Attachment_D,_AMPS_Request_for_Role_Guide.pdf

User Guide AMPS Role Request Procedures for External Energy Users and Administrators

Version 1.4.4E E as of May 27, 2014

Account Management and Provisioning System (AMPS) User Documentation: User Guide

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Contents Role Request Process

How to Request a Role: External User Role Request Subprocesses

How to Update Organization Information How to Browse for a Role How to Approve a Role Request

Supervisor Approval Security Officer Approval

Role Request: Rejection What Comes After the Final Approval?

How to Update Your DoDAAC

Figures

Figure 1: Role Request Navigation Figure 2: AMPS Home Screen Figure 3: Request Role - User Information Figure 4: User Type Samples - Civilian and Contractor Figure 5: Request Role - Select Roles Figure 6: Request Role – Justification Figure 7: Request Role – Summary Figure 8: Confirmation Figure 9: Sample Applications & Roles Screen Figure 10: User Information - Update Organization Figure 11: Select Organization - Search Figure 12: Select Organization - Search Results Figure 13: Update Organization - Selection Displayed Figure 14: Request Role Select Roles Figure 15: Sample Approval Work Queue Figure 16: Supervisor Approval Screen Figure 17: Sample Approval Completed Screen Figure 18: Sample Approval Work Queue - Post Approval Figure 19: Sample My Information - Pending Requests Figure 20: Sample Approval Work Queue Figure 21: Security Officer Approval Screen Figure 22: Sample Approval Completed Screen Figure 23: Sample Approval Work Queue - Post Approval Figure 24: Sample My Information - Pending Requests Figure 25: Sample My Information - Update Additional Attributes Figure 26: Sample Update Additional Role Attributes Menu Figure 27: Sample Update Additional Role Attributes Menu – Advisory.23 Figure 28: Sample Information Popup - SAAR Creation Success Figure 29: Sample Additional Role Attributes - Updated DoDAAC

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Role Request Process This abridged user's guide is intended to help external users navigate New AMPS and provide them with the steps necessary to request and approve Energy role requests. It also covers how to update the DoDAAC associated with the user's roles. For more information, please see the complete version of the AMPS User Guide (available on the AMPS Documentation page).

System Determination: During the transition period, while applications and roles are migrated from Legacy to New AMPS, you must determine which system to use for making role requests.

Most users can determine this from the available-applications table on the Transition menu, found on the Legacy Home page.

What you can do: The Role Request process enables you to select and enter information required to submit a role request. The process displays several information entry screens in sequence.

In New AMPS: At the top of each role request screen is a series of screen names that help you trace your location in the sequence. Click the name of any screen already visited to return to it, and add or correct information before submitting the request. The current screen’s name is displayed in bold text:

Figure 1: Role Request Navigation

Where to start: Start the Role Request process by launching AMPS to display the Home screen.

Note that any field marked with an asterisk (*) is a required field.

How to Request a Role: External User

1. Log in to AMPS.

AMPS displays the Home screen. Your ID is displayed to indicate you are the currently logged-in user.

2. In the Requests menu on the Home screen, click Request Role.

AMPS displays first screen of the Role Request process.

Figure 2: AMPS Home Screen

Figure 1: Role Request Navigation

"Train"

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3. Enter your Cyber Awareness Certificate date (required).

4. Select your User Type from the following choices (required):

a. Military: select your Branch and Rank from the fields displayed when you select this User Type (required).

b. Civilian: select your Grade in the field displayed when you select this User Type (see Figure 4).

c. Contractor: enter your Contract Number, Contract Company, and Contract Expiration date in the fields displayed when you select this User Type (see Figure 4).

5. Update your Organization, as needed, and note the contact information for your Security Officer.

(See How to Update Organization Information on page 8 for more instructions.)

6. Update your Security Officer, as needed, using the text fields.

7. Update your Supervisor, as needed, using the text fields.

8. Click Next.

Figure 3: Request Role - User Information

Figure 4: User Type Samples - Civilian and Contractor

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AMPS Displays the Select Roles Screen In the Select Roles screen, you have two choices for locating the role name you want to select: Search and Browse. The following procedure tells you how to search for a role name. To browse for a role, see the section entitled How to Browse for a Role on page 11.

9. In the Select Roles screen’s Search Roles section, enter all or part of any search criteria you have available.

For example, if you have the role name, you can enter part of the name in the Role Name field.

