GDW Login Access and Termination or Retirement Notices.doc

EMERSON PROCESS MANAGEMENT

GWD Login Access & Termination or Retirement Processes

Last Updated: November 15, 2011

Version: 1.0

GWD Login Access & Termination or Retirement Processes Portal User Credentials for New Hire 1Company Confidential - For internal use only

Contents

Portal User Credentials for New Hire......................................................................................................3

Portal User Credentials for New User...................................................................6

Password Reset For Existing User.........................................................................9

Termination or Retirement Notices.....................................................................11


Portal User Credentials for New Hire

Here are the lists of things that need to do when there is a new hire in our team:1. Create a Portal User details in TEST, DEV, & PROD. Make sure that the new hire has

a super user access and system administrator access. Go to System Admin>Users>Create Portal User and do the following under Query Options:

a. User Login Name - New user username should start with the first letter of his/her name then followed by his/her surname. Example, if we have a new user named “Nancy Rybeck,” username should be “NRYBECK”. Once it is created, the default password is her username plus 1 (i.e. NRYBECK1).

b. User First Name – input the First Name of the requesting user (i.e. NANCY)c. User Last Name – input the Last Name of the requesting user (i.e. RYBECK)d. User Email Address - input the email address of the requesting usere. User Group Name – choose GDW_SUPER_USER in the selection box if the

requesting user is an Emerson employee or member Emerson divisions, otherwise select GDW_USER if the requesting user is LBP or Local Business Partners or Sales Representative of Emerson (i.e. Spartan and Controls)

f. User Organization – input the requesting user’s organization (i.e. EPM - Information Technology (Platform Level)). This information can be found once you double click the name of the requesting user in the email that was sent to us.

g. User Secondary Groups ~ Requesting user should be tagged as Account Management if he/she handles Key or Marquee Account~ Requesting user should have all the secondary group or Assign a User System Administrator Access if he/she a member of Global Data Warehouse team

2. Upon completing all the details in the Query Options of the Create Portal User page, Click “Add Portal User” button.

3. When it is done, assign the system administrator access for the newly created credentials for our new hire by going to System Admin>Assign a User System Administrator Access and complete the details below under Query Options:

a. User Login Name – input the username of the requesting user (i.e. NRYBECK)

Click the “Assign A user System Administrator Access” button.

4. If in case an error occurred upon checking the result in batch job in GDW Portal. Report this is to our Austin programmers (Barry Taylor, Laurel Mood, or Jean Bertrand) and provide them the screenshot for their reference.

5. Put the newly created details for our new hire in GDW Login Access Request spreadsheet found in our shared folder. Go to the Request & Reset Passwords tab in the spreadsheet and put the details in the desired column.


\\Phemssrsc-fs02\efs$\Global_Data_Warehouse_Manila_Team\GDW\Imports\GDW Login Access Request

6. Send the newly created credentials to our new hire via email. The email format should look like below:

Hi Nancy,

Here is your GDW account details:

User Login Name: NRYBECKPassword: NRYBECK1

Please note that your username and password are both case-sensitive. We also advise that you change your password on your first access for security reasons.

To access your GDW account, please click the link below:http://usstlpmpinfdb04.emrsn.org:7778/portal/page?_pageid=35,15543&_dad=portal&_schema=PORTAL

You may also want to check our SharePoint site. The site composes of our latest process documentation, Global Data Warehouse Portal links, our latest customer backlogs, announcements, and the likes.

To view our SharePoint site, please visit the link below:http://sp.emersonprocess.com/sites/epm/gdw/default.aspx

Let us know if you encounter any issues in accessing your account.

Thanks,

Victory Bolante | Master Data Management Specialist, Global Data WarehouseEmerson Process Management | 30F Robinson's Summit Center| 6783 Ayala Ave| Makati City| 1226|

PHT +632 479 52 00 ext. 3213| M +63 [email protected] | [email protected]

7. Include our new hire email address in our DL EPM GDW Super Users distribution list. To do this:

a. Search the DL EPM GDW Super Users distribution list in the Address Book: Global Address List in Microsoft Outlook

b. Double Click “Modify Members…” button in the DL EPM GDW Super Users window

c. Click “Add…” button in the Distribution List Membership window and then search the name of our new hire in the Add Users window.

d. In Add Users window, double click the name of our new hire and then press “OK” button


http://sp.emersonprocess.com/sites/epm/gdw/default.aspx

http://usstlpmpinfdb04.emrsn.org:7778/portal/page?_pageid=35,15543&_dad=portal&_schema=PORTAL


e. In the Distribution List Membership, Click “OK” buttonf. In the DL EPM GDW Super Users, Click “Apply” button and then Click “OK”

button.


Portal User Credentials for New User

Here are the lists of things that need to do when there is Portal user request for new user in GDW Support Mailbox:

1. First thing to do is to check if the new user has an existing account in the GDW Portal User Lookup.

2. If found out that it does not exist, create a Portal User details in TEST, DEV, & PROD. Go to System Admin>Users>Create Portal User and do the following under Query Options:

h. User Login Name - New user username should start with the first letter of his/her name then followed by his/her surname. Example, if we have a new user named “Nancy Rybeck,” username should be “NRYBECK”. Once it is created, the default password is her username plus 1 (i.e. NRYBECK1).

i. User First Name – input the First Name of the requesting user (i.e. NANCY)j. User Last Name – input the Last Name of the requesting user (i.e. RYBECK)k. User Email Address - input the email address of the requesting userl. User Group Name – choose GDW_SUPER_USER in the selection box if the

requesting user is an Emerson employee or member Emerson divisions, otherwise select GDW_USER if the requesting user is LBP or Local Business Partners or Sales Representative of Emerson (i.e. Spartan and Controls)

m. User Organization – input the requesting user’s organization (i.e. EPM - Information Technology (Platform Level)). This information can be found once you double click the name of the requesting user in the email that was sent to us.

n. User Secondary Groups ~ Requesting user should be tagged as Account Management if he/she handles Key or Marquee Account~ Requesting user should have all the secondary group or Assign a User System Administrator Access if he/she a member of Global Data Warehouse team


4. Put the newly created details for our new hire in GDW Login Access Request spreadsheet found in our shared folder. Go to the Request & Reset Passwords tab in the spreadsheet and put the details in the desired column.



