The Administrative Banner Access Request eForm (ABARF) is used to request a new Administrative Banner account and access or add/revoke access to an existing (current) Administrative Banner account. This eForm should be initiated by the employee or may be submitted on behalf of another employee in the department who, for whatever reason, cannot submit their own Administrative Banner Access Request eForm (see 10.a.).
For New Accounts:
Before submitting the eForm, all users must complete the required Information Security Training (InfoSec IQ). The training is available in M365.msstate.edu as an icon under the app launcher on the upper left called "InfoSec IQ". Please contact the ITS Service Desk if you have issues accessing the training. The system will automatically check for a current training certificate. In addition, if the user is a student, a Truscreen background check through Human Resources must be completed before the account is created.
ACCESSING THE EFORM
Open the eForms portal (eforms.msstate.edu), then select the Administrative Banner Access Request eForm under the Banner Access eForms section to submit the request.
DOCUMENT ROUTING
1. The eForm must be approved by the employee’s supervisor.
2. The final approver, when approving, should route the eForm to the ITS Banner Access Group to Handle.
DOCUMENT INITIATION
User Information Section
1. Enter the NetID (must be all lowercase) of the person for whom you are submitting the request.
OR
Click the Person Lookup search button to search for the NetID and return the value to the eform.
Then, click Add Person.
Note for Student accounts: After the person is added, check the box to verify that the department has sent a Truescreen to HR. Access will be granted when Truescreen is complete.
2. Enter a Phone number to contact if there are questions/instructions about the requested access.
3. Transfers: Check the box if Transferring to a new department and enter the Department Name.
Note: If the user is transferring to a new department, please list any current access to be revoked for the previous department. The user is responsible for submitting a request and providing a complete list of all access needed in the new department, even if granted in the previous department.
4. Select the appropriate account from the This request is for? dropdown: New Admin Banner Account, Current Admin Banner Account or Admin Banner Account Termination (see 10.b.).
5. Enter Effective Date for access.
a. Note that this is not the date that access will be set up on the account.
b. For new employees, the account and/or access will not be set up until they become an active employee.
Infosec IQ Training Completed Section
If a New or Current Admin Banner Account is selected, the system will automatically check the NETID for completion of the required InfoSec IQ Training.
6. If the person has completed the training, this section will display:
a. Yes (InfoSec IQ Training cannot be older than 1 year.) InfoSec IQ Training can be complete here.
7. If the person has not completed the Infosec IQ training, the popup error will be displayed:
This section will also display:
a. No (InfoSec IQ Training cannot be older than 1 year.) InfoSec IQ Training can be complete here.
b. Click the link to view the instructions for accessing the Infosec training course.
c. At this point, the user should Save, Save and Close or Cancel the request until the training is completed.
8. Enter Expiration Date ONLY if requesting termination of an Admin Banner account and/or access.
9. Select the appropriate Banner Instance (type of account) from the dropdown: Production Banner, Foundation Banner, PPRD Banner or DEVL Banner.
Policies and Procedures Section
10. If the initiator is the person requesting access, read the Mississippi State University Code of Responsibility for Security and Confidentiality of Records, Files, and Databases then check the acknowledgement.
a. If the eForm is initiated on behalf of another employee, the Mississippi State University Code of Responsibility for Security and Confidentiality of Records, Files, and Databases must be printed and signed by the employee and attached in the Notes and Attachments section of the eForm.
Access the page by clicking the link, Code of Responsibility for Security and Confidentiality of Records, Files, and Databases.
b. If the change is for Admin Banner Account Termination, a scanned copy of the signed Mississippi State University Code of Responsibility for Security and Confidentiality of Records, Files, and Databases IS NOT required.
Administrative Banner Class Section
11. Enter the Administrative Banner Class name (ex. BAN_YQRYFIN, not Navigation and Financial Query) that you are requesting access for along with the type of access (Grant, Revoke) needed, then check Add. You may add as many entries in this section as necessary.
Note: If you do not know the Banner Class name, the Administrative Banner pages GZICLAS, GZIOBJT, and GZIUSER may assist in finding the appropriate Banner Class names.
Administrative Banner Pages or Processes Section
12. Enter the individual Administrative Banner Page (ex. TSAAREV) or Process (FWREXEG) that you are requesting access for along with the type of access (Query, Update/Query, Revoke) needed, then click Add. You may add as many entries in this section as necessary. Note: This section is only required for pages or processes that are not granted via the requested Administrative Banner Class.
Organization (Org Level) Security Section
13. Enter the Administrative Banner Organization (Org) code(s) that you are requesting access for along with the type of access (Grant, Revoke) needed, then click Add. You may add as many entries in this section as necessary. A range of Org codes may be entered as well, if it is appropriate to access the entire range listed. Note: Organization level security is only used for HR related access (payroll, leave, jobsqry, etc.).
Administrative Banner Profile Section
14. Enter the Administrative Banner Profile that you are requesting access for along with the type of access (Grant, Revoke) needed, then click Add. You may add as many entries in this section as necessary. Note: This is not a required field. The user may not need a Banner Profile. Example profiles are:
> Email profiles – necessary for changing email addresses for the various email types.
> SSN profile – necessary for viewing full SSN.
> SAAADMS Comment profile – necessary for viewing admissions comments.
Notes and Attachments Section
15. Enter notes and/or instructions for the request, attach a file if needed, then click Add.
If the initiator is not the person that access is requested for, a scanned copy of the signed Mississippi State University Code of Responsibility for Security and Confidentiality of Records, Files, and Databases must be attached along with a typed note in the *Note Text field, then click Add. This must be signed by the person for who access is being requested.
Next Recipient Section
16. Select the *Action Requested for the next recipient or Group from the dropdown: Next Recipient to Approve -OR- Next Recipient to Handle.
Note: The eForm must have at least ONE level of approval before it can be processed.
17. Enter the NetID of the Person or click the Person Lookup button to search for the NetID (OR in some cases, select the Group from the dropdown) that the eForm should be routed to for NEXT ACTION.
18. Click the Add button. NOTE: The eForm cannot be routed to you for any next action if you are the initiator of the request.
19. The eForm can be routed to several recipients if multiple actions are required. The last recipient who is approving or handling the eForm, should route the eForm to the ITS Banner Access Group to Handle.
SUBMIT THE DOCUMENT
20. Click the Submit button at the bottom of the eForm to process the request.
Save: Allows the initiator to save the entries without submitting the eform to the Next Recipient.
Save and Close: Allows the initiator to save the entries without submitting to the Next Recipient and closes the eform.
Cancel: Allows the initiator to delete or void the eform without submitting the eform to the Next Recipient.
VIEWING THE ROUTE LOG
After the eform is saved and submitted, the Route Log can be viewed to determine the current status, location and action needed for the eform.
When completing the eform, this article can also be accessed using the Document Routing and Help link at the top of the eForm.
