Introduction

The University of Alberta is currently using three PeopleSoft applications, two web based applications and other software: 

PeopleSoft is a web-based application designed to help users perform, track, validate, and verify specific tasks or transactions using delivered tools.  PeopleSoft applications use an Oracle database to store data.  Oracle is a Relational Database, which means that similar types of data are stored in tables that can be linked to each other for cross-referencing.  Each application contains commonly shared tables so entering data into one application may impact the other applications.  

• Campus Solutions (CS):  Used to manage student information such as records, recruiting, application processing and evaluation, academic progress, course planning and scheduling, disbursing scholarships and award management.
• Human Capital Management (HCM):  Used to manage payroll, benefits and pension transactions as well as employee history and time and leave tracking.
• Financials (FS):  Used to track overall financial transactions. Manages the integrity of all PeopleSoft Financials modules, financial reports, chart of accounts, and inter-module balances.  Responsible for the procurement of goods or services and the payment of Supplier invoices as well as processing research applications, projects and awards (including institutional awards).
• SupplyNet:  An eProcurement platform used to track and manage the majority of the University's Purchasing activity

To find out how to obtain Security Access to PeopleSoft and SupplyNet follow this article's Procedure. 

uPlan, GSMS and ARISE Security Access are not managed with PeopleSoft and SupplyNet Security.  To learn how to get Access to these applications read the following information on uPlan, GSMS and ARISE as well as the Applicability section of this article:

• uPlan:  A Planning and Budgeting Cloud Service software that supports the University's integrated planning, budgeting and forecasting. 
  • Navigation:  Finance, Procurement and Planning Website > Financial Management > uPlan > uPlan > uPlan Security Access Form. Documents Navigate to uPlan Documents and scroll down to Obtaining Access to uPlan heading.  Click on the uPlan Security Access Form link to download the Security Access Form.  Fill out the Security Access Form, attach it to an email and send to uPlan@ualberta.ca.
• GSMS:  A graduate student information system for Graduate Studies Admissions and Awards.  Since GSMS serves as a student information system for Graduate Studies, access will be granted based on the Campus Solutions Authorized Approver list. Prior to submitting the Security Access request, please ensure the form has been signed by an Authorized Approver that corresponds to the Department ID.
  • Navigation:  IST Website > Enterprise Apps > GSMS - Requesting User Access
  • Log into the portal
• ARISE: Alberta Research Information Services (ARISE) system provides secure online processes for:
  • Ethics review of research involving living human participants or their data or human biological materials (REB applications)
  • Ethics review of research, teaching, and testing using animals (ACUC applications)
  • Conflicts of interest disclosures (NIH affiliated funding)
  • Registration of all work involving hazardous materials by location, personnel, equipment, etc. 
  • Contact the Research Ethics Office (REO) for information on how to access REMO.  REMO user support is available during regular University business hours.
    • For research ethics, contact the Research Ethics Office (REO) at reoffice@ualberta.ca or 780-492-0459. 
    • For conflict of interest, contact the NIH Designated Official at nih@ualberta.ca or 780-289-4890.
    • For registration of work with hazardous materials, contact EHS at hse.info@ualberta.ca or, after hours, contact the U of A Control Centre at 780-492-5555 and request a call back from HSE. For more information visit the HSE webpage.

Applicability

Security is a function of limiting user access according to a person’s position-specific related duties and responsibilities. 

A Campus Computing ID (CCID) is required to access electronic services on Campus including (PeopleSoft, SupplyNet, uPLAN, GSMS and ARISE) discussed in this article.  CCID's are automatically assigned to people with specific Relationship to Institution.  A CCID is created on the earliest start date of a person’s relationships with the University. A CCID will expire when all of their multiple, simultaneous relationships have ended.

Procedure

A person must have a CCID and a defined Relationship to Institution before they can be given access to PeopleSoft and SupplyNet applications.  PeopleSoft and SupplyNet security is granted in two ways:

• Auto-Assigned Security Roles that are assigned based on a person’s Relationship to the Institution and/or data within PeopleSoft, such as being a member of a Project Team. These Security Roles are created and expired through automated processes.
• Security Roles that are added and removed using security forms

The PeopleSoft and SupplyNet security roles that are not dynamically assigned are requested by submitting security forms that have been signed by the unit's Authorized Approver. 

An Authorized Approver cannot delegate this authority to another.  Descriptions of the roles.

Note: Many forms are now electronic and completed through eSecurity in PeopleSoft. Only the forms that are still manual are posted. 

To obtain access to PeopleSoft or SupplyNet:

Navigation:  https://ist.ualberta.ca > Enterprise Applications >  Security Forms, User Roles & Access > eSecurity - Requesting PeopleSoft User Access or SupplyNet - Requesting User Access

1. Navigate to IST's Website by clicking the https://ist.ualberta.ca link
2. Click Enterprise Apps from menu
3. Scroll down to the Security Forms, User Roles & Access section. and click the eSecurity - Requesting PeopleSoft User Access or SupplyNet - Requesting User Access link
4. You will be redirected  to the  Enterprise Applications web page 
5. In the left hand menu Choose Security Forms and Information where you will find links to:
   • Access Information - provides links to information helpful to filling out Security Forms such as:  Relationships to Institution, Authorize Approvers etc.
   • PeopleSoft Security Forms - provides links to eSecurity and Security Forms to obtain or remove all access for PeopleSoft
   • SupplyNet Security Forms - provides links to Security Forms to obtain access for SupplyNet
6. Select the applicable Application Security Forms link
7. Select the Security Form applicable to the Access Requesting
8. Download and fill out the Security Form and Obtain applicable signatures
9. Email a scanned image of the completed form to the ISTEA Security email aissecurityforms@ais.ualberta.ca 

Additional Considerations (Notes)

UAPPOL Administrative Information Systems Security Policy

UAPPOL Administrative Information System Access and Maintenance Procedure

Related Knowledge

Request to be added or removed as an Authorized Approver for a department