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User Access Management

UAM Dashboard

This will be the central area for user access management through Executive Dashboard. This area will provide insight to the process of user access management requests, approval and execution.

Overview

The User Access Management Dashboard displays a summary of all the User Access accounts and their information such as when an account expires, comparison of audits etc.

There are four widgets at the top which show a quick summary of the:

  1. Total Instance –  The total number of instances being managed.
  2. Instances with Reconciliation – Instances that contain User Account mismatches after an audit.
  3. Active Test Accounts – Test accounts that are currently in an active status (not expired).
  4. Due to Expire – Accounts that are due to expire within a week or less.

The UAM Report widget displays all the user account access details for each system Instance. Similarly, the Summary widget displays all the user account access details for each LOB.

Click the arrows icon next to the column name to sort the column ascending or descending. 

Column Definitions

  • Month – The month of the information displayed across the row.
  • LOB Name – The name of the Line of Business (called ‘Organisation’ in EcoSystem).
  • System Instance – The System Instance that the user accounts belong to.
  • Accounts not in EcoSystem – Accounts that aren’t currently in EcoSystem but should be, this would appear after an audit is conducted using the reconciliation feature.
  • Accounts not in BU – Accounts that are in EcoSystem but were not in the audit.
  • Due to Expire – The number of accounts that will expire in 1 week or less.
  • Overdue to Expire – The number of accounts that have been expired.
  • Status Mismatch – The number of mismatched statuses during an audit. This means that when the reconcile function was completed, the status (Reserved/Revoked) for a user in EcoSystem, and the status of the same user in the submitted reconciliation worksheet were mismatched.

Request System Access

This area will outline the steps involved in submitting new access request through the UAM area in Executive Dashboard. Any logged in user is permitted to submit a service request form.

You can only create service requests for projects that are In-Scope. Therefore, only In-Scope projects will be available for selection.

Access requests may only be attached to active bookings, therefore an environment would need to already be booked before submitting an access request.

Once an Access Request has been submitted, it must be approved in the main EcoSystem platform by a user with Test Environment Manager credentials or higher. If any extended TDM Compliancy is necessary for an access request, then it must also be approved by a Line Manager and a Head of Testing (H.O.T).

Requesting New System Access

  1. Open the Menu pane and navigate to UAM > Request System Access.
  2. Select the Project you would like system access for in the Project Name drop down.
  3. The active bookings connected to the selected project will populate in the Active Booking drop down. Choose which environment booking this service request is for.
  4. Select ‘New Access’ as the Request Type.
  5. The Booking Date Range is a read-only field which will be populated with the timeframe of the selected booking. This can be used as a guide to select the start and end dates for the requested user access period.
  6. The next section will display all system instances that are currently part of the selected booking (showing System Instance, System Name, & Environment). If access to the application is not necessary, a user may remove an instance from the list by clicking the ‘X‘ icon.
  7. Enter the desired access period under the Start – End Date column
  8. Enter the number of accounts that will need access to the system under the No of Accounts column.
  9. Select the Submit button.

Requesting System Access Renewal

  1. Open the Menu pane and navigate to UAM > Request System Access.
  2. Select the Project you would like system access for in the Project Name drop down.
  3. The active bookings connected to the selected project will populate in the Active Booking drop down. Choose which environment booking this service request is for.
  4. Select ‘RenewAccess’ as the Request Type.
  5. The Booking Date Range is a read-only field which will be populated with the timeframe of the selected booking. This can be used as a guide to select the start and end dates for the requested user access period.
  6. The next section will display all system instances that are currently part of the selected booking (showing System Instance, System Name, & Environment). If access to the application is not necessary, a user may remove an instance from the list by clicking the ‘X‘ icon.
  7. Enter the desired new access period under the Start – End Date column
  8. Enter the number of accounts that will need renewed access to the system under the No of Accounts column.
  9. Select the Submit button.

Upload Access Details

Overview

The Upload Access Details area allows you to Create, Renew, or Reconcile user access.

You must be assigned to an Access Request to perform the below functions.

