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PeopleSoft Access FAQ


Last Updated:  3/11/14 8:29:53 PM 8373-8193-4476


 Table of Contents:

  1. How do I submit an access request?
  2. How do I find out information about Roles?
  3. I tried to submit the access request and I get the following message. Can I submit additional request while one is in process?
  4. My PeopleSoft access has disappeared when I changed jobs. How do I get it back so I can perform my new job duties?
  5. How do I find out the status of my request? How long does it take my access request?
  6. How do I find out about required training for the requested Role access?
  7. I found out the training requirements for my role request but where do I take this training?
  8. How do I find out what approvals are required for my role request?
  9. How do I find out who are the Data Trustees for the roles I am requesting?
  10. My request is approved by my supervisor and data trustee but it seems to be stuck in security. Why?
  11. My password for secondary id (PS_, HR, OR_, RA_ ) does not work. What are the Password Requirements? Who will reset my password? 
  12. I need terminal server account. I need my password reset for Terminal Server account. I have issues with terminal server Duo account. 
  13. I need ORACLE support access.  How do I get it?
  14. How do I approve request as a supervisor, reviewer or data trustee?
  15. How do I acknowledge role request as a user?
  16. I need to change my HR access to a different department. What process do I follow?

  17. I need to remove access for a worker in my department who is no longer with ASU. How do I do that?
  18. I need to remove access for a worker that has moved from my department to a different department in ASU. How do I do that?
  19. How to make PeopleSoft environment a trusted site.
  20. I get an error message when I try to log in PeopleSoft production environment "Your account has been disabled."
  21. I will need to see social security numbers or financial account info, where can I get more info about 2 factor authentication?

1 - How do I submit an access request?

Get to the Create Request page using one of these methods:

  1. Login to My ASU. Go to and click the Self Support link in My Help.



  2. Click the Access Requests link.



  3. Click the PeopleSoft - Submit a New Request for Access link.



  4.  Enter your ASURITE name and click Continue.



  5. Enter the reason you need the role, your supervisor's ASURITE name and click Continue.



  6.  Click the Add Role(s) button.



  7. Click a checkmark next the the role(s) you need to request. It is best to request all the roles you need in one request since you can't request another role until a previous request has been completed. Click Save and Return at the bottom of the screen.



  8. Notify your supervisor that you've submitted a request so that they can approve it. You will then have to go in and acknowledge their approval before the reqeust can move on through the Data Trustees.

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2 - How do I find out information about Roles?

Use these links to see what PeopleSoft security roles are available for you to request. To avoid confusion it's important to note that when you view the list of roles in the request system, roles already assigned to you will not be listed there; another good reason to reference these lists as you request new roles.

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3 - I tried to submit the access request and I get the following message. Can I submit additional request while one is in process?

PeopleSoft - Security Request Error - Outstanding Error

You may have a request pending in a “Proposed” status. The request’s initiator (listed in the warning message) can withdraw or submit the request. You may also have a request that is currently in process. Until your submitted request is processed or withdrawn you can not submit a new one. 

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4 - My PeopleSoft access has disappeared when I changed jobs. How do I get it back so I can perform my new job duties?

In response to the Auditor General’s Office 2008 Financial Audit, the University Technology Office and the ASU Office of Human Resources have added new PeopleSoft access controls.  Beginning June 30, 2009, all employees with administrative access to HRIS, CRM and the Student System who transfer to a different position and department will temporarily lose their administrative access on the effective date of the job/position transfer. Employees then must reapply for the access needed to perform their new job responsibilities. 
 
To reestablish access, you or your manager must submit a new role request. To find out what PeopleSoft roles were removed when you changed jobs or departments, please contact the Help Desk at (855) ASU-5080 or go to
http://www.asu.edu/go/support/.
 
NOTE: Employees will only lose administrative access when they change positions or departments. Employee Self-service access will not change.

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5 - How do I find out the status of my request? How long does it take my access request?

Processing a request requires various levels of approval for roles you are requesting. Some roles you have requested may require training. Approval plus completion of training for your role request determines the amount of time it take the request to be processed. You can check the status of your request using the instructions below.

Get to the Approve and Process Requests page using one of following methods: 

  1. Login to PeopleSoft HR and navigate to ASUCustomizations -> ASU Security -> Manage Security Requests -> Approve and Process Requests.
  2. Click the link under the Work Action heading for the request you want to review.
  3. Click the link under the Approvals History heading for the role you want to check. That will show you who has approved the request so far. Requests typically require the following approvals (in order): Initiator, Supervisor, End-User, Data Trustee, Security Analyst. Student Records (SR) roles have an additional approver between the End-User and the Data Trustee, known as Reviewer.
  4. To see a detailed description of the role, including training requirements, required approvals, and the names of the Data Trustees for the role, click the name of the role.
     
