User Manual for GLP Registration R.3.0 - IBM · IBM Global Logistics Portal R.3.0 – User Manual for Access The GLP registration will be submitted by pressing the “ Register”

GLP Access Administrator GLP R.3. 0 User Manual Page 1 of 25

© IBM Corporation 2009

IBM Global Logistics Portal R.3.0 – User Manual for Access

IBM

CIO Global Logistics Operations / Europe

User Manual for GLP Registration

3.0

Registration steps for “new users”

Revision number : 18

Version date : 02.10.2017

Document status: final

Document author:

Judit Szabó

BT/IT CIO Global Operations Europe Security & Compliance Location: 1138, Budapest Népfürdő utca 22 Hungary

e-mail: [email protected]

GLP Access Administrator GLP R.3.0 User Manual Page 2 of 25



Document History

Revision History Revision

Number Revision

Date Editor Summary of Changes Changes

marked 0 19.01.2005 F.Kolb Initial version created (N) 1 05.02.2005 F.Kolb GLP homepage url address updated, chapter 1.2 N 2 25.07.2005 F.Kolb Minor changes like screen shot of GLP homepage with Rel.1.1 N 3 21.09.2005 N.Glomb Added chapter 3 N 4 25.10.2005 N.Glomb Updated document with changes related to file repository N 5 16.11.2006 N.Glomb

F.Kolb

Updated document with content of R1.2 for Information center and Information manager Updated with Access Management related changes in Rel.1.2.. (Single Sign On, Changed registration process, Automatic access request

approval process with activities required from user, GLPACC, user manager and

IMOP).

N

6 24.01.2008 F.Kolb Updates for GLP 2.0 N 7 15.07.2008 F.Kolb Minor changes for CSO + IMOPs N 8 13.10.2009 J. Vall GLP homepage url address updated, minor changes on description of approval

process, screen shots updated N

9 24.01.2011 J. Vall Updates for GLP 2.3, Federated SSO N 10 20.03.2012 J. Vall Updates for GLP 2.4, description changed for CUTS functionality N 11 12.09.2013 F. Melchers Updates for GLP 2.5 N 12 12.09.2013 I. Tolgyes Updates for GLP 2.5 N 13 19.19.2014 J.Szabó Updates for GLP 2.6 N 14 12.08.2015 G.Csikós Updates for GLP 2.7 N 15 21.04.2016 G.Csikós Updates for GLP 2.7 N 16 04.07.2016 G.Csikós Updates for GLP 2.8 N 17 13.03.2017 J.Szabó Updates for GLP 2.9 N

18 02.10.2017 J.Szabó Updates for GLP 3.0 N

Approvals

This document requires following approvals for major change. Minor changes need not to be approved, but

distributed to reviews and approvers. . Name Title Approval Date

M.A.Castelli GLP Application Manager

(Delegate of Application Owner András Zimmermann)

Distribution

This is a snapshot of an on-line document. Paper copies are valid only on the day they are printed. Refer to the author if you are in any doubt about the currency of this document.

This document is distributed to / place of storage: Name Title GLP user community Available to end users via GLP file repository




Contents

1. Introduction ........................................................................................................................................ 4

1.1 Document purpose/description ...................................................................................................... 4

1.2 Overview ........................................................................................................................................ 4

2. User Access....................................................................................................................................... 5

2.1 Blue ID Registration for GLP / new user id creation ...................................................................... 5

2.2 GLP Registration (step 2) .............................................................................................................. 7

2.3 Already registered user sign in and access change/update (N) ..................................................19




1. Introduction

1.1 Document purpose/description � This document provides a user manual for Global Logistics Portal (GLP) end users describing

user access and InfoCenter. It should help to understand the use of GLP web front-end including user registration and sign-in as well as the integrated functions for access request handling and

information centre with document repository, news, etc.

� In chapter Application Links at the end of this document there is a short description of the entry screens of the GLP sub applications CCCS, ETO and IDDE Web Inquirer, but further details are

not described in this end user manual here.

1.2 Overview

� GLP is the strategic web portal for IBM Global Logistics Europe applications and functions.

