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Yearly Access Review

November 14, 2023

2023 YAR Review Due December 4
Review Period: 11/16/23 - 12/4/23

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. If you have any problems accessing the folder, please contact Trina Weekes and Nabila Bouzir.

Please refer to the info below and Yearly Access Review 2023 PPT for details on how to review the worksheets for each application. After completing your review, please submit the 2023 Yearly Access Review Survey.

IMPORTANT: The 2023 YAR must be completed by Monday, December 4, 2023

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 - PIDB_Your Depatrment.xlsx
    • Wasabi - Wasabi_Your Dataset.xlsx
  2. Review each worksheet for accuracy. For worksheet review details, please see the Yearly Access Review 2023 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 2023 Yearly Access Review Survey after completing your review, to provide a record of when you completed the review

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Buy-to-Pay (B2P) Worksheet

The B2P worksheet identifies people who have supplier portal, general (shopper), requestor, and approver access.

  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 with questions about this worksheet

CONCUR Worksheet

The CONCUR worksheet identifies people who have access greater than a preparer role. 

  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 with questions about this worksheet

GMAS Worksheet

The GMAS worksheet identifies individual's role in GMAS and role by responsible Org. 

  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 Jenille Plummer 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. 

  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. 

  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. 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 Nabila Bouzir 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 Nabila Bouzir with questions about this worksheet

PI Dashboard Worksheet

The PI Dashboard worksheet identifies staff and their level of access. 

  1. Open the worksheet labeled PIDB_Your Department.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 Louis Venturelli with questions about this worksheet

Wasabi Worksheet

The Wasabi worksheet identifies staff with access to Wasabi and the modules/levels of access. 

  1. Open the worksheet labeled WasabiSecurity_Your Dataset-2023.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
See also: ALL News Items, Staff Heads Up, Systems