Online Access Request System Enhancements

Presented by: Kenneth A. Heskett

Information and Technology Services

February 2011

Old OARS

Square loomed scull c. 1847 (Complete Oarsman) – Retrieved from http://www.rowinghistory.net/Equipment.htm 2/10/2011

• Lots of Scrolling• Generation 1 webpage

look and feel• De-emphasizes access

request purpose• Where does a UL go?

Old OARS

Coming March 2011!

New OARS

• “Un-submitted” and “Cancelled” requests removed after 3 months• Pending Authorization requests removed after 6 months

Cleaning Out Old OARS Requests

Automating Access & Compliance

Mutually-Exclusive Roles• Some Roles are mutually-exclusive but could be

selected, requiring investigation about the end user’s intent.

• OARS now prevents the end user from selecting mutually-exclusive roles that grant similar access.

UL Termination or Dept Change Alert• Past: no means of knowing a UL changed

– Often required end user to contact ITS to inquire about access request that was not progressing

• Now: Access and Accounts receives an alert whenever a UL changes departments– Also receive an alert when OARS request submitted and UL is no longer employed by U-M

We still appreciate if you contact the ITS Help Desk when leaving your UL role.

What to do about the Access Request “Black Hole”?

Artist impression of a black hole – retrieved from http://www.nasa.gov/connect/chat/black_hole_chat.html - 2/10/2011

Request Access via OARS•Common role finder•Role selection tool

Request Authorized •Department

(if required)•Unit Liaison

Sent to ITS•Data owner approval•Training assigned •Access and Compliance form signed

Training Completed•Access processed

Pending UL approval

Received by ITS

Pending ITS authorizationWaiting for training ITS Processing

*Identify Next Authorizer

When an end user logs into OARS to see the state of their access request, it will display the next step in the authorizing process.

*Notification of Request Status

(Formatting not finalized.)

Opt-in for Request Status Updates!

Generates e-mail to requestor about request status.

Coming soon!

*Metrics Webpage• Shows Service Expectation Times for each step for which ITS

is responsible• Displays the proportion of the requests that A&A is compliant

with the service expectation times• The Average Processing Time for each step and overall

(for a moving 12-month average)• Enables end users to make informed judgments about

whether their access request is unusually delayed and if they need to inquire about the requests’ status

Coming soon!