� GLP combines the sub applications CCCS, ETO and IDDE Web and provides enhanced

functions for user administration, the automatic access request handling and the information centre with news, file repository, business info and help.

� GLP uses the service of IBM BI SSO (Blue ID, Single Sign On) for user authentication during the registration and sign in process as required by IBM standards.

� GLP Homepage: https://www-304.ibm.com/distribution/glp/index.html

� GLP test enviromet: https://wwwbeta-2.toronto.ca.ibm.com/distribution/glp/welcome.jsp




2. User Access

2.1 Blue ID Registration for GLP / new user id creation

To get access to GLP and its sub applications ETO, CCCS and IDDE Web Inquiry via the 'IBM Registration' website, a two-step registration is required. First step is the registration with a new IBM user id at the “IBM Registration” website. IBM Registration ID is called Blue ID . Second step is the registration at GLP via the “GLP Registration” webpage.

New user should click on “Create a new IBM id link”.




You need to check your e-mail address for the received Confirmation code, which looks like as below.




After pressing “Sign up” button the user is registered at IBM BlueID.

2.2 GLP Registration (step 2)

After successful registration at IBM Registration the user can follow on with step 2 to register at GLP.

Here the user has to fill in the required fields and submits for registration. Pay attention to the comments

besides the input fields to enter correct data, e.g. IBM users have to enter correct serial number and

department.

The “Register to GLP” screen has to be filled out accurately by the the user.

- The user is already identified during the sign in step in the screen before and therefore the IBM ID is

shown here and cannot be changed.

- Shortname: the prefix of the IBM ID (characters before the @ sign of the IBM ID), maximum 8

characters. E.g. the user’s ID is [email protected] then the short name should be “timtom”. The short

name is used as GLP internal unique key.

- IBM serial number: the serial number should be entered exactly as filed in Bluepages. If not

available, ‘999999’ has to be entered.

- Employee status: select from the drop down menu the correct employee status, e.g. IBM regular,

IBM non-regular (contractors working on IBM premises), external users, etc.

Ask your support team if you need help, the subsequent registration approval process flow depends on the employee status !

- Department number: for IBM employees the department number should be entered. Non-IBMers

have to enter a company name.




- Register for: here the GLP sub application(s) should be selected which the user need for his job, at

least “Information Center”.

If the user selects one of the sub applications CCCS, ETO, IDDE he also has to select the “working

country” he is working for with this sub application. This can be but must not the “home country”. ”. If user doesn’t select any working country, then the home country will be set. Lenovo users are

allowed to choose only Lenovo countries, which start with number 4 (eg. 404-Lenovo Cyprus)

Note: the home country is the country the user selected during the first step of registration at IBM

Registration by selecting there the country of residence. Also, the user can request in the

subsequent user request process further countries he needs to be assigned for one of the sub

applications CCCS, ETO, IDDE. But at this point here, the GLP Registration, it’s just the base

“working country” the user is working with at CCCS, ETO or IDDE.

”Information Center” provides news and a file repository with a lot of documents related to the sub applications.

- Communication box: here a meaningful reason why a user wants to register and need the selected

sub application (Business Need) has to be entered.

He can also use this box to communicate important notices relating to this request to the GLP AA

(e.g. for listing the additional country codes user requires access to).




befo

By clicking on ‘Terms of Use’ link, overlay window will appear. The overlay window contains ‘GLP Statement’




The user can close the overlay window with ‘GLP Statement’.




The GLP registration will be submitted by pressing the “Register” button.

The GLP registration will be submitted by pressing the “Register” button.

Note: the registration process is not completed yet, but must undergo the subsequent approval process

within GLP. For this a ‘user request’ is created in GLP and a Email notification is sent to the GLP AA (to

Email address [email protected], userid GLPACC, used by IBM GL access management team) with

the user data and requesting accesses as entered in the GLP registration screen.

After submission of the GLP registration is successful a message screen will confirm the registration:




Email notification sent to the GLPACC ([email protected]) asking for further processing and review. The [email protected] is used by the access management team for a pre-check of the user request to

be complete and accurate before manager approvals are requested.