    Now that I see the status, what does it mean?

Status

What it really means
Proposed Request started but not submitted
Withdrawn Request was cancelled
Initiated Awaiting approval by the supervisor
Approved – Supervisor Awaiting acknowledgement/approval by the end-user
Approved – User Awaiting approval by the Reviewer for Student Records or Data Trustee(s) from other units
Approved – User/Reviewer Awaiting approval by the appropriate Data Trustee(s)
Approved – Data Trustee Awaiting approval by the Security Team (who will check that all training requirements have been met)
Processed Request completed
 
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6 - How do I find out about required training for the requested Role access?

Any time in the access request process, click on the Role Name link to find out more information about the role. Training information is located under the “Required Courses” section. If you need to find training information before submitting the role request see the Links in answer to the question 2, results also contain training information. 

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7 - I found out the training requirements for my role request but where do I take this training?

Click on the link below to view a list of training courses offered for various PeopleSoft roles. The link includes information of Course ID, name, if the course is Instructor Led, online, or Hands-on and link to the location of where training is offered.

Information for PeopleSoft Role Training Course Location & Type.

The majority of training involving PeopleSoft is managed by UTO Training.   Go to http://links.asu.edu/utotraining to see more information about the courses.  Click on the “Training Calendar” to see a schedule of instructor-led classes.  Click on “PeopleSoft: HR” or “PeopleSoft: Student” to see lists of self-paced, online courses and links to enroll in them.

If you still need additional information open a Parature Case to the PSSECTEC provider group by sending e-mail to pssectec@asu.edu 

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8 - How do I find out what approvals are required for my role request?

At any time in the request process, click on the Role Name link in the access request area to find out more information about the role. Approval information is located under the “Required Approvals” section. 

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9 - How do I find out who are the Data Trustees for the roles I am requesting?

At any time in the access request process, click on the Role Name link in the access request area to find out more information about the role. Data Trustee information is located under the “Data Trustee and Reviewers” section. Your request may contain roles from different Data Trustee areas, so check each role. 

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10 - My request is approved by my supervisor and data trustee but it seems to be stuck in security. Why?

Have you completed the required training related to the role access you are requesting? If you have competed the training please let security know by opening a Parature case. If not, please complete the training and then let the security team know by opening a Parature Case. Assign the case to PS Security Technical Team (PSSECTEC).

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11 - My password for secondary id (PS_, HR_, OR_ RA_) does not work. What are the Password Requirements? Who will reset my password?

Create a Parature case requesting password reset & assign the case to PS Security Technical Team (PSSECTEC). Provide your contact number and the secondary id for which password needs to reset. Following are the password requirements for the Secondary Id's(PS_, HR_, OR_ RA_)

Password must be a minimum of 10 characters
At least one upper case letter
At least one lower case letter
At least one number
At least one special character.  Allowable characters are !@#$%^&*()-_=+\|[]{};:/?.<>,` and space.

You will not be able to reuse any of the last 10 passwords that you have used for this account.

Because this password is used to access information that you don’t have access to under your ASURITE ID, it is considered a “privileged” account.  Due to the nature of this account, you will be required to change the password to this account every 90 days.  You will begin to receive password expiration warnings 5 days prior to the day the password will expire. 

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12 - I need terminal server account. I need my password reset for Terminal Server account. I have issues with Terminal server Duo account.

Create a case by sending e-mail to pssectec@asu.edu requesting password reset.  Case is assigned to the PS Security Technical Team (PSSECTEC). Provide the Terminal server id for which password needs to be reset along with phone number where user can be reached. Use the same procedure if you want to add/update/remove the Duo phone number or want any other changes to the Duo account.  Provide your Terminal server id and the existing phone that you are using for Duo, if it is a mobile phone let us know what kind of phone it is such as iphone(iOS), Android, Windows, Blackberry, landline or other. Provide the same information for the phone number you want to add/update/remove.

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13 - I need ORACLE support access.  How do I get it? 

Go to https://support.oracle.com/ and click on the link 'New user? Register here' link.  Here you need to enter ASU's support identifier number.  If you do not know the number then ask it to Ps security team by opening a Parature case. The Parature case can be created by sending e-mail to pssectec@asu.edu.


14 - How do I approve requests as a supervisor, reviewer or data trustee?

Get to the and Process Requests page using one of following methods: 

  1. Login to PeopleSoft HR at https://hr.oasis.asu.edu/ and navigate to ASU Customizations -> ASU Security -> Manage Security Requests -> Approve and Process Requests.
  2. Click the link "Apply Approval" under the "Work Action" heading for the request you want to approve. Scroll down to review the details of role request.
  3. Click the "Approve All" button to approve the entire request.
  4. Click the "Submit Approval" button.
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15 - How do I acknowledge role request as a user?

