Deadline: Yearly Access Review

Date: 

Friday, December 10, 2021 (All day)

 

The Yearly Access Review (YAR) process is an annual review of user access to Harvard Financial Systems, required by Harvard University IT Client Services, for the following applications: Buy-to-Pay (B2P); CONCUR; GMAS; HART (reporting); Oracle; PeopleSoft/QlikView/DZConnex (Fieldglass)/Equifax; PI Dashboard; and Wasabi.  

Please refer to the info below and Yearly Access Review 2021 PPT for details on how to review the worksheets for each application. 

 

IMPORTANT: The 2021 YAR must be completed by Friday, December 10, 2021

To complete the Yearly Access Review, please take the following steps:

  1. Access your department's security worksheets for each application listed below. NOTE: Files are saved in the S-Drive: S:\HR\Departments\Your Department\Annual Security Access Review 
    • Buy-to-Pay (B2P) - B2P_Your Department.xlsx
    • CONCUR - CONCUR_Your Department.xlsx
    • GMAS - GMAS_AT_Department Name.xlsx and GMAS_ST_Department Name.xlsx
    • HART (OBI) - HART_Your Department.xlsx
    • Oracle - Oracle_Your Department.xlsx
    • PeopleSoft/QlikView/DZConnex (Fieldglass)/Equifax - QV&PS_Your Dept.xlsx and Equifax_SPH^Your Department.xlsx
    • PI Dashboard - YAR_PI_Dashboard.xlsx
    • Wasabi - Wasabi_Your Dataset.xlsx
  2. Review each worksheet for accuracy.  For worksheet review details, please see the Yearly Access Review 2021 PPT AND the application info sections provided below
  3. Complete an Harvard Chan School Financial Application Request Form to add or change security access
  4. Submit the 2021 Yearly Access Review Survey after completing your review, to provide a record of when you completed the review

__________________________________________________________________________

Buy-to-Pay (B2P) Worksheet

 

The B2P worksheet identifies people who have supplier portal, general (shopper), requestor, and approver access. This report shows access as of 11/9/2021.

  1. Open the file marked B2P_Your Department.xlsx
  2. Review the worksheet to verify that the access for the people listed is appropriate based on their roles
  3. Enter "Remove" in the last column for anyone who should no longer have access
  4. Submit the Harvard Chan School Financial Application Request Form to add or change security
  5. Contact Lisa Parisi at 2-2488 with questions about this worksheet

 

 

CONCUR Worksheet

 

The CONCUR worksheet identifies people who have access greater than a preparer role. This report shows access as of 11/4/2021.

  1. Open the file marked CONCUR_Your Department.xlsx
  2. Review the worksheet to verify that the access for the people listed is appropriate based on their roles
  3. Enter "Remove" in the last column for anyone who should no longer have access
  4. Submit the Harvard Chan School Financial Application Request Form to add or change security
  5. Contact Lisa Parisi at 2-2488 with questions about this worksheet

 

 

GMAS Worksheet

 

The GMAS worksheet identifies individual's role in GMAS and role by responsible Org.  The GMAS reports reflect data as of 11/18/2021.

  1. You will review 2 files for GMAS. Open the files marked:
    1. GMAS_AT_Your Department.xlsx to review the individual's role in GMAS
    2. GMAS_ST_Your Department.xlsx to review the person's role by responsible Org
  2. Place an 'x' in the Remove Column (last column) to remove a person form a role or team
  3. Submit the Harvard Chan School Financial Application Request Form to add or change security
  4. Contact Kay Sullivan at 2-8187 with questions about this worksheet

 

 

HART Financial Worksheet

 

The HART worksheet identifies individual's financial security settings (access to reporting dashboards, such as the Transaction Listing, Journals, Cash Management, etc) in the Fin-CORE dashboards. For more information on HART security settings, please go to the HART Security page. The HART report reflects access as of 11/22/2021.