Workflow

  1. Select the Action Type (Creation, Renewal or Reconciliation).
  2. Download the CSV.
  3. Upload the Export.

Creating User Access

  1. Open the Menu pane and navigate to UAM > Upload Access Details.
  2. In the ‘Data Details’ widget:

    1. Select Creation as the Action Type.
    2. Download the Sample Excel by clicking on the Download button.
  3. Once the excel sheet is downloaded, open it and make sure that the UAM worksheet tab is selected at the bottom. Also ensure that macros are enabled for the document.
    Enter the information into the fields:

    • LeanSR EcoID – The unique EcoID of the access request that the account was requested for.
    • System Instance – The System Instance that the user account belongs to.
    • Username – The name of the user account.
    • Password – The password for the user account.
    • Start Date –  The activation date for the user account.
    • End Date – The date for when the user account expires.
  4. Once all the information has been entered into the Excel Spreadsheet, navigate to the View tab in Excel. Click Macros > View Macros, select the ‘Generate_All_CSV’ macro and click Run.

    A success message should now appear e.g. “CSV files have been generated and stored at C:\Users\JohnSmith\Downloads\csv”

  5. Navigate back to Dashboard (UAM > Upload Access Details in the navigation pane).

    Ensure Creation is selected as the action type in the ‘Data Details’ widget.

  6. Click the Choose File button next to ‘CSV Format File’ and select the newly generated CSV file (beginning with ‘UAM’).
  7. Click the Submit button.
    Details should now appear in the ‘Data to be Uploaded’ widget for you to review.

    You can view the uploaded user access details and edit them inline if required. You can also delete an account (row) inline by clicking on the red X icon.

  8. Click the Upload button.

    If there were any errors, click the Remove Successful Records button to only show records that weren’t uploaded. You can then edit these records inline or download and edit them by clicking on the Excel or CSV button.

Renewing User Access

  1. Open the Menu pane and navigate to UAM > Upload Access Details.
  2. In the ‘Data Details’ widget:
    1. Select Renew as the Action Type.
    2. Download the Sample Excel by clicking on the Download button.
  3. Once the excel sheet is downloaded, open it and make sure that the UAM worksheet tab is selected at the bottom.
    Enter the information into the fields:

    • LeanSR EcoID – The unique EcoID of the LeanSR that the account renewal was requested for.
    • System Instance – The System Instance that the user account belongs to.
    • Username – The name of the user account.
    • Password – The password for the user account.
    • Start Date –  The activation date for the user account.
    • End Date – The new expiry date for the user account.
  4. Once all the information has been entered into the Excel Spreadsheet, navigate to the View tab in Excel. Click Macros > View Macros, select the ‘Generate_All_CSV’ macro and click Run.

    A success message should now appear e.g. “CSV files have been generated and stored at C:\Users\JohnSmith\Downloads\csv”

  5. Navigate back to Dashboard (UAM > Upload Access Details in the navigation pane).

    Ensure Renewal is selected as the action type in the ‘Data Details’ widget.

  6. Click the Choose File button next to ‘CSV Format File’ and select the newly generated CSV file (beginning with ‘UAM’).
  7. Click the Submit button.
    Details should now appear in the ‘Data to be Uploaded’ widget for you to review.

    You can view the uploaded user access details and edit them inline if required. You can also delete an account (row) inline by clicking on the red X icon.

  8. Click the Upload button.

    If there were any errors, click the Remove Successful Records button to only show records that weren’t uploaded. You can then edit these records inline or download and edit them by clicking on the Excel or CSV button.

Reconciling User Access

  1. Open the Menu pane and navigate to UAM > Upload Access Details.
  2. In the ‘Data Details’ widget:
    1. Select ‘Reconciliation’ as the Action Type.
    2. Download the Sample Excel by clicking on the Download button.
  3. Once the excel sheet is downloaded, open it and make sure that the Reconcile worksheet tab is selected at the bottom.Enter the information into the fields:
    • System Instance – The System Instance that the user account belongs to.
    • Username – The name of the user account.
    • Status – Whether the account should be reserved (active) or revoked (inactive).
  4. Once all the information has been entered into the Excel Spreadsheet, navigate to the View tab in Excel. Click Macros > View Macros, select the ‘Generate_All_CSV’ macro and click Run.

    A success message should now appear e.g. “CSV files have been generated and stored at C:\Users\JohnSmith\Downloads\csv”

  5. Navigate back to Dashboard (UAM > Upload Access Details in the navigation pane).

    Ensure Reconciliation is selected as the action type in the ‘Data Details’ widget.

