How to Make Access Requests for New Roles

Overview

 This article will describe how to determine existing roles and how to request new roles in Oracle and Concur

Critical Concepts

• Departments should identify a few people per unit to become familiar with the roles and access request guidelines to help coordinate and vet access requests
• Review and discuss appropriate roles with your Financial Unit approvers before submitting a request

Steps to Take

 Tasks Prior to Submitting an Oracle & Concur Access Request

• All employees established in UCPath and affiliates established in the MyAffiliates tool will automatically have a basic level of access to Oracle, $0 PO Requisitioner role and Concur
• Use the process outlined below to check for roles already assigned to your user profile, to have your access request processed in the most efficient manner
• The Campus User Roles Report provides a list of all users set up in Oracle and the roles they have been provisioned
• This report details:
  
  • All users who have SSO accounts (Active Directory or Business Systems access) will be included in this report
  • If an individual is not included in this report, that person does not have an SSO account set up in OFC
  • Which roles have been provisioned to a user

Follow these instructions to run the Campus User Roles Report:

1. Go to Business Analytics Hub
2. Click on Budget & Finance tab
3. Scroll down to UCSD-BIP Campus User Roles report
4. Right click the Run Report button and then click Open link in new tab
5. Log into Oracle via Company Single Sign-On if prompted
6. Once the report is presented, in the Email Address field, enter the email address of desired user(s), click Apply
7. Other filters can be used also

Completing the Oracle and Concur Role Request

• Click this link for the Oracle and Concur Role Request Form 
• If you are unsure about the roles needed, learn about How to Determine the Oracle & Concur Standard Roles Departmental Preparers Need
• Learn how to request Oracle System Roles: How to Request Oracle System Roles (Standard Roles)
• Learn how to request workflow approver roles: How to Request a Concur Approver Role
• Learn how to request a purchasing authority: How to Request a Purchasing Authority (Department Shopper Job Grade)

Concur Workflow Approver Roles (Department Head and Special Entertainment Approvers)

• Please note that Concur only grants either the Department Head Approver or the Special Entertainment Approver role per Financial Unit, but not both
• Both roles may not requested for the same Financial Unit, but Concur only assigned one role to the user
• We highly recommend that role requestors check the Campus User Roles report before requesting additional approver roles
• Monitoring efforts have been established to resolve these conflicts

Services & Support Role Approvers & How to Approve Role Requests

• Oracle & Concur Role Approver Lookup Tool
• Learn about the Role Approver Lookup Tool: How to Lookup Role Request Approvers
• Learn How to Approve Role Requests: How To Review Oracle & Concur Access Requests as an Approver
• Please note that approvers must log into Services and Support, click on My Stuff then Approvals to access their queue
• All role approvers need to check the Campus User Roles Report before a request is approved
• If the roles have been assigned already, then the role approver should reject the request in most cases

Watch: How to Approve Role Requests via ServiceNow

Role Assignment Review Process

1. After Financial Unit approval, roles requests will be reviewed for separation of duties, conflicts by internal controls
2. Separation of duties is necessary to ensure transactions are being completed in a manner that prevents errors or fraud
3. Roles that are identified as elevated will be reviewed for proper access by domain leads
4. Once roles are approved by the department and central office, the user will be provisioned in Oracle and Concur
5. The approver and individual provisioned will receive notification through an email

What to do if your role request does not close?

1. Submit a Ticket to have the Security Team review the status of your request
2. Select the following options on the form
   
   1. I want to: Ask a Question or Make a Request
   2. About: Access Requests to Financial Systems
   3. Related to: Oracle Financials Cloud
   4. More Specifically: Oracle Financials Cloud (Access or Role Inquiries)
   5. Subject: Need update on RITM(insert number)
3. The Security Team can manually assign Oracle roles that were approved and not provisioned yet