10. Click the Search button.

AMPS displays the names of all roles having a name (or other search criteria) that matches the Search string.

11. Locate the role you want to request in the Select a Role - Role Name list:

a. To verify your choice, click the Expand button (>) to display details about the role.

12. Select the role and click the right arrow button.

AMPS copies the role name to the Selected Roles list panel on the right.

To request multiple roles, repeat steps 9-12 (if you do not require, or already have, a primary role).

13. Click Next.

Figure 5: Request Role - Select Roles cted eady

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AMPS displays the Justification screen.

14. In the Justification screen, fill in the following information:

a. Enter comments in the Justification text box to clarify the request (required).

b. As an option, you can enter further comments in the Optional Information text box to supply additional information that supports your request.

15. Optional: Click the Browse button to locate and attach a supporting document. Repeat this procedure to attach up to an additional two documents, as needed.

Note that attachments must be formatted as Adobe Portable Document Format (PDF) files of two megabytes or less in size.

16. Click Next.

Figure 6: Request Role – Justification

AMPS displays the Summary screen.

17. Review the information in the Summary screen.

- Click the Back button to return to previous screens and make corrections, as needed.

- After making corrections, click the Next button or the Summary node in the train to return to the Summary screen.

18. Click Submit to complete the role request.

IMPORTANT:

Your request will not be submitted until you click the Submit button.

Figure 7: Request Role – Summary

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AMPS submits the role request for approval.

19. Note that the SAAR number is listed here, along with role and status information on the Role Request Confirmation screen.

Your status notifications and Pending Requests records will refer to this SAAR number.

20. Click the OK button on the confirmation screen.

AMPS displays the Home screen.

Figure 8: Confirmation

21. From the Home screen, select My Information to display the User Information and Applications & Roles tab page selections.

22. Click the Applications & Roles tab.

23. View the Pending Requests section to check the status of your request as it proceeds through the Approval process.

Figure 9 illustrates the status of the sample SAAR created in this process. Initially, the SAAR goes to the Supervisor first.

A user can check Pending Requests to determine the stage of a SAAR in the approval process.

Figure 9: Sample Applications & Roles Screen

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Role Request Subprocesses What you can do: Follow this procedure if you are a User submitting a new role request and your need to correct your Organization information.

Where to start: Begin the process of creating a role and start on the User Information screen.

How to Update Organization Information Find the Update Organization command.

1. Click the Update Organization command on the User Information.

AMPS displays the Find an Organization dialog (see Figure 11).

Figure 10: User Information - Update Organization

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2. Select an Operator to set a filter for the Organization Name search criterion.

Figure 11: Select Organization - Search

3. Enter all or part of an Organization name in the Name field.

4. Click Search.

AMPS displays matching names in the Search Results area (Figure 12).

5. Select the name you want to use in the Organization section.

6. Click OK.

AMPS enters the selected name and corresponding information in the Organization Information section of the Role Request’s User Information screen (see Figure 13).

Figure 12: Select Organization - Search Results s

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7. Review the Organization update and proceed with the role request.

Figure 13: Update Organization - Selection Displayed

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How to Browse for a Role What you can do: Follow this procedure if you are a User browsing for a role name, rather than using the Search function.

Where to start: Begin the process of requesting a role, starting on the User Information screen, and navigate to the Select Roles screen.

1. In the Select Roles screen’s

Browse Roles by Application section, expand the application category that contains your application name.

AMPS displays the names of all applications associated with the category in the Browse Roles by Application area.

2. Select your application.

AMPS displays all roles associated with the application in the Select a Role area.

3. Locate the role you want to request.

a. To verify your choice, click the Expand button (>) to display details about the role.

b. If you select an Additional role without first selecting a related Primary role, AMPS displays an error message.

4. Select the role and click the add button (-- >). AMPS copies the role name to the Selected Roles list panel on the right.

5. To request multiple roles, repeat steps 1-4.

6. Click Next to proceed with your role request.

Figure 14: Request Role Select Roles

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How to Approve a Role Request What you can do: Follow this procedure if you are a designated approver and have received an email notification indicating a SAAR awaits your action in AMPS.

Where to start: To begin the process of reviewing or approving a role, review the relevant email notification, and navigate to the AMPS Approval Work Queue.

Supervisor Approval The following procedure explains how to approve a role request in New AMPS.

1. After a User requests a Role, AMPS sends an email notification confirming the request submission and indicating the role request is waiting for the Supervisor’s approval.