Get to the Approve and Process Requests page using one of following methods:

  1. Login to PeopleSoft HR at https://hr.oasis.asu.edu/ and navigate to ASU Customizations -> ASU Security -> Manage Security Requests -> Approve and Process Requests.
  2. Click the link "User acknowledgement" under the "Work Action" heading for your request you want to have approved. Scroll down to review the details of role request.
  3. Click the "Acknowledge/Submit" button to acknowledge the entire request.
  4. Review the “Security Access End-User Authorization
  5. Click the "I Agree” button to complete the acknowledgement process.
  6. Click the “Return” button to return to the request page. 
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16 - I need to change my HR access to a different department. What process do I follow?

If your request is prompted by a change of jobs, please review your roles to see if any need to be removed or added. If so, please submit a new access request and indicate the department code(s) you need access to in the Request Purpose field. If you’re not changing jobs but need access to different department codes, please submit a Parature case. Indicate in the notes that the request is for the PS Security Technical Team. Include your business need, supervisor's name and phone number, and the department code(s) you need access to. Also, indicate whether you need the new code(s) to replace your existing access or to be added to your existing access. The Security Team will confirm your need, seek required approval and change your access appropriately.

If you are changing jobs and departments your security access will automatically be cancelled on the effective date of the change.  You or your supervisor will need to submit a new access request to acquire the roles you previously had and/or new roles that you need for your new position.

If you are not changing jobs but need access to different department codes, please submit a Parature case. Indicate in the notes that the request is for the PS Security Technical Team. Include your business need, supervisors name and phone number, and the department code(s) you need access to. Also, indicate whether you need the new code(s) to replace your existing access or to be added to your existing access. The Security Team will confirm your need, seek required approval and change your access appropriately.

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17 - I need to remove access for a worker in my department who is no longer with ASU. How do I do that?

 
If employee is terminated in HR, a nightly process will revoke all administrative PeopleSoft Access for that employee. A separate nightly process will revoke computing services such as Outlook email and the services that provide a login for Advantage and/or DARS.  These processes will not revoke Advantage or DARS internal accounts (just the ability to login to those accounts), and may not result in the revocation of access to other systems like My Reports or the removal of the former employee from distribution lists or shared drive space. In some cases, an employee who is no longer working for ASU will still appear to be an active employee (RIF, contract not renewed, administrative leave with pay, using vacation time at the end of employment, etc.).  If that employee’s administrative access should be removed before HR will actually list him/her as “terminated”, follow the steps below:
  1. PeopleSoft Access - Submit role request to remove the employees administrative access. To submit the role request Login to https://hr.oasis.asu.edu/ and navigate to ASU Customizations -> ASU Security -> Manage Security Requests -> Create Security Requests.

    You can also login directly to that page by going to https://www.asu.edu/go/oasis/AddSecurityRequest/.

  2. All other access – Submit an online form to remove all other administrative access such as My Reports, Advantage etc.  The form is located at https://forms.asu.edu under Computer Account Requests -> Computer Account Termination Request Form.
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18 - I need to remove access for a worker that has moved from my department to a different department in ASU. How do I do that?

If employee is terminated in HR, a nightly process will revoke all administrative PeopleSoft Access for that employee. A separate nightly process will revoke computing services such as Outlook email and the services that provide a login for Advantage and/or DARS.  These processes will not revoke Advantage or DARS internal accounts (just the ability to login to those accounts), and may not result in the revocation of access from distribution lists or departmental shared drive space. In some cases, an employee who is no longer working for ASU will still appear to be an active employee (RIF, contract not renewed, administrative leave with pay, using vacation time at the end of employment, etc.).  If that employee’s administrative access should be removed before HR will actually list him/her as “terminated”, follow the steps below.

  1. PeopleSoft Access - Submit role request to remove the employees administrative access. To submit the role request Login to https://hr.oasis.asu.edu/ and navigate to ASU Customizations -> ASU Security -> Manage Security Requests -> Create Security Requests.

    You can also login directly to that page by going to https://www.asu.edu/go/oasis/AddSecurityRequest/.

  2. All other access – Submit an online form to remove all other administrative access such as My Reports, Advantage etc.  The form is located at https://forms.asu.edu <https://forms.asu.edu/>  under Computer Account Requests -> Computer Access Removal Request Form.
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19 - How to make PeopleSoft environment a trusted site.

Instructions on how to make PeopleSoft environments a trusted site.

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20 - I get an error message when I try to log in PeopleSoft production environment "Your account has been disabled."

To enhance security PeopleSoft accounts are disabled (aka 'locked out') after too many failed logon attempts.
If your account has been locked out you will see the error "Your account has been disabled." (Pictured below)

The ASU Help Desk can re-enable your account and assist you with your password 24/7.  Please call (855) ASU-5080.

PeopleSoft - Account has been Disabled



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