PeopleSoft Security Request Approvals & Workflow

Question

How do I submit a PeopleSoft security request and check the status of my request?

Answer

Quick Links

Use these links to jump to the various sections/headers in this article for information on submitting a PeopleSoft Security Requests and checking the status of submitted requests.

Approving Security Requests via PeopleSoft

Security Request Approval Workflow via PeopleSoft

Checking the Status of a PeopleSoft Security Request 

 

Approving Security Requests via PeopleSoft

As an employee, manager/supervisor or functional approver, you may be required to approve PeopleSoft security requests. If a security request has entered your workflow queue, you will receive an email indicating that a security request is waiting on you to take action. Follow the instructions below to approve/deny a request.

Please Note: Users must be connected to the BGSU network/VPN in order to approve requests. If someone is not yet employed, the workflow will not be able to find their manager to approve their request, and the request will not route. 

  1. Log in to hcm.bgsu.edu or select the link within the approval request email.
  2. Select the Security Request/Approval icon.
  3. Select Security Request Approval.
    • Any security requests awaiting your approval will be displayed on this page. If nothing is displayed, you have no requests to approve. 
  4. From the Security Request Approval page, select the Request ID you wish to review.
    • If someone created the request on your behalf, as the employee, you will be required to agree to the IT Policy and Code of Ethics by checking the box next to the statement.
  5. To approve or deny the request, select the appropriate option.
  6. Enter comments related to your approval/denial as necessary.
  7. Once the security request has made its way through the approval workflow, the requestor will receive an email indicating that the request was approved or denied.

 

Security Request Approval Workflow via PeopleSoft

Security Requests can be submitted within PeopleSoft HCM to request security access for the following applications: PeopleSoft CSS/HCM/FMS, Raiser’s Edge NXT, and Agilon ONE.

Selecting the Details button within a specific security request allows you to see the status of that request and what stage the request is located within the approval workflow. You can also view the status of a security request approval directly from HCM (hcm.bgsu.edu) by selecting the Security Request/Approval icon followed by Security Request WF.

The security approval workflow has three stages:

Stage One: Employee & Manager Approvals

  • If you are requesting access for yourself, your manager/supervisor must approve the request. By agreeing to the IT Policy and Code of Ethics, your approval will be recorded as self-approved at the time you submit the request.
  • If you are requesting access for one of your direct reports, the employee will be required to access the request, agree to the IT Policy and Code of Ethics and approve the request. As the requester, your approval will be recorded as self-approved once the employee completes their step.
  • If you are requesting access for an employee who does not report to you, the employee will be required to access the request, agree to the IT Policy and Code of Ethics statement and approve the request. The employee’s manager/supervisor will then need to approve the request.
  • If you are requesting access for an individual who is not an employee of BGSU, your manager/supervisor will need to approve the request.

 

Stage Two: Functional Approvals

  • The type and number of approvals needed is dependent upon the specific functional access being requested.

 

Stage Three: Information Technology Services (ITS) Approvals

  • This approval serves as the final approval once the access has been applied to the requested environment.

After the final approval (or denial) of security access, the requestor will receive a system generated email confirming that the requested has been approved (or denied) and that the requested security has been applied. 

 

Checking the Status of a PeopleSoft Security Request 

Follow these instructions to check the status of your PeopleSoft Security Request.

  1. Log in to HCM at https://hcm.bgsu.edu.
  2. Select Main Menu.
  3. Select BGSU Menu. 
  4. Select PeopleTools.
  5. Select Security Request AWE.
  6. Select Security Request WF.
  7. Enter your BGID under the EMPL ID [contains]:xxxxxxxxx to see the status of your request.

Supervisor Steps 

Supervisors can see the Security form for the employees they supervise by following these steps:

  1. Log in to HCM at https://hcm.bgsu.edu.
  2. Select Main Menu.
  3. Select BGSU Menu. 
  4. Select PeopleTools.
  5. Select Security Request AWE.
  6. Select Security Request View.
  7. Select the Request number of the request you would like to view. 

For additional assistance, please contact Information Technology Services at 419-372-0999 or through chat.

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