SAMS User Guide

Introduction

SAMS (Security Access Maintenance System) is the latest web-based application which simplifies and streamlines the process of providing access to administrative functions required by staff.

Welcome

SAMS allows DSAs (Departmental Security Administrators) to grant access to staff for administrative functions for Payroll Time Reporting, Department heads or assistant deans designate a DSA and a backup DSA for each departmental/organizational unit.

DSAs are allowed to grant access only to account/funds and/or home department codes for which they are authorized. If a function requires training or central office approval, access is placed in "pending" status until training is completed and approval is granted.

SAMS Home Page

Security Access Maintenance System

The SAMS home page consists of convenient links on the left side of the screen for your employees to use. These links are also available via ZotPortal (UCI Business Portal). Please refer to the detailed descriptions below.

SAMS users can access various functions within the application via category tabs at the top of the page.  The user will only see the tabs that they are authorized to use.  All users can access the ‘Home’ tab.  DSAs can access the ‘Home’, ‘Reports’, ‘Access’ and ‘Printers’ tabs.  Central office approvers and trainers can access the ‘Home’, ‘Reports’, and ‘Administration’ tabs. SAMS Inquiry users can access the ‘Home’ and ‘Reports’ tabs.

My Access

Clicking the ‘My Access’ link will display a list of your Functions and related Hierarchy Rights.  Your staff will be able to view their own rights also.

MY DSA

Clicking the ‘My DSA’ link will display a list of Departmental Security Administrators and their contact information.  Your staff will see their immediate contacts here.

eLogin

Clicking the ‘ELogin’ link on the SAMS home page, you are agreeing with terms, it will generate a Logon ID. This will generate a user id of the department you are in. This will allow your staff to activate their access to that specific department.

UCInetID Activation

Your staff must activate their UCInetID in order to access any SAMS features.  This link will instruct them through the process.

UCInetID Log In

Logging In

If you are already logged into the system, the SAMS homepage will recognize your login.  You can confirm this by looking to see if SAMS displays: Hello, <Your First Name> <Your Last Name>. If you are not logged in to any system prior to accessing SAMS, then you can login directly on the SAMS homepage.

Enter your UCInetID and password into the appropriate field boxes and click the Log In button.

DSA Agreement Form

1. If you have just been set up for DSA privileges, you must agree to the terms and conditions of the Computer Security Use Contract before access will be granted.
2. Read the agreement thoroughly.  When you have finished reading the agreement, click the I Agree button.
3. A confirmation will appear on the screen.  Close this window when you have finished.
4. Log out of SAMS by clicking on the ‘logout’ link on the top right of the page, then log back into SAMS using your UCInetID and password.
5. You will now see additional tabs at the top of the SAMS homepage.  These tabs link to your privileges.

Reports

DWH BLISS Queries

Please refer to the Data Warehouse User Guide for information on how to use this query tool (http://datawarehouse.uci.edu).

• SAMS User Access AdHoc Query - To query access for all users within specified organizational unit(s).
• PAN Reviewers by Hierarchy – To query for PAN (Payroll Action Notification) reviewers for specified organizational unit(s)
• FS/PPS Mapping AdHoc Query – To query the mapping of the FS Hierarchy to PPS Home Department codes.

• Get FS Hierarchy by Home Department – Easy query to get the FS Hierarchy for each Home Department code.

Access

In order to make any changes to an employee’s privileges you must use the Search Function to locate the employee.

Using the Search Function

There are two methods to search for a user account:  by UCInetID and by Name.

To search by UCInetID you must know the exact UCInetID.  An incorrect or partial UCInetID will result in no entries found.

To search by the UCInetID:

• Enter the user ID in the text box and click the Search button.

To search by Name:

• Enter the last name of the user followed by a comma and their first name (e.g. Doe, John) and click the Search button.

The Search by Name function allows you to search by partial names and provides results based directly on your input. Up to 100 matches will be displayed. If the employee you are searching for is not listed, you may have to refine your search.

Click on the name of the employee you wish to edit.

Adding Privileges

The ‘Add’ option allows you to add privileges to new or existing employees.  This option does not allow you to modify existing access.  To modify privileges, please see below.

To add privileges to any employee click the ‘Add’ link.  Use the Search Function as illustrated above.  A screen will open to add privileges to the employee.  The access privileges are set in a directory tree on the left side of the screen.  Selecting the desired privileges displays them under the employee’s name on the right.

If you need a description of a function simply click the ‘?’ to the right of the function name.

Certain functions require you to set the financial hierarchy and/or payroll home department rights for that employee.  For each privilege, select the lowest hierarchy/home department code you wish to assign from the list.  To select multiple financial hierarchies, click on the function to add another hierarchy selection list.  To select multiple payroll home department codes, press the “Ctrl” key and select all home departments you wish to grant for this user.

If you wish to assign an employee to the Account level you must type in the account.

Once all the desired privileges have been added, click the Proceed button.  A new confirmation window will appear.  If the changes are correct, press the Submit button to update the account.  E-mail is automatically sent to you and the employee.

If you desire to make changes before submittal, then click the Cancel button to return to the Access Addition screen.

If an error appears when pressing the Proceed button, click the Close button and correct the error on the Access Addition screen.

Error Messages

Warning Messages

Once all privileges have been submitted for an employee, the screen will refresh and display a complete list of rights you have assigned.  Click the Print button if you would like a paper copy for your records.

If there are any error or warning messages on this screen, print this screen and contact the OIT Help Desk at (949) 824-2222 immediately so that this error can be addressed.

