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V1.3

DFPS

Approve/Reject

Requests and

Terminate Users

in Identity

Manager (IAM) A step-by-step guide to completing the responsibilities of the CASA IAM Representative role.

Department of Family and Protective Services 2/3/2015

Designated IAM Representative Guide

v.1.3 Page 1 of 25

Contents

Introduction .................................................................................................. 2

Roles ............................................................................................................ 2

Log into ITIM ................................................................................................. 3

Approve or Reject Portal Requests.................................................................... 5

To approve or reject portal access requests ................................................. 6

What happens next? ............................................................................... 13

Approve or Reject Case Connection Requests .................................................. 14

What happens next? ............................................................................... 15

Terminate a Case Connection Account ............................................................ 16

To terminate a Case Connection account: .................................................. 16

Termination for inactivity ......................................................................... 22

What happens next? ............................................................................... 22

Lock/Unlock an Activity in IAM ....................................................................... 23

To lock an activity .................................................................................. 23

To unlock an activity ............................................................................... 24

Designated IAM Representative Guide

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Introduction

This document walks you through the steps of reviewing and approving/rejecting

requests to access the HHS Enterprise Portal and the Case Connection Application.

Additionally, it covers how to terminate a Case Connection account in the event of a

CASA staff/volunteer resignation or dismissal.

Roles CASA IAM Designated Representatives, referred as "Partner Supervisors" in the

HHS Enterprise Portal, will need to understand how to complete the steps provided

in this guide in order to manage access to the Portal and to the Case Connection

Application for their local CASA organization.

It is important to note that requesting Portal accounts and Case Connection access

is a self-service process that the CASA staff and volunteers must complete on their

own. Your responsibility is to approve or reject the reject the request, not to create

user IDs or portal accounts for staff, or submit Case Connection requests on their

behalf.

Request Case

Connection Access

Background Check

Obtain Access to

Case Information

Use Case Connection

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Log into ITIM

1. Open up your internet browser and navigate to:

https://hhsportal.hhs.state.tx.us/iam/portal/DFPS/

2. Enter your username and password, and then click the Login button.

The Security Agreement screen appears.

https://hhsportal.hhs.state.tx.us/iam/portal/DFPS/

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3. Read the Security Agreement, and then click the Agree button.

NOTE: Every time you log into the HHS Enterprise Portal, you will be prompted to

read the Security Agreement. Clicking the Agree button indicates your agreement

to the terms. You may click the Reject button, but you will be logged out of the

system.

4. Click the ITIM tab. This will open the Tivoli Identity Manager application.

NOTE: Once ITIM Opens, the screen will be divided into two separate sections, or

'frames'. The left-hand frame is a menu you may use to navigate in and around

ITIM. The right-hand frame takes you directly to where you need to be for this

procedure - the View Activities window. Any pending requests will appear in the

right-hand frame.

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Approve or Reject Portal Requests

Although IAM Representatives that are set-up by DFPS as Partner Supervisors in

IAM do not have to register for Portal Accounts, all other CASA Staff and Volunteers

who have a business need for Case Connection must first register for an HHS

Enterprise Portal account. Every request for access to the Portal must be approved

or rejected by you, the IAM Representative for your Organization.

You will receive an email once a CASA staff or volunteer requests access to the

Portal. The email will direct you to log in, review the request, and approve/reject

the request. A sample of the email you will receive is displayed below:

Figure 1: Email sent to IAM Representative for HHS Enterprise Portal Approval

Note: The system requires the IAM Representative to take action on a request

within 5 days. After 5 days a reminder will be sent out that if action is not taken in

another 5 days the request will be automatically deleted from their approval queue

(after a total of 10 days) and the staff/volunteer will be sent an email stating their

access was not granted by the IAM Rep.

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To approve or reject portal access requests

There may be one or more requests for portal access waiting for review in the work

queue.

Below is an example of what the system will display when there is a single request:

Figure 2: Single request for portal access

Note that when a single request for portal access is displayed, the Requested For

and Subject columns contain the name of the individual who made the request.

Below is an example of what the system will display when there are multiple

requests:

Figure 3: Multiple requests for portal access

When multiple requests are made, the Requested For column will read 'Multiple',

and the Subject column will state the number of requests received. In this case "5

Items" is displayed, signifying there are 5 portal account requests awaiting review.

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1. Log into ITIM.

2. Click on the 'Partner Supervisor Approval for Enterprise Portal Account'

hyperlink in the Activity column.

3. Complete the following:

For a single portal access request, go to the next step.

For multiple portal access requests, once you click the hyperlink in the Activity column, each individual request appears. Click on the

name under the Subject column, and then go to the next step.

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4. Click on the 'Provide Information' hyperlink.

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After clicking on Provide Information link, a screen will appear that displays details

about the person requesting access to the Portal for your review:

5. Verify the information that appears on this screen. You will need to

ensure the following:

The Person listed is currently affiliated with your local CASA

Program.

The Person's name is spelled correctly.

Verify the person's identity according to your local CASA Program's

policy and procedures.

6. Click the Details Button to view the "Manage Approval" Screen so you

can Approve or Reject the Request

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7. Select either 'Approved' or 'Rejected' from the "*Approval" pull down menu.

If the information is incorrect, or if the individual is not known to your local

CASA organization or does not need Portal access, then you will reject the

request. If the information is correct and you have confirmed this individual

does require Portal access, you will approve the request.

8. If you are rejecting the request, then you must enter notes regarding

why you are rejecting the request. Any notes entered will be in the rejection email that is sent to the person making the request.

9. Click the Save button.

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After clicking save, the following screen will appear where you will submit your

action to approve or reject the request.

10. Click the Submit button to finalize the approval of the request.

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11. The Success confirmation screen appears. Click the Close button to return Home.

12. The Home screen appears. From here you may log out, or click the 'Manage Users' hyperlink to process additional requests that are in your

queue.

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What happens next?

CASA staff/volunteer receives an email notification regarding their Portal

Request

After the HHS Enterprise Portal Request is appro