Change of IT Access Requests

Change of IT Access Requests

Apps that are generally available to you will appear on your Dashboard. Files shared with you by the organisation are usually accessible in the Google Shared Drive.

Our  utilises Role Based Access Control (RBAC). When you are set up in our environment you are assigned a role based on your work responsibilities (e.g., AIN, Receptionist, Manager). This assigned role determines:
  • The Apps you have access to
  • What you can see in the Google Shared Drive
  • Whether you have permission to edit or only view documents
  • Which doors your access card (fob) will open
  • What Google Groups (shared mailboxes) you have access to

InfoChanges to access permissions are managed at the role level. This means that access to resources like Doors, Printers, Google Groups, Software, and Systems can only be granted or removed for an entire role (e.g., all RNs or no RNs), rather than for individual users within a role.

If you need to change your access or permissions for Doors, Printers, Google Groups, Software, and/or Systems, please follow these steps:

  1. Discuss your request with your direct line manager.
  2. If your line manager approves the change, an 'Approval' request can be initiated in the User Access Manager (UAM) software by individuals in one of the following roles: CEO, COO, CFO, People and Culture, Facility Manager or Care Manager.
  3. If a person in one of these designated roles agrees with the access change, they can submit a formal request to the Columbia CEO (or their delegate) using UAM.

CEO, COO, CFO, People and Culture, Facility or Care Manager Instructions

  1. Do you agree with the change being requested?; If so;
  2. Access UAM via your Google Dashboard.
  3. Select 'RBAC Dashboard'
  4. From the list of roles that appear select the role you are querying
  5. Review the current software and assigned permissions to see if a change is indeed required

To submit an Approval request in UAM

  1. Access UAM via your Google Dashboard.
  2. Select 'Approvals' on the left-hand menu.
  3. Click 'Add'.
  4. Complete the form with the necessary details.
  5. Click 'Save' in the top right-hand corner and wait for the synchronisation to finish.
 >> Access the Approval Request Form [Authorised Roles Only] <<
IdeaNeed help completing the form? Click here for a step by step guide!
When completing the form, you will be asked for:
  • The role that you are requesting to change
  • The specific resource (door, file, application) you require access to
  • The reason why you need the change and/or access

Please be aware that all access change requests may take several business days to process. Additionally, requests to access certain files or folders may be declined based on security protocols and business needs.

Important Considerations:

  • Each access change request in UAM must be highly specific and granular. This means you can only request access to one resource at a time per approval form.
  • For example, if you require door access for both the AIN and RN roles, as well as access to a Google Group for RNs, this will require three separate approval requests:
    • Approval 1: Access to Door for AIN role
    • Approval 2: Access to Door for RN Role
    • Approval 3: Access to Google Group for RN Role
  • This granular approach is necessary because:
    • The UAM software is unable to process multiple resource requests within a single form
    • The approver may need to approve only a portion of your overall request (e.g., grant door access but not Google Group access), requiring separate approvals for each resource.
  • Changes to access permissions (for Doors, Printers, Google Groups, Software, and Systems) are applied to entire roles, not individual users.

The approval form within UAM does allow for 'User Specific' requests. However, these are not fundamental changes to the core access permissions defined by your role. Examples of 'User Specific' requests include:

  • Temporary access while travelling overseas.
  • Access to another user's mailbox for a specific purpose and duration.
  • Procuring new equipment that requires individual configuration.

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