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 Navigate to IST's Website by clicking the https://ist.ualberta.ca link Click Enterprise Apps from menu Scroll down to the Security Forms, User Roles & Access section. and click the eSecurity - Requesting PeopleSoft User Access or SupplyNet - Requesting User Access link You will be redirected to the Enterprise Applications web page 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 Select the applicable Application Security Forms link Select the Security Form applicable to the Access Requesting Download and fill out the Security Form and Obtain applicable signatures 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

Introduction When you are new to the university and assigned a CCID for the first time, or when your employment ends and you receive a different CCID, you will need to accept the University of Alberta Confidentiality Agreement in order to access your employment information such as your paycheques and benefits on the system (Bear Tracks and PeopleSoft Human Capital Management). During this process you may experience difficulty or encounter a problem with sign-in to the system due to not having accepted your confidentiality agreement. This article provides guidance on the process and provides instructions on how to view and accept it.   Applicability This is applicable to a user who is accessing the employment information on Bear Tracks for the first time. This is also applicable to a user who received a different CCID upon transfer or termination of the user's employment.   Procedure  When you access your employment information links on Bear Tracks for the first time, you will be prompted to complete the University of Alberta Confidentiality Agreement in accordance with the Alberta Freedom of Information and Protection of Privacy (FOIP) Act. Below is a guide on how to accept the agreement and access your employment information from Bear Tracks and PeopleSoft Human Capital Management.     Log in to Bear Tracks from https://www.beartracks.ualberta.ca/. If necessary, click on the "Campus Solutions" dropdown menu up top and select "Bear Tracks" to switch to that section of the site. Click on the Employees tile as highlighted below, then the Employee Self-Service (HCM) link.   You should be taken to a page with an Employee Self-Service (HCM) link, click on that as well. If you are prompted with a screen with fields for User ID, Password and Select a Language, this means that you have not accepted the confidentiality agreement. Instead of filling in your user ID and password, please click on the "Security Declaration" link as per the on-screen instructions above the User ID box. You will be taken to the University of Alberta Confidentiality Agreement page. Please enter your CCID and password in the given fields and click on "Click Here to Proceed". You will be presented with the content of the confidentiality agreement. Please read carefully and select agree or disagree at the bottom of the page.  Once you click on Agree, your selection is recorded as agreeing to the terms of the confidentiality agreement. You are now allowed to access the payroll information section on Bear Tracks. Go back to the Bear Tracks main page at https://www.beartracks.ualberta.ca/ and navigate to the Employees section again. This time, the Employee Self-Service (HCM) link should work and take you there.   In the event that you are having difficulty...  In the event that you are not able to view the page with a link to confidentiality agreement, follow the instructions below. Clear browsing data on your current web browser.  Make sure to change the time range to "All time". Select two items 1. Cookies and other site data and 2. Cached images and files. Once the data is cleared, restart your browser. Instead of visiting Bear Tracks and jumping to Employee section of the page, try logging into to the PeopleSoft Human Capital Management directly. If it's still not working, try using a different web browser to access it.  In the event that you are still having difficulty logging in, please contact IST.   

Introduction This article describes the process used to request access to the AFS (formerly known as Samba) folder(s) that faculties and departments use for PeopleSoft processes.   Applicability   AFS refers to the network or distributed file system used at the University of Alberta. Faculties and departments use AFS folders to drop and retrieve files that are used or generated by PeopleSoft processes, and to store files that provide data to PeopleSoft processes.   Examples of these processes are:  PeopleSoft Application Process Campus Solutions Interfaces Financials Billing Financials Interfaces HCM Interfaces   Each Campus Computing ID (CCID) that has been given access to these processes in PeopleSoft also requires access to the faculty or department AFS folder(s). Procedure Each department has designated people to request PeopleSoft access for staff in their department.  These people are referred to as “Authorized Approvers”.    To request AFS access, the Authorized approver raises an incident with the IST Help Desk. The following information should be included in the ticket: PeopleSoft Application:                       Financials, HCM, or Campus Solutions Person who requires access:              First Name, Last Name, CCID  Departmental AFS folder name Type of access required:                     Read or Read/Write Reason for the access. For example: Drop or retrieve an interface file to/from PeopleSoft Access to a departmental AFS folder must be approved.  If the person who raises the ticket is not an authorized approver for the department then IST Enterprise Applications will request approval from an authorized approver. The ticket requester will receive an email notification when the AFS access has been granted and will be asked to verify the access before the ticket is closed.          Glossary: ISTEA = IST Enterprise Applications ASP Team = Application Support Team ISP = Infrastructure Support Team ModIssue = Database that manages/stores PeopleSoft technical requests Keywords: PeopleSoft Security, Samba,AFS, Interface

Introduction This article is to assist with log-in issues related to Employee Self Service.   Applicability Current and former faculty and staff members of the University of Alberta.   Symptoms When attempting to access Employee Self Service via Bear Tracks, an Oracle Peoplesoft login page comes up and does not accept CCID credentials. Alternatively, a message stating Invalid ID/Password may appear after attempting to log in. The following is required to access the Employee Self Service section: An active employee relationship with a completed Security and Privacy Declaration A former employee within the last 18 months with a completed Security and Privacy Declaration Resolution Visiting https://apps.ualberta.ca/sped/status and completing the Security and Privacy Declaration Allow 15 minutes to an hour for Peoplesoft access once complete If last employment was over 18 months, contact Staff Services and advise them you no longer have access to Employee Self Service