Overview

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This article describes how to review and update Oracle access and roles for an employee who transfers to another department.

Essential Information

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• Complete deprovisioning of an employee's Oracle roles is not required.
• Deprovision any workflow roles, purchasing authority, or elevated roles specifically assigned by the department.
• Standard roles do not need to be removed unless the employee is separating or transferring to other business unit.
• Communication between departments may be needed.

Next Steps

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1. Departments the employee is transferring from should use the UCSD-BIP Campus User Roles report in the Business Analytics Hub to review the roles assigned to the employee.

2. Standard inquiry and reporting roles do not need to be removed unless the employee is separating employment or affiliation with the University or transfers to another business unit (Campus to Health System or vice versa), unless the department determines the user does not need these roles. Standard inquiry and reporting roles are outlined in KB0032200: How to Determine the Oracle & Concur Standard Roles Departmental Preparers Need.

3. Departments the employee is transferring from should use the Oracle and Concur Role Removal Request form to remove the following roles:

1. All Workflow Roles
   
   • UCSD WF XXXXXXX Approver JR
   • UCSD WF XXXXXXX Department Head JR
   • UCSD WF XXXXXXX Special Entertainment Approver JR
   • UCSD WF XXXXXXC Cost Adjustment Approver JR
2. Any Purchasing Authority Job Grades
   
   • Department Shopper 500
   • Department Shopper 2500
   • Department Shopper 5000
3. All Other Departmental and Central Office Roles, such as:
   
   • UCSD PPM Project Adjustments JR
   • UCSD PPM PADUA Write User JR
   • UCSD AR Invoice Entry JR
   • UCSD AR Adjustment Entry JR
   • UCSD GL Journal Entry JR
   • UCSD BI Modeler JR
   • UCSD BI Author JR

4.  If other roles are being removed, then employee should be notified of the roles being removed to allow the employee to coordinate with their new department. 

5. Departments receiving the employee should use the Campus User Roles report in the Business Analytics Hub to confirm the roles assigned to the employee.

1. See KB0032242: How to Look Up User Roles in Oracle for instructions on how to use the Campus User Roles report.