Sample User Notification: Confirmation Subject: Notification: SAAR #6254 - Request User Access for Jimmy Teck (TEC_USER_256) (External Application User) (Energy FMD Express) Feb 20, 201411:01 a.m.

Body:

Your request for role ENERGY FMD EXPRESS PROD - SERVICE DFSP ACCT ROLE FMD8-100 with access to Energy FMD Express (SAAR 6254) has been submitted for approval. AMPS provides this message for notification only.

Please do not respond to this message.

If you have any questions about this notification, please contact the Enterprise Help Desk at 855.352.0001.

2. AMPS also sends an email notification to the user indicating the role request is waiting for the Supervisor’s approval.

Sample User Notification: Status Subject: Notification: SAAR #6254 - Request User Access for Jimmy Teck (TEC_USER_256) (External Application User) (Energy FMD Express) Feb 20, 201411:01 a.m.

Body:

SAAR #6254 is awaiting Supervisor approval of your request for the following role: ENERGY FMD EXPRESS PROD - SERVICE DFSP ACCT ROLE FMD8-100 with access to Energy FMD Express.

This request was submitted in AMPS on Feb 20, 201411:01 a.m.

No action on your part is required.

AMPS provides this message for notification only.

Please do not respond to this message. If you have any questions about this notification, please contact the Enterprise Help Desk at 855.352.0001.

3. After a User requests a Role, AMPS sends an email notification to the User’s Supervisor indicating that a SAAR has been submitted for the Supervisor’s approval.

4. Navigate to the URL given in the email (cut and paste it into your browser.)

Note the format and the URL that is provided. The email at right is from New AMPS.

Sample Approver Notification Subject: Action Required: SAAR #6254 - Request User Access for Jimmy Teck (TEC_USER_256) (External Application User) (Energy FMD Express)

Body:

SAAR #6254 is awaiting your action on a request for the following role: ENERGY FMD EXPRESS PROD - SERVICE DFSP ACCT ROLE FMD8-100 with access to Energy FMD Express.

This request was submitted in AMPS on 02-20-2014.

This task expires on 2014-03-12 Please visit AMPS at this URL: https://amps.dla.mil/oim/eaportal/faces/adf.task-flow?adf.tfId=eaportal-flow&adf.tfDoc=/WEB-INF/eaportal-flow.xml&ApprovalID=587 Review your Pending Approvals to locate the SAAR and either approve or deny before the expiration date. AMPS provides this message for notification only.

Please do not respond to this message. If you have any questions about this notification, please contact the Enterprise Help Desk at 855.352.0001.

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AMPS displays the Approval Work Queue screen.

5. On the Approval Work Queue screen, click on the link to the relevant SAAR.

AMPS displays the Supervisor Application Access Decision screen for the specified SAAR (see Figure 16).

Figure 15: Sample Approval Work Queue

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6. Fill in the required fields.

a. Start Date (auto-filled) : this entry must be no earlier than the current date.

b. End Date (auto-filled):

adjust as needed. This field entry is required.

c. Comments: enter comments to support the decision. Comments are not required for an approval, but AMPS passes them to the next approver when they are entered.

If you are rejecting the request, you must enter comments.

7. Click Approve to approve the request.

AMPS automatically . . .

Sends the SAAR to the next approver and Removes the SAAR as assigned to the Supervisor from the Work Queue screen.

Click Reject to reject the request.

Removes the SAAR as assigned to the Supervisor from the My Tasks tab.

Stores the rejected SAAR and its information for display in the user’s role status tab.

NOTE: The Reject button will not be enabled until there is text in the Comments box.

Figure 16: Supervisor Approval Screen ntry

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AMPS displays the Approval Completed screen.

8. AMPS confirms the completion of the approval and displays the basic SAAR information.

Click the Return to the External Approval Worklist link.

AMPS displays the Approval Work Queue screen.

Figure 17: Sample Approval Completed Screen

9. AMPS lists any SAARs waiting for your approval. If there are none, there will be a message like the one in Figure 18.

Click the Logout button to exit AMPS.

You can use the link in your email to return to the Work Queue to check your pending approvals.

Figure 18: Sample Approval Work Queue - Post Approval

SAAR

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10. After the approval is submitted, AMPS sends an email notification to the user regarding the approval’s status.

Subject: Notification: SAAR#6254 - Request User Access for Jimmy Teck (TEC_USER_205) (External Application User) (Energy FMD Express) Feb 20, 201411:01 a.m.