  1. Open the file marked HART_Your Department.xlsx
  2. Please review the worksheet to determine that the appropriate people in your department have access to the Fin-CORE dashboard
  3. Enter 'Remove' in the delete column to identify access that is to be deleted
  4. Submit the Harvard Chan School Financial Application Request Form to add or change security
  5. Contact Jenille Plummer with questions about this worksheet

 

 

Oracle Worksheet

 

The Oracle worksheet identifies individuals with access to Oracle applications, such as Buy-to-Pay, Web Voucher, Accounts Receivable, FEDEX, ADHOC Reporting. The Oracle report reflects data as of 11/22/2021.

  1. Open the file marked Oracle_Your Department.xlsx
  2. Review the worksheet to check that the access for the people listed is appropriate based on their roles
  3. Enter "Remove" in the last column for anyone who should no longer have access
  4. Submit the Harvard Chan School Financial Application Request Form to add or change security
  5. Contact Jenille Plummer with questions about this worksheet

 

 

PeopleSoft,QlikView, DZConnex (Fieldglass), Equifax Worksheets

 

There are two worksheets to for you to review:  One for individual’s PeopleSoft, QlikView, and DZConneX (Fieldglass) roles and the second one for Equifax roles.  The HR Reports reflect data as of 11/22/2021.  Please note that the Peoplesoft data includes auto assigned/basic PeopleSoft roles which is displayed for reference only and don’t need to be reviewed.

 

For PeopleSoft, QlikView, and DZConneX (Fieldglass):

  1. Open the file marked QV&PS_Your Department.xlsx
  2. Please review and the instructions at the top of the spreadsheet.  The description for each role have been placed within the spreadsheet for your convenience.
  3. Submit the Harvard Chan Financial Application Request Form to add or change security
  4. Contact Joanna Duque at 2-7241 with questions about this worksheet

 

For Equifax:

  1. Open the file marked Equifax_SPH^Your Department.xlsx
  2. Review the individual with the Equifax role and indicate in column H if the access should be removed
  3. Submit the Harvard Chan Financial Application Request Form to add or change security
  4. Contact Joanna Duque at 2-7241 with questions about this worksheet

 

 

PI Dashboard Worksheet

 

The PI Dashboard worksheet identifies staff and their level of access. The PI Dashboard report reflects data as of 11/22/2021.

  1. Open the worksheet labeled YAR_PI_Dashboard.xlsx
  2. Review the worksheet by using the “last name” column filter to review access for administrative staff in your department
  3. Submit the Harvard Chan School Financial Application Request Form to add or change security
  4. Contact Rachel Link with questions about this worksheet

 

 

Wasabi Worksheet

 

The Wasabi worksheet identifies staff with access to Wasabi and the modules/levels of access. The Wasabi report reflects data as of 11/22/2021.

  1. Open the worksheet labeled WasabiSecurity_Your Dataset-2021.xlsx
  2. If you see a 'YES' in the following columns, the user has access:
    • Col. H-Transmit PR, Col. J-Transmit G/L - Can transmit Payroll Actions and/or Journals
    • Col. K-Cost Transfer Approver - Can override/approve cost transfers
    • Col. G-Sees Salary - Can see salaries on Personnel Reports for the Dataset
    • Col. L-PR Employee Classes - Identifies which employee group(s) the user can create payroll actions for or view
  3. The remaining columns identify which menu items the user has access to:
    • Col. Q-Wasabi Accounts - Account Maintenance
    • Col. R-Wasabi Payroll - Personnel
    • Col. S-Wasabi Transactions - Journals
  4. Use the last column to identify changes and if access should be removed for anyone
  5. Note: Many departments will see the Research Administration Support Team (RAST) members on their Wasabi list of users. To effectively assist departments, RAST members are approved access to Accounts & Journals
  6. Please submit the Harvard Chan School Financial Application Request Form to add or change security
  7. Contact Rachel Dalby with questions about this worksheet