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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

    V1.3 Page 2 of 25

    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

  • Designated IAM Representative Guide

    V1.3 Page 3 of 25

    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/

  • Designated IAM Representative Guide

    V1.3 Page 4 of 25

    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.

  • Designated IAM Representative Guide

    V1.3 Page 5 of 25

    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.

  • Designated IAM Representative Guide

    V1.3 Page 6 of 25

    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.

  • Designated IAM Representative Guide

    V1.3 Page 7 of 25

    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.

  • Designated IAM Representative Guide

    V1.3 Page 8 of 25

    4. Click on the 'Provide Information' hyperlink.

  • Designated IAM Representative Guide

    V1.3 Page 9 of 25

    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

  • Designated IAM Representative Guide

    V1.3 Page 10 of 25

    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.

  • Designated IAM Representative Guide

    V1.3 Page 11 of 25

    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.

  • Designated IAM Representative Guide

    V1.3 Page 12 of 25

    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.

  • Designated IAM Representative Guide

    V1.3 Page 13 of 25

    What happens next?

    CASA staff/volunteer receives an email notification regarding their Portal

    Request

    After the HHS Enterprise Portal Request is appro

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