HRIS Security Approvers Portal

Welcome to the HRIS Security Approvers Portal. This page is for Agency HRIS Security Approvers and Agency Security Authority Delegates.

HRIS security is the joint responsibility of the agency, Department of Administration, Power Users, and Managers. Security is a critical component of all automated or manual Financial and Human Resource systems. The HRIS Security Administration Policy has been updated to reflect the changes in our approach to security. All persons involved in managing and maintaining the security and integrity of employee confidential data should review the HRIS Security Policy.

List of Agency HRIS Security Oversight Contacts

Double-click the image above for an explanation of agency HRIS Security Oversight roles

HRIS SECURITY HAS CHANGED

Beginning August 26th, new security access and protocols have been rolled out for the Human Resource Information Solution (HRIS) system. This change affects approximately 1,200 power users statewide, i.e., agency personnel working in HR, Payroll, Benefits, and electronic time entry (ETE) roles as well as some administrative assistants and agency leadership. As part of this security change, there will be changes to existing security roles, introduction of new security roles, and enhancements to controls. Resources to manage the change can be found in the Agency Security Approver Toolkit further below.

All Agency Security Approvers have been sent instructions for migrating existing users to their new roles from the HRIS Security Project Team. If you did not receive instructions or have questions please contact a member of the HRIS Security Team listed below:

Jody Lauer, Project Manager
Stephanie Panacci, Project Executive HRD

KEY DATES	ACTIVITY
July 23 - Aug 23	Agency Directors to confirm Agency Security Approvers
Aug 26, 2019	New HRIS Power Users to begin using the new security roles
Aug 26 - Sept 29, 2019	Agency Security Approvers to transition existing users into new roles
Sept 30, 2019	Roll-out of the new HRIS security roles to existing users access complete

Why change hris security?

HRIS is one of the State's largest and most critical systems. Within it we house important and sensitive employee personnel, payroll, and benefits data. This change to security provides better controls and flexibility to ensure optimal security administration of HRIS. The change to security begins August 26th 2019. Existing users will be migrated between August 26th and September 30th. For more information please review the updated pages of this site and check back periodically for new/updated content.

HRIS Security Controls Image

HRIS SECURITY APPROVER TOOLKIT

As an Agency Security Approver, you have assumed the responsibilities of assigning HRIS Power User access to employees of your agency. The following resources are for the Agency HRIS Security Approver and HRIS Security Authority Delegates to successfully navigate this change period for HRIS Security. Resources are listed in recommended order for viewing.

List of Agency HRIS Security Oversight Contacts

HRIS SECURITY ROLLOUT RESOURCES

New HRIS Security Roles Enrollment Process

The Security Roles Enrollment process overview provides instructions for enrolling existing users into their new security roles as well as steps for enrolling new power users into their security roles beginning August 26, 2019.

HRIS Security Fact Sheet

Information regarding the key changes as part of the rollout of new security access and protocols for the Human Resource Information System (HRIS) taking place August 2019.

HRIS Security Policy

The HRIS Security Policy details the roles and responsibilities of everyone involved in managing and maintaining the security and integrity of employee data.

HRIS Agency Security Request Form

The manager of the HRIS Power User requesting access must complete the Agency Security Request form and submit to the Agency Security Approver. The Agency Security Approver will submit the form to the HRIS Security Team via Cherwell or via email [email protected] for processing. Please read the Instructions Tab on the Agency Security Request Form for detailed information about this form.

Note: It is recommended that all Agency Security Approvers establish a Cherwell account for faster processing and automated tracking.

Active Process Levels Listing for reference when completing the HRIS Security Request form.

RESOURCES FOR TRANSITIONING EXISTING USERS

HRIS Security Role Conflict Matrix

Upon receipt of an HRIS Security Request form, responsible for reviewing all existing access for the employee for whom the request is being submitted to ensure compliance with separation of duties. The Security Role Conflict Matrix defines roles that cannot be assigned simultaneously to one employee.

HRIS Security Role Crosswalk (for existing users)

Recommend printing on Legal sized paper

IMPORTANT: - Crosswalk of Power User roles prior to the new security upgrade occurring in September, 2019. Maps previous roles to new ones and provides direction on new training requirements for existing Power Users.

RESOURCES FOR NEW USERS

HRIS User Access - Security Roles and Training

Power Users must complete and pass defined HRIS training for the security roles they are requesting. The required training for Power User security roles can be found using the link above.

Summary View HRIS Security Role Descriptions and Training Requirements (for new users)