The Administrative Banner Access Request eForm (ABARF) is used to request a new Administrative Banner Foundation (DVFD) account and access or add/revoke access on an existing (current) Administrative Banner Foundation (DVFD) account or delete the 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.).
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 eForm system will automatically check for a current training certificate.
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.
When completing the eform, these steps can also be accessed using the Document Routing and Help link at the top of the eForm.
DOCUMENT ROUTING
1. The eForm must be approved by the employee’s supervisor.
2. The final approver or handler should route the eForm to Holly Ellis (HVE5) in the MSU Development Office to Handle (see 17). DO NOT ROUTE THE EFORM TO THE ITS BANNER ACCESS GROUP.
3. The Development Office will submit the eForm upon approval 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.
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.
a. If the user is transferring to a new department, please list any current access to be revoked for the previous department.
b. 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 this 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 Administrative Banner account and/or access.
9. Select the Banner Instance (type of account) from the dropdown: Foundation 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 page 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 page must be printed and signed by the employee and attached in the Notes and Attachments section of the eForm (see 13).
b. 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 page IS NOT required.
Administrative Banner Class Section
11. Enter each of the Administrative Banner Class names listed below along with the type of access (Grant / Revoke) needed.
12. After each entry, click Add.
Administrative Banner Pages or Processes Section: NOT NEEDED FOR THIS TYPE OF ACCOUNT
Organization (Org Level) Security Section: NOT NEEDED FOR THIS TYPE OF ACCOUNT
Administrative Banner Profile Section: NOT NEEDED FOR THIS TYPE OF ACCOUNT
Notes and Attachments Section
13. 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 page must be attached along with a typed note in the *Note Text field, then click Add. This page must be signed by the person for who access is being requested.
Next Recipient Section
14. Select the *Action Requested for the next recipient: 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.
15. Enter the NetID of the Person or click the Person Lookup button to search for the NetID that the eForm should be routed to for NEXT ACTION.
16. Click the Add button. NOTE: The eForm cannot be routed to you for any next action if you are the initiator of the request.
17. The last recipient who is approving or handling the eForm, should select Next Recipient to Handle and enter HVE5 for Person and click Add.
This should route the eform to Holly Ellis in the MSU Development Office to Handle. DO NOT ROUTE THE EFORM TO THE ITS BANNER ACCESS GROUP.
SUBMIT THE DOCUMENT
20. Click the Submit button at the bottom of the eForm to submit 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.
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