS Security were changed to reflect the
                                                                phone #s, and links for email addresses. Error messages
           Improved ASAP error messages to be more
                                                                were also reworded to make them easier to understand.
           descriptive and also improved the email messages and
                                                                Email messages were changed so that an extra clickable
           email delivery.
                                                                screen was removed and the messages themselves now
                                                                contain useful information to the end user. Emails now go
                                                                so far as to tell the approver which role to login as.
      2000                                                      The application’s screens had varying font sizes, types and
           Modified the User Interface to be consistent
                                                                just didn’t have a consistent look to them. The changes
           throughout the application.
                                                                give the program and “friendlier” look.
      2000                                                      The search for suspensed items was excruciatingly slow so
           Sped up the main menu for Approvers                  this section of the main login screen was moved to be a
                                                                separate “clickable” menu item when needed.
      2000 Removed the extra page that confirms logged on role Gives the approvers one less useless screen to deal with.
           status for multiple role approvers.
           Have the application automatically updating the ssn, Before now only the email field is getting updated and it is
           home dept, operid, and name fields in the MstrPS     necessary to keep this information updated so that it will
           table whenever the data Steward approves the PSHR be useful for reporting purposes as well as automating
     request                                                  creation of the accounts.
2000 Changed the "not in your jurisdiction" message to tell   This has made a huge difference in the number of calls
     them what OUC the person has and what OUC they           ACS Security gets with Departments being confused or
     are logged on using as well as they can't access the     angry about why they can’t add a request for one of their
     person because of the conflict in OUCs.                  employees.

Frequently Asked Questions
Q: Whom can I add a request for?
A: You are allowed to add requests for anyone who has been entered into PSHR with a Home
Dept OUC which is within your assigned authority for the roles you’ve been given. You will need
to login with the correct role Id for that person if you have multiple roleIds.

Q: How do I know who can approve my requests when I submit them?
A: The validation screen you receive after a successful submission lists all the email addresses of
the approvers who are next in line to approve your request. You don’t need to worry about any
approvers higher than that next level since it’s all automated in the system.

Q: I should have access to a person because they are working for us and are paid by us but they are
in PSHR with another Home OUC because they are technically owned by another Department.
What do I do now?
A:You have three options – obtain access to the OUC of the other department so that you can
process ASAP requests for this person (the other dept will need to add your record by using the
modify approver table menu item), have that dept enter the ASAP request for you or you can call
ACS Security at x3-1192 to get help with getting this person’s request done if that dept doesn’t
want to give you access to their OUC.

Q: I got an email telling me that I had an ASAP request to approve but when I logged in there were
no requests pending approval. Where did it go?
A: There may be more than one approver for any system, DVC level so it’s quite possible to have
someone “beat you” to the punch and approve the Request before you logged in to do the same.

Q: I can’t delete myself from the approver table, is this a bug in the program?
A: No, it’s a protective feature of the application not to allow someone to delete themselves.

Q: Is it best to have more than one person who can process ASAP requests and modify the
approver table at each level?
A: Most definitely! Since you can’t delete yourself, someone else will have to when you leave. A
lot of people have left their jobs and have not added someone to take their places. Guess what?
Now that dept has to go through the process of waiting for someone else to add the person that they
want to take over the ASAP role. I suggest having at least two people who are trained and have
access to ASAP for entries and approvals. If nothing else, no one has ever complained about
having a backup for when they needed to go on vacation.

Q: I tried to add a someone to the Approver table but it says they are already in there with this ouc.
Did I do something wrong?
A: Yeah, don’t try to add someone twice with the exact same fields! The program no longer allows
you to add duplicate records to the Approver table.

Q: I tried to delete my dept head from the Approver table because he really doesn’t need to be in
there. EVERY request should come through me. ASAP won’t let me delete him because it’s
saying he’s in the real role. What does that mean?
A: It means he’s the actual Dept head and so you will NOT be allowed to delete him. ONLY ACS
can add real dept heads and ONLY ACS can delete them. This is so that we can be assured that
there will always be someone at each approval level who has approval authority. The bottom line
is that the buck stops with those who are the actual heads, deans and directors. They should be in

the system because if there’s ever a question about why someone got approved, it’ll be there
responsibility to answer for those actions.


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