ITARAS User Manual

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ITARAS User Manual

Adient
 ITARAS User Manual

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Revision Date: February 28, 2018

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Key Contacts
Person Email Address
Apurva Wadodkar [email protected]
Karthikeyan [email protected]
Bakthavatchalam
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Table of Contents
Table of Contents....................................................................................................3
1 Objective..............................................................................................................4
2 Background – What is ITARAS?..........................................................................4
3 ITARAS Management..........................................................................................5
4 Using ITARAS......................................................................................................6
4.1 Initiate an IT request.........................................................................................6
4.1.1 Requestor Information Screen.......................................................................6
4.1.1.1 Initiate an IT request for someone else......................................................7
4.1.2 Application and System Selection (BU differentiation)..................................8
4.1.2.1 Applications and Systems requiring comments and/or attachments.......10
4.1.3 Review Request...........................................................................................11
4.2 Request Status screen...................................................................................13
4.3 Approval To-Do screen (for approving managers).........................................14
4.3.1 Account Request Action screen (for approving managers)………………...14
4.3.2 Submit User Account Request screen (for approving managers)…………15
5 ServiceNow…………...………………………………………………………… 15
6 FAQ…………………………………………………………………………… …….15
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1 Objective
This document provides step-by-step instructions and detailed image flows for users of
the Information Technology Application Request Access System (ITARAS).

2 Background – What is ITARAS?

Where is ITARAS?

• ITARAS is located within the IT Services section of the Employee Portal.

What ITARAS does?

• Provides a standard account request web form

• Manages and tracks account requests throughout the approval process
• Delivers requests to the relevant Administration resources
• Supplies data trail for auditing requests

Benefits of using ITARAS:

• Convenient central location within the Employee Portal accessible to all

company employees
• Delivery of requests are automated along defined SOX-approved paths
• Integrates with current standard identity management tools (ADAM), IT
tracking tools (ServiceNow), and security infrastructure (ILM)
• Replaces inefficient workflows (email, paper and telephone)
• Notifies requestors and approvers via email
• Stores audit logs of request approval and delivery

What ITARAS does NOT do?

• Create accounts or deliver new software.
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3 ITARAS Management
ITARAS manages two separate but related kinds of requests: modification of
system accounts and software availability.

Examples of system accounts include (but not limited to):

1. Global Directory (ADAM)

2. MS Outlook -O365(Email)
3. MFG-PRO/QAD
4. IRIS

Examples of available applications include (but not limited to):

1. PDF Creator
2. Microsoft applications (i.e., Project)
3. Oracle DB

Note: Additional applications and accounts are based on Business

Unit(AE) and Region. You should consult the local IT Coordinator or
Service Desk for information on which applications and systems are
available.
4 Using ITARAS
4.1 Initiate an IT request

An IT request can be made for yourself, or another employee. The request

process begins on the Employee Portal by clicking the Initiate an IT
Request link. This link opens the first ITARAS window: Requestor
Information.

4.1.1 Requestor Information Screen

1. The Requestor Information Screen displays the user’s Global Directory

data.

2. Select the appropriate radio button corresponding to whom the request is

being made: Myself, New Employee or Someone Else. Note: The ‘New
Employee’ option is disabled for some Regions. Consult your local
Service Desk for assistance.

3. Checking the Proprietary Information Acknowledgement box is required

before continuing on to the Application and System Action screen.

4. Clicking the “Change Approver” link next to Manager allows users to alter
who receives and processes the ITARAS request. This process allows for
approvals when managers are not available (illness, vacation, etc.). The
alternate approver occupy the same level (or higher) of responsibility as
 the original manager. Note: anyone approving an ITARAS request
assumes all ethical and legal responsibilities of the request.

5. Check the Proprietary Information Acknowledgement box then click the

Continue button to proceed onto the Application and System selection
screen.

4.1.1.1 Initiate an IT request for someone else

1. Select the “Someone Else” radio button from the opening screen.

2. Click the Search button located at the screen’s bottom. This opens a
Global Directory search window used to find the employee.

3. Clicking an employee name from the search results list populates his or
her Global Directory data (including manager) into the Current Employee
area of ITARAS.