Example of e-mail notification sent to GLP ACC:




The user can already sign in to see his submitted request in status OPEN. In status OPEN the request is

ready to be further processed for the next step by the GLPACC. The user can see the details but cannot edit it anymore. If he notices that some data is not correct he immediately should send a note to the GLPACC ([email protected]). The GLPACC has the ability to edit the request and doing updates

before he approves.

When the user signs in at this time he can of course only link to “Administer user requests” via the

navigation menu. The sub applications and functions he is requesting will be available in the navigation menu when the whole approval process is completed.







User clicks to the link in the column User ID of the User request table and screen slides with details

Personal data, Countries, Functions and Roles appear:










On the “Roles” slide the default roles are:

- for CCCS, Classification Inquirer

- for ETO, Creator - Please, note if only Creator access is requested by one user and not the Power

user role, then an Approver role is also necessary for another person to be able to approve the created ETOs. Power users can create and approve the ETOS in one role.

- for IDDE Web, Inquirer

If a user needs higher access authority for a sub applications, means another role, then he has to contact

the GLP AA. The GLP AA is able to update the request before he approves.

By the way, once the approval process completed for a new registration and the access authorities have become active, the user can also request another role by creating then a new user request. This will be

described in the next chapter.




2.3 Already registered user sign in and access change/update (N)

A registered user can sign in to GLP as showed below.

Changes on the ‘Welcome to GLP’ screen only for active user shown below.

. On the ‘Welcome to GLP’ screen, overlay window will appear with ‘GLP Statement’ & ‘I agree’ button (customer provided GLP Statement)




Overlay window appears only one time. On attempt to bypass acceptances of 'terms of use' in welcome page GLP user will be moved back to ‘Welcome to GLP’ screen. When the user accepts the terms of use, this window is not displayed.




The “Administer user requests” functionality, available via navigation menu on the left, is not only used

for new user registrations but also if an already registered and in GLP working user needs access changes. The functionality of Administer user requests depends on the user role, e.g. regular user,

GLP AA and is used for the further approval process. Depending on the GLP user role (GLP AA, User)

and the status of the access requests the user has more or less rights to view, edit, approve or reject

the user request.

For access changes and enhancements the user has now to enter a meaningful reason/business need into the comment box in 400 characters and press the NEW button. By this a user request is created

and the four slides Personal data, Countries, Functions and Roles with the request details are opened, at first the Personal data slide.

The user has now to check and optionally update some request details on the slides. If updates are done

on one of the slides, the save button has to be pressed at the bottom of the slide. Once all the updates on the necessary tabs are completed, the Submit button needs to be pressed on any of the tabs. After

pressing Submit button, the request will turn into “open Request” status and user is not able to modify it

anymore. The GLPACC will receive an Email notification and the access request appears in “open Request” status on the Administer user requests overview screen.




NOTE: in case of an access request for system administrator it is important to describe the access

request content in the comment box not longer than 400 characters. There is (later) no role or function,

which can be selected.

Pressing the NEW button the four details slide appear.

On the Personal data slide the user is able to correct Employee status when necessary.




On the Countries slide the user is able to correct the working country for the sub application is authorized

when necessary and/or can select additional “Assigned countries” needed.

After each change (e.g. adding one new county assignment or removing one existing country assignment, or even without any actual change but pressing 'Submit/Save' button): all existing

countries are removed and re-created basing in checked checkboxes.

EXCEPTION:The only exception is adding new countries to IDDE. In this case the user is not able to do

it via the above described process, in this case GLPAA needs to be informed regarding the changes via the “Business Need” box.




On the Functions slide the user is not allowed to change anything. This is restricted to GLPACC who can

do further updates or corrections in the next approval step “GLPACC review”.

On the roles slide the user can select the role he is requesting for. After pressing the submit button the requested role is saved, the access request is submitted and sent to GLP Access Administrator.




Selecting Administer user request in the navigation menu the user request overview shows now the request in status OPEN, means cannot be edited by the user anymore but by the GLPACC in the

subsequent approval step. An Email is sent to GLPACC for notification.

Documents

User Manual for GLP Registration R.3.0 - IBM · IBM Global Logistics Portal R.3.0 – User Manual for Access The GLP registration will be submitted by pressing the “ Register”