Body:

The Supervisor has completed an approval for SAAR#6254 regarding your request for the following role: ENERGY FMD EXPRESS PROD - SERVICE DFSP ACCT ROLE FMD8-100 with access to Energy FMD Express.

The outcome for this task is APPROVED.

AMPS provides this message for notification only. Please do not respond to this message.

If you have any questions about this notification, please contact the Enterprise Help Desk at 855.352.0001.

11. In addition, AMPS displays SAAR information and status in the user’s Pending Requests.

The status shows the SAAR has been forwarded to the Security Officer for

Figure 19: Sample My Information - Pending Requests

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Security Officer Approval The following procedure for Security Officers explains how to approve a role request in New AMPS.

1. After a User’s Supervisor approves a Role Request, AMPS sends an email notification to the user with the request’s status, indicating the role request is waiting for the Security Officer’s approval.

Subject: Notification: SAAR #6254 - Request User Access for Jimmy Teck (TEC_USER_256) (External Application User) (Energy FMD Express) 02/20/2014.

Body:

SAAR #6254 is awaiting Security Officer approval of your request for the following role: ENERGY FMD EXPRESS PROD - SERVICE DFSP ACCT ROLE FMD8-100 with access to Energy FMD Express. This request was submitted in AMPS on 2/20/2014. No action on your part is required. AMPS provides this message for notification only. Please do not respond to this message. If you have any questions about this notification, please contact the Enterprise Help Desk at 855.352.0001.

2. After a Supervisor approves a Role Request, AMPS sends an email notification to the user’s appointed Security Officer indicating that a SAAR has been submitted for the Security Officer’s approval.

3. Navigate to the URL given in the email (cut and paste it into your browser.)

Note the format and the URL that is provided. The email at right is from New AMPS.

Sample Approver Notification Subject: Action Required: SAAR #6254 - Request User Access for Jimmy Teck (TEC_USER_256) (External Application User) (Energy FMD Express) 2/20/ 2014.

Body:

SAAR #6254 is awaiting your action on a request for the following role: ENERGY FMD EXPRESS PROD - SERVICE DFSP ACCT ROLE FMD8-100 with access to Energy FMD Express.

This request was submitted in AMPS on 01/20/2014.

This task expires on 03/12/2014.

Please visit AMPS at this URL: https://amps.dla.mil/oim/eaportal/faces/adf.task-flow?adf.tfId=eaportal-flow&adf.tfDoc=/WEB-INF/eaportal-flow.xml&ApprovalID=606 Review your Pending Approvals to locate the SAAR and either approval or deny the request before the expiration. AMPS provides this message for notification only. Please do not respond to this message. If you have any questions about this notification, please contact the Enterprise Help Desk at 855.352.0001.

AMPS displays the Approval Work Queue screen.

4. On the Approval Work Queue screen, click on the link to the relevant SAAR.

AMPS displays the Security Officer Application Access Decision screen (see Figure 21).

Figure 20: Sample Approval Work Queue iting for B S w n er.) Th Th Ple ffflf o pr En

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5. Fill in the required and optional fields:

a. IT Level Designation: select the requestor’s IT level from the drop-down list.

b. Clearance Level: select the requestor’s Clearance Level from the drop-down list.

c. Type of Investigation: select the investigation type conducted for the requestor from the drop-down list.

d. Date of Investigation: select or enter the requestor’s investigation date.

e. Comments: enter comments to support the decision. Comments are not required for an approval, but AMPS passes them to the next approver when they are entered.

If you are rejecting the request, you must enter comments.

6. Click Approve to approve the request.

AMPS automatically . . .

Sends the SAAR to the next approver and Removes the SAAR as assigned to the Security Officer from the My Tasks tab.

NOTE: The Clearance Information featured in Figure 21 is for demonstration purposes only.

Please enter Clearance Information applicable to the current request.

Click Reject to reject the request.

Removes the SAAR as assigned to the Supervisor from the My Tasks tab.

Stores the rejected SAAR and its information for display in the user’s role status tab.

NOTE: The Reject button will not be enabled until there is text in the Comments box.

Figure 21: Security Officer Approval Screen p-m the

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AMPS displays the Approval Completed screen.

7. AMPS confirms the completion of the approval and displays the basic SAAR information.

Click the Return to the External Approval Worklist link.

AMPS displays the Approval Work Queue screen.