  6. Click the Choose File button next to ‘CSV Format File’ and select the newly generated CSV file (beginning with ‘Reconcile’).
  7. Click the Submit button.
    Details should now appear in the ‘Data to be Uploaded’ widget for you to review.

    You can view the uploaded user access reconciliation details and edit them inline if required. You can also delete an account (row) inline by clicking on the red X icon.

  8. Click the Upload button.

    If there were any errors, click the Remove Successful Records button to only show records that weren’t uploaded. You can then edit these records inline or download and edit them by clicking on the Excel or CSV button.

  9. View reconciliation details by navigating to UAM > UAM Report.

UAM Report

Overview

The UAM (User Access Management) Report displays all the user access details in a particular system. You can view user access details by selecting a system from the dropdown in the system widget.

Column Definitions

  • Month – The month of the information displayed across the row.
  • System Instance – The System Instance that the user accounts belong to.
  • Accounts not in ES – Accounts that aren’t currently in EcoSystem but should be. This would appear after an audit has been conducted using the reconciliation feature.
  • Accounts not in BU – Accounts that are in EcoSystem but were not in the audit.
  • Due to Expire – The number of accounts that will expire in 1 week or less.
  • Overdue to Expire – The number of accounts that have been expired.
  • Status Mismatch – The number of mismatched statuses during an audit. This means that when the reconcile function was completed, the status (Reserved/Revoked) for a user in EcoSystem, and the status of the same user in the submitted reconciliation worksheet were mismatched.
  • Details – Click the icon inside to view details of all the users for the system instance. The User Details widget will show 3 columns:
    • Username – The name of the user account.
    • System Instance – The System Instance that the user accounts belong to (appears again here so it can be easily referenced when exporting the list into an excel or csv format).
    • Reason – The reason why the account appears in this list (Status Mismatch, Not Found in BU, or Not Found in EcoSystem).

When viewing user information in the User Details widget, you can download the list by simply clicking on the Excel or CSV button.

UAM User Details

Overview

The UAM (User Access Management) User Details Report allows you to view all the user access details of each user in a particular system. You can view user access details by selecting a system from the dropdown in the System widget.

Column Definitions

  • System Instance – The System Instance that the user account belongs to.
  • Username – The name of the user account.
  • Status – The status of the user account, whether it is ‘Active’ or ‘Inactive’.
  • Project – The name of the Project that the account is used for.
  • Due to Expire – The number of accounts that will expire in 1 week or less.
  • Start Date – The activation date for the user account.
  • End Date – The date for when the user account expires.

In the Details widget, you can download the list by simply clicking on the Excel or CSV button.

You can look for details in the ‘Details’ widget by using the search bar on the top right hand corner of the widget.

Approving Access Requests

Overview

This area will guide users through the steps of approving a User Access Service Request. This function can be completed by an Environment Manager or higher, through the main EcoSystem platform.

This process involves approving a request to be implemented. The approver will authorise a request, then assign a suitable user group to complete it. If any extended TDM Compliancy is necessary for an access request, then it must also be approved by a Line Manager and a Head of Testing (H.O.T).

The approval process concerns approving a request to occur, not implementing the request itself. For instruction on completing a request, go to Upload Access Details.


You may view all approval requests assigned to you in EcoSystem by hovering over the user profile icon in the toolbar and selecting Approval Requests.

From the Approval Request List, you can use the View LeanSR button, or select an item and quickly approve or reject the Approval Request inline.

Approving an Access Request

Rejecting or Closing an Access Request

  1. Navigate to Service Manager > Service Management > Add/View Service Requests.
  2. Select the row of the User Access Request that you would like to review, so that it is highlighted.
  3. Select the View LeanSR button.
  4. Details of the system instance needing to be accessed, along with time period and number of accounts required, are shown under the Description tab in the Additional Information area.
  5. You will also be able to review other details of the access request including; Project, Comments, Recent Activity and Approver.

    Under the Approver tab, if there are multiple approvers, you can view who has approved the request, in addition to which date it was actioned.

  6. Select the Edit LeanSR button.
  7. In the Status field, change the status of the request to either 'Rejected' or 'Closed'.
  8. Add a comment providing the reason for rejecting or closing the access request under the Comment tab.
  9. Select the Save/Exit button to update the service request
Updated on February 12, 2018

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