5. Send the newly created credentials to our new user via email. The email format should look like below:Hi Nancy,

Here is your GDW account details:

User Login Name: NRYBECKPassword: NRYBECK1



You may also want to check our SharePoint site. The site composes of our latest process documentation, Global Data Warehouse Portal links, our latest customer backlogs, announcements, and the likes.

To view our SharePoint site, please visit the link below:http://sp.emersonprocess.com/sites/epm/gdw/default.aspx


Thanks,



6. Include our new user email address in our DL EPM GDW Super Users distribution list, if the requesting user is an Emerson employee or member Emerson divisions. To do this:

a. Search the DL EPM GDW Super Users distribution list in the Address Book: Global Address List in Microsoft Outlook





button.


mailto:[email protected]

http://sp.emersonprocess.com/sites/epm/gdw/default.aspx



7. Include our new user email in our DL EPM GDW Users distribution list, if the requesting user is LBP or Local Business Partners or Sales Representative of Emerson (i.e. Spartan and Controls). To do this:

a. Search the DL EPM GDW Users distribution list in the Address Book: Global Address List in Microsoft Outlook





button.


Password Reset For Existing User

Here are the things that need to do if the requesting user has an existing Portal User Credentials in GDW:

1. Get the first letter and surname of the requesting user. Example, the requesting user is Helen Grace Aboboto. Her username is HABOBOTO.

2. Search the username in Portal User Lookup in GDW to check if it really exists.3. If it does exist, start resetting her password.4. To reset her password, go to the System Admin>Users>Reset Portal User’s Password5. In Reset Portal Users Password, do the following under Query Options:

a. YOUR Password – input your own password in this field and not the requesting user password

b. Reset User name – input the requesting username in this fieldc. New Reset User Password – in giving a new password, it is by default that all

password should be aligned to user’s username plus 1 (i.e. HABOBOTO1)6. Put the details for our new hire in GDW Login Access Request spreadsheet found in our

shared folder. Go to the Request & Reset Passwords tab in the spreadsheet and put the details in the desired column.


7. When done, send the reset password to the requesting user. The email format should look like below:

Hi Helen Grace,

We have reset your password, below is your GDW account details:

User Login Name: HABOBOTOPassword: HABOBOTO1




Thanks,







9. If the user has an existing account, there is no need to include the requesting user in DL EPM GDW Super Users or DL EPM GDW Users.


Termination or Retirement Notices

Here are the things that need to do when we receive a termination or retirement email in GDW Support Mailbox:

1. Point-of-Contact for this task should need to create a PST folder in Microsoft Outlook. This will serve as storage of all the termination or retirement email notifications. These emails are all came from Nancy Rybeck.

2. Once it is created, the POC need to drag termination or retirement notifications from GDW Support Mailbox to his/her PST folder.

3. Check the person if he/she has a Portal User Credentials. To do this, get the first letter and surname of the persons that has been terminated or has been retired. Example, the terminated or retired person is Helen Grace Aboboto. Her username is HABOBOTO. Then do the following:

a. Go to System Admin>Users>Portal User Lookup and search the username if it is existing.

b. If the username is existing, delete the persons Portal User Credentials by going to System Admin>Users>Delete Portal User. Then input the person’s username in the “User Name to Delete” field in the Delete Portal User page. Click the Delete Portal User button.

Note: If in case an error occurred upon checking the result in batch job in GDW Portal. Report this is to our Austin programmers (Barry Taylor, Laurel Mood, or Jean Bertrand) and provide them the screenshot for their reference.

c. Once the person’s Portal User Credentials is deleted, update the GDW Login Access spreadsheet found in our shared folder. Look for the Termination Notices and input all the information found in the spreadsheet.


d. Remove the person’s name in the DL EPM GDW Super Users if she/he has a super user access. To do this:

- Search the DL EPM GDW Super Users distribution list in the Address Book: Global Address List in Microsoft Outlook

- Double Click “Modify Members…” button in the DL EPM GDW Super Users window


- Scroll down the task bar at the left side and look for the person’s name. Click the person’s name to be removed and then Click “Remove” button in the Distribution List Membership window

- In the Distribution List Membership, Click “OK” button

- In the DL EPM GDW Super Users, Click “Apply” button and then Click “OK” button.

e. Remove the person’s name in the DL EPM GDW Users if she/he has a user access. To do this:

- Search the DL EPM GDW Users distribution list in the Address Book: Global Address List in Microsoft Outlook

- Double Click “Modify Members…” button in the DL EPM GDW Users window

- Scroll down the task bar at the left side and look for the person’s name. Click the person’s name to be removed and then Click “Remove” button in the Distribution List Membership window

- In the Distribution List Membership, Click “OK” button

- In the DL EPM GDW Users, Click “Apply” button and then Click “OK” button.

f. If the person’s username does not exist, update immediately the GDW Login Access spreadsheet found in our shared folder. Look for the Termination Notices and input all the information found in the spreadsheet.



Documents

GDW Login Access and Termination or Retirement Notices.doc