Modifying Privileges

The ‘Add/Modify’ option allows you to add and modify privileges for an employee.

To modify privileges for any employee click the ‘Add/Modify’ link.  Use the Search Function as illustrated above.  A screen displaying the current privileges for that employee will display.  Select the privileges you wish to modify by clicking the check box next to the privilege.  If you do not have access to modify a privilege the check box will not display.  After you have made your selections, click the Next button.

The privileges you have selected will be displayed under the employee’s name.  From this page you can modify the hierarchy rights by selecting the appropriate code.  If you wish to delete a privilege by either selecting the appropriate check box next to the existing privilege or changing the hierarchy code.

You can also add privileges at this time by selecting from the directory tree on the left. If you need assistance, please refer to the ‘Adding Privileges’ section above.

If you need a description of a function simply click the ‘?’ to the right of the function name.

Once all changes have been made, click the Proceed button.  A new confirmation window will appear.  If the changes are correct press the Submit button to update the account.  An e-mail is automatically sent to the employee and to you.

If you desire to make changes before submittal then click the Cancel button to return to the ‘Access Modification’ screen.

If an error appears when pressing the Proceed button, click the Close button and correct the error on the ‘Access Modification’ screen.

Error Messages

Warning Messages

Once all privileges have been submitted for an employee, the screen will refresh and display a complete list of rights you have assigned.  Click the Print button if you would like a paper copy for your records.

If there are any Error or Warning Messages on this screen, print this screen and contact the OIT Help Desk at (949) 824-2222 immediately so that this error can be addressed.

Copying Access

The Copy function allows DSAs to copy access from an existing or cancelled user to a new or existing user.

To copy privileges to any employee click the ‘Copy’ link.  Use the Search Function as illustrated above to search for the desired employee you wish to grant access to.  A screen will appear with a second Search Function allowing you to select the employee you wish to copy access from.  Search as illustrated above, and then select the date that this user’s access was valid.

The privileges to be copied will be displayed under the employee’s name.  Here you can modify the hierarchy/home department rights by selecting the appropriate code.  If you wish to delete a privilege then click the check box next to the existing privilege.

You can also add privileges at this time by selecting from the directory tree on the left. If you need assistance, please refer to the ‘Adding Privileges’ section above.

Suspended Access

If a user’s employee status has changed from ‘Active’ to ‘Separated’ in the Payroll Personnel System (PPS), SAMS will automatically suspend their access the morning after their status has changed.  This prevents the user from accessing any system that they have access to through SAMS.  All DSAs within the user’s organizational unit will be notified via email of the suspension.  If the user has permanently separated from UCI, the DSA will need to cancel this user.  If the user’s employment status is not permanent, the DSA can reinstate the user’s access, restoring all access, only if the user’s employment status has returned to ‘Active’.

If you wish to take action upon a suspended user, click on the ‘Access’ tab.  Search for the user (using Add, Add/Modify, or Cancel options) using the Search Function as illustrated above.  A message will automatically display, informing that the user’s access has been suspended.

If you wish to reinstate the user’s access, click on the Reinstate Access option.  A message will display confirming your decision, with the user’s current access displayed below.  Click ‘Yes’ to confirm and ‘No’ to cancel.

If you wish to cancel the user, click on the ‘Complete Cancellation’ option.  This will take you to the Cancel Access function.  Please refer to the ‘Canceling Access’ section below for complete instructions.

Canceling Access

The Cancel Access function should only be used for employees that have separated, have left your department, or no longer need access to administrative applications.

If you wish to delete all existing access for an employee click the ‘Cancel Account’ link.  Use the Search Function as illustrated above.  A message will display confirming your decision, with the user’s current access displayed below.  Click ‘Yes’ to confirm and ‘No’ to cancel.

Printers

In order for your staff to print documents from the Personal Payroll System they must be set up for remote printing. 

You can assign a printer easily by using the Search Function as illustrated above to locate your employee.  If the employee is already set up to an existing remote printer, the printer identification number will be displayed in the text box.  If you know the printer identification number you wish to assign, you can enter it in the Printer ID field and click ‘Update’.

If you do not know the printer identification but know of another employee who is remote printing to the desired printer you can use the Remote Printer search on the right.  This works just like the employee Search Function.  Once the desired employee is located their information is displayed on the screen.  Click the ‘Printer ID’ link to set the Printer ID for your current employee.  This will update the previous window with the Printer ID.  If this is correct, click ‘Update’ to submit the change.

To clear the assigned Printer ID for an employee you can click on Reset.  This will remove the assigned Printer ID for the active employee, and reset the printer back to the original if they already had a printer defined.

You can easily configure other employee printer privileges by clicking the ‘New Search’ link.  This will load the Search Function.

You will then log into the UCOP Payroll Personnel System with your IR User Id which is generated when Payroll Access has been granted by your DSA or you're giving PPS access to your Client.    , You would then enter Password. If you do not have a PPS password, contact OIT Help Desk at (949) 824-2222 or submit a Service Now Ticket, we would be happy to assist you.

You will then need to go into the UCOP Payroll Personnel System, the Main Menu and select CICSPP9 – CICS IRVINE PROD

In Next Function Type: PRNT and press enter.

To select a printer, place the cursor on the appropriate line and press Enter.

(do *not* type an S; the S will appear after you press Enter)

Below are Function Keys, you may need to do an F8 to forward in search of your printer id. On the right side put cursor over your IR which is the same as U printer id example: in SAMS it is u757, but in PPS you would be searching for IR757.

Press enter and then update. It will create an S as Selected and you will now be able to print PPS Idocs or Payroll reports needed to your selected printer.