How to Request Access to PeopleSoft (CSS/FMS/HCM)

Follow the instructions below to submit a security request for the following applications: PeopleSoft CSS/FMS/HCM, Raiser’s Edge NXT.

1. Select Submit Request Form from the PeopleSoft Access Request (CSS/FMS/HCM) service page.
   • You can also access this form from within the MyBGSU portal by selecting Security Request under MISC SERVICES on the Employees page or directly from HCM (hcm.bgsu.edu) by selecting the Security Request/Approval icon followed by Security Request.
   • You must be connected to the BGSU network/VPN to access this form. 
2. Select the environment for which you would like to request security access from the Add a New Security Request drop-down menu. 
3. Select Add Request. 
4. Your username and contact information will default into their respective fields.
   • If you are requesting access for yourself, leave your username in the BGSU User Name field.
   • If you are requesting access for someone else, enter their username into the BGSU User Name field or select the magnifying glass to search for the person.
   • If the system is unable to determine any of the contact information for yourself or the person for which you are requesting access, you will be required to enter the name, BGSU ID, job title, department and business phone number details. Some examples of when this might happen is for new employees or guests/contractors that need system access.
5. Enter the Effective Date for the request.
6. Enter the campus affiliation for the person that access is being requested for.
   • If making a request to remove all access to the environment, check the Remove All Access checkbox.
   • Examples of when a request to remove all access might be submitted include an employee leaving BGSU through retirement or termination or a change in the employee’s department or job responsibilities. No further action can be taken on the request page if you select this option.
7. Add the appropriate Access Roles. Access roles are grouped by functional area and are defined as ACCESS ROLES in the lookup.
   1. Select the magnifying glass symbol next to the Area field and select the Functional Area(s) for which you would like to request access. 
      • Select Details to see more information about the functional area
      • Select the + icon to add additional functional areas as needed (the - icon removes the selections from the request).
   2. Within each Functional Area, add the specific role(s) for which you are requesting access. Use the magnifying glass to search for available roles within the functional area.
      • Select Details for more information about each role. 
      • Select the + icon to add additional access roles as needed (the - icon removes the selections from the request).
      • For each role, use the dropdown menu to select if you would like to add or remove access.
   3. For each role, use the dropdown to select if you would like to add or remove access.
8. If requesting security access for the FMS environment, add the appropriate FMS Workflow Roles. If requesting security access for the CSS environment, add the appropriate Row Level Security. See below for additional information. 

   FMS Workflow Roles

   FMS workflow roles are grouped by functional area and are defined as XXX WORKFLOW ROLE in the lookup. Select the magnifying glass symbol next to the Area field to search for functional areas defined by XXX WORKFLOW ROLE. 

   For Department Workflow Roles, you must select the level of access you are requesting:

   • Requestor level access  

   1. Add the appropriate department(s).
   2. Indicate if you are requesting the department be added or removed from your access.

   • Budget Administrator/Sr. Budget Administrator level access

   1. Add the appropriate department(s).
   2. For each department, select an Approver.
   3. Indicate if you are requesting the department be added or removed from your access.

   • Vice President level access
     1. Add the appropriate department(s).
     2. Indicate if you are requesting the department be added or removed from your access.
   • CFO level access
     1. Indicate if you are requesting the department be added or removed from your access.

   For Grants Workflow Roles, you must select the level of access you are requesting:

   • Grants PI level access  
     1. Add the appropriate grant(s).
     2. Indicate if you are requesting the grant be added or removed from your access.
   • Grants Accounting level access  
     1. Add the appropriate department(s).
     2. Indicate if you are requesting the department be added or removed from your access.

   For Project Workflow Roles, you must select the level of access you are requesting:

   • Project Manager level access  
     1. Add the appropriate project(s).
     2. Indicate if you are requesting the project be added or removed from your access.

   For Special Category Roles, you must select the level of access you are requesting:

   • Special Category level access  
     1. Add the appropriate category.
     2. Indicate if you are requesting the special category be added or removed from your access.

    

    

    

   CSS Row Level Security

   CSS Row Level Security is grouped by functional area and are defined as ROLE LEVEL SECURITY in the lookup. Select the magnifying glass symbol next to the Area field to search for functional areas defined by ROLE LEVEL SECURITY. 

   For Academic Organizations, Academic Plans, Academic Programs, Admission Actions, Application Centers, Program Actions, and Recruiting Centers:

   1. Add the appropriate code(s).
   2. Indicate if you are requesting the code be added or removed from your access.
   3. Select Details for more information.

   For 3C Groups or Student Groups:

   1. Add the appropriate group(s).
   2. Choose the level of access.
   3. Indicate if you are requesting the group be added or removed from your access.
   4. Select Details for more information.

   For Milestones:

   1. Add the appropriate milestones(s).
   2. Choose the level of access.
   3. Indicate if you are requesting the milestone be added or removed from your access.
   4. Select Details for more information.

   For Service Indicators:

   1. Add the appropriate indicator(s) and reason(s).
   2. Choose the level of access.
   3. Indicate if you are requesting they be added or removed from your access.
   4. Select Details for more information.

    

    

    

   9. Enter comments if additional information is warranted. 

   10. If you are requesting access for yourself you will be required to acknowledge your agreement to the BGSU IT Policy and University Code of Ethics by checking the box next to the statement.

   11. Select Submit to submit the request and initiate the approval process. 

   Please Note: A request can include any combination of Roles and Role Level Security. Separate requests are not necessary.