Figure 22: Sample Approval Completed Screen

8. AMPS lists any SAARs waiting for your approval. If there are none, there will be a message like the one in Figure 23.

Click the Logout button to exit AMPS.

You can use the link in your email to return to the Work Queue to check your pending approvals.

Figure 23: Sample Approval Work Queue - Post Approval

SAAR

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9. AMPS sends an email notification to the user regarding the approval’s status.

Sample User Notification: Status (New AMPS) Subject: Notification: SAAR #6254 - Request User Access for Jimmy Teck (TEC_USER_256) (External Application User) (Energy FMD Express) 02/20/ 2014.

Body:

The Security Officer has completed an approval for SAAR #6254 regarding a request for the following role: ENERGY FMD EXPRESS PROD - SERVICE DFSP ACCT ROLE FMD8-100 with access to Energy FMD Express.

The outcome for this task is APPROVED.

AMPS provides this message for notification only. Please do not respond to this message. If you have any questions about this notification, please contact the Enterprise Help Desk at 855.352.0001.

10. In addition, AMPS displays SAAR information and status in the user’s Pending Requests.

The status shows the SAAR has been forwarded to the Data Owner for

Figure 24: Sample My Information - Pending Requests

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Role Request: Rejection

1. If the role request is rejected by an approver, AMPS sends an email notification to the user regarding the outcome result of the request.

If you receive an email notification like the one at right, check with your Supervisor to correct any deficiency in your request and submit a new role request, if needed.

Sample User Notification: Rejection and Advice Subject: Notification: SAAR# 6827 - Request User Access for Jimmy Teck (TEC_USER_256) (External Application User) (ENERGY FMD EXPRESS) 04/17/2014 00:00:00 EDT.

Body:

The Data Owner has completed an approval for SAAR#6827 regarding your request for the following role: ENERGY FMD EXPRESS PROD - SERVICE DFSP ACCT ROLE FMD8- 100 with access to Energy FMD Express.

The outcome for this task is REJECTED.

AMPS provides this message for notification only.

Please do not respond to this message.

If you have any questions about this notification, please contact the Enterprise Help Desk at 855.352.0001.

What Comes After the Final Approval?

After the Data Owner and Information Assurance Officer approve the request, the role approval process is complete. The next stage involves provisioning the role, which includes the following processes:

Creating the user’s account in the application.

Assigning the appropriate permissions to the user’s account, which enable the user to perform tasks in the application.

Energy roles and EBS Energy roles use different provisioning methods:

Energy Roles:

These roles use an automatically generated AMPS ticket as a source of information for setting up the account. This process is called Total AMPS.

EBS Energy Roles:

These roles, receive a Remedy ticket, generated by AMPS, with provisioning data included in it.

Total AMPS

The Provisioning Process: Total AMPS section in the AMPS User’s Guide provides a description of the Total AMPS procedure for provisioning a role through a ticketing process. See the AMPS User's Guide for more information.

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How to Update Your DoDAAC Find the Update Additional Attributes command.

1. From the Home screen, select My

Information to display the User Information and Applications & Roles tab page selections.

2. Select the Applications & Roles tab.

3. View the Additional Role Attributes section to see your current DoDAAC and the associated roles.

4. Click the Update Additional Attributes button, if you need to update your DoDAAC.

AMPS displays the Update Additional Role Attributes menu (see Figure 26).

Figure 25: Sample My Information - Update Additional Attributes

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5. Check the role and DoDAAC information.

6. Click on the textbox for the DoDAAC you are changing and overwrite the DoDAAC.

7. AMPS may display an informational advisory as shown in Figure 27.

8. You can also click the Add DoDAAC button and enter an additional DoDAAC in the new textbox that appears.

(The subtract button to the right of the textbox will remove the DoDAAC.)

9. Click the OK button.

If successful, AMPS displays an Information popup (see Figure 28).

Figure 26: Sample Update Additional Role Attributes Menu

Figure 27: Sample Update Additional Role Attributes Menu – Advisory

10. Take note of the SAAR number assigned to your request.

11. Click the OK button.

AMPS will take the request through the approval process and inform you when the request is complete.

Figure 28: Sample Information Popup - SAAR Creation Success

12. Once the request has been approved, the new DoDAAC information will be displayed in the Additional Role Attributes table of the My Information screen (see Figure 29).

Figure 29: Sample Additional Role Attributes - Updated DoDAAC