4. Clicking the “Change Approver” link next to Manager allows users to alter
who receives and processes the ITARAS request. This process allows for
approvals when managers are not available (illness, vacation, etc.). The
alternate approver occupy the same level (or higher) of responsibility as
the original manager. Note: anyone approving an ITARAS request
assumes all ethical and legal responsibilities of the request.
 5. Check the Proprietary Information Acknowledgement box then click the
Continue button to proceed onto the Application and System selection
screen.

4.1.2 Application and System Selection (BU / Region differentiation)

The Application and System Selection list is generated based on the requestor’s
Business Unit (currently only AE) and Region. This ITARAS screen is split into
two sections: Enterprise Applications and General Business Application appear
on the left side and Actions Requested appears on the right side of the screen.
ITARAS displays the Application list within nested group types.
 (Application and System Selection Continued)
Requests to add or modify existing access, or remove access entirely, to
applications or systems are made in this screen. Selecting the “Reset
Selection” box to the far right of the Application and System Selection
screen clears the request for that application/system.

Some requests for applications and systems, such as Mfg-Pro and Unix,
require additional comments or forms. Please see section 4.1.2.1 for
details.

4.1.2.1 Applications and Systems requiring comments and/or

attachments
1. Selecting the Add/Modify/Delete radio buttons on some applications
and systems will prompt the attachment of a form such as Excel
spreadsheet.

a. Click the “Access Form” link and save the document it to your PC.
b. Complete the appropriate form.
c. Click the “Choose File” button. Select the completed form file from
your PC.
d. Click the “Attach File” button.
e. The successfully uploaded file name will appear left of the “Choose
File” button.
f. The successfully uploaded file name will also appear right of the
application chosen in the Application and System screen.
 g. Insert any relevant comments to the request and click the
“Continue” button.

Then:

4.1.3 Review Request

Requestors view a final summary of their ITARAS selections including:

applications and systems requested, the account requested information
and an audit trail. Three options are available in this screen:

i. Click “Edit” to return to the Requestor Information or

Application screen
to edit the contents of the request.
ii. Click “Cancel” to scrub the entire request.
iii. Click “Submit” to initiate the approval process. Submission is
verified when a window displaying a request id appears.

Then:
4.2 Request Status screen

The Request Status screen displays all submitted ITARAS requests based
on the requester’s Global ID. Submitted requests can be viewed and
sorted by request status (Submitted, Approved, and Denied), by date
range, or both. Clicking any Request ID will display the complete request
details including status, approvers, pending approvals and corresponding
Remedy number. The Request Status screen is “view only,” and cannot
be edited.

Then:

Then:

4.3 Approval To-Do screen (for approving managers)

The To-Do screen shows requests currently pending in your queue,
awaiting either approval or refusal. Clicking any request id will take you to
 section 4.3.1, the Account Request Action screen. After a request is acted
upon, the queue of pending requests is updated by clicking the “Refresh”
button.

4.3.1 Account Request Action screen (for approving managers)

The Account Approval screen allows the approval or denial of ITARAS
requests. Click the appropriate “Accept” or “Deny” radio button for
individual access requests. You will then see a field to insert comments if
desired. Clicking Continue will take you to section 4.3.2, the Submit User
Account Request screen. Clicking Cancel will return ITARAS to section
4.3, the Approval To-Do screen.

4.3.2 Submit User Account Request screen (for approving managers)

Approving managers review their selections to Accept or Deny employee
requests. This screen allows three options.

1. Submit the request. An approved request initiates a Remedy

item that IT uses to track the progress of an account
creation.
2. Return to the Account Approval screen to edit the data.
3. Cancel the submission.
 Some account requests, such as MFGPRO, require additional approval
beyond the employee’s immediate manager. ITARAS sends these
requests, after a manager’s approval, to another level of management
such as a Controller. The next level manager can view, approve or deny
his or her pending account requests by following the instructions in
sections 4.3 – 4.3.2. ITARAS automatically creates an individual Remedy
item for each application accepted by all required levels of management.

5 ServiceNow
ITARAS requests approved by all necessary levels of management will be
assigned a ServiceNow Request number(RITM). Both requestors and
managers can retrieve the RITM number from the Request Status screen
(section 4.2) and Hyperlink to the ServiceNow ticket. The Service Desk
can track the internal progress of an approved ITARAS request when
managers or requestors supply either request number and/or the
ServiceNow number.

6 FAQ
A collection of common questions and answers about ITARAS is kept and
updated on the Employee Portal. Click the link below to open the FAQ.

ITARAS FAQ

End of ITARAS User Manual