Federated Authorization Community | Information Technology | University of Pittsburgh
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Federated Authorization Community

Quick Links: Key Benefits I Getting Started I More How-to I Training Videos

The new Federated Authorization Community will allow University faculty and staff  to request access to the University's enterprise systems and data—including requests for the Student Information System (PeopleSoft), the Student Mart, the General Ledger (GL) Mart, and Responsibility Center Administrator (RC Admin) access. The system also handles the entire approval process, routing user requests to any appropriate Security Contact, Data Steward, and RC Admin approvers. Access is then implemented by the Pitt IT Analytics team.

Key Benefits

  • Access the system easily without restrictions–You can access the Federated Authorization Community from any device and using almost any web browser.
  • Improve workflow efficiency–Use one central, streamlined location to handle data and enterprise system access requests and approvals reduces time to process requests substantially.
  • View and manage requests transparently–As a requester, receive email feedback about the status of your request(s). As an approver, quickly view and handle any requests requiring your attention.

Getting Started

To get started or have questions answered, please contact one of these three groups:

Requesting Access

  1. Log in to the Federated Authorization Community.
  2. Click one of the following tiles:
    • PeopleSoft
    • Student Mart
    • General Ledger (GL) Mart Users
    • General Ledger (GL) Mart Groups
    • Responsibility Center Administrator (RC Admin)
    Federated Authorization Community landing page
    Note: Approval Requests are handled below.
  3. Enter all required information. If the form has multiple pages, fill each page out, then click Next Page. Click Submit.
  4. Your access request is routed and—pending its approval(s)—is granted. You will receive an email message that indicates your request’s final status.
  5. You can click View All under the Approval History and see all the information about why your request was approved or not.
    Note: If a request for Federated Authorization resources is not approved, you can reapply making sure that your new submission satisfies all additional submission criteria.

Checking the Status of a Request

This option is only available to those who can approve requests. All RC Admins, RC Financial Approvers, and Security Contacts have access to all requests. Please reach out to your Approver for a status update on the request. If they are not able to give you an update, then contact the 24/7 IT Help Desk at 412-624-HELP (4357).

  1. Log in to the Federated Authorization Community.
  2. Click the Approval Requests tile.
  3. Click the Approval ID of the desired access request.

    Note: You can use the Search field to narrow your search to a single name or username.
  4. The Approval Stage for approved access requests will be listed as Approved, while those that still require authorization will be listed as Pending.
  5. Click View All in the Approval History section to see the full history of the access request.

Approving a Request

This option is only available to those who can approve requests. Approvers see requests based on their role(s). 

  1. When you receive an email to approve a request, click the link provided, then log in to the Federated Authorization Community.
  2. Click the Approval Requests tile.
  3. Click the Approval ID for an access request.
  4. Review the Items to Approve section. Click View All to see more information about a specific item.
  5. Review the details found in the right-hand column, including any (but not necessarily all) of the of the following:
    • Authorization Request
    • Career/Campus/Academic Center
    • Details of the Request
    • Division and Department Information
    • Requestor and Requestee Information
    • General Request Information
    • Restricted Data Requested
  6. After completing your review, locate the Approval History section, then click Approve.

    For the entire request history so far, to view role/title, and to view or add comments to the request, click View All.
  7. Type your comments then click Approve.
  8. The process is repeated if additional approval for a request is needed.
    Note: All requests are routed to Information Technology for final approval.
  9. The requestor receives an email notification when the request is granted and completed.

Denying a Request

This option is only available to those who can deny requests. Approvers see requests based on their role(s). 

  1. When you receive an email to approve a request, click the link provided, then log in to the Federated Authorization Community.
  2. Click the Approval Requests tile.
  3. Click the Approval ID for an access request.
  4. Review the Items to Approve section. Click View All to see more information about a specific item.
  5. Review the details found in the right-hand column, including any (but not necessarily all) of the of the following:
    • Authorization Request
    • Career/Campus/Academic Center
    • Details of the Request
    • Division and Department Information
    • Requestor and Requestee Information
    • General Request Information
    • Restricted Data Requested
  6. After completing your review, locate the Approval History section, then click Reject.
  7. Type your comments, then click Reject.
    Add Comments as part of Denying an approval request.
    Note: You can view any of your posted comments via the Approval History.
    View posted comments for approval requests
  8. The requestor receives an email notification when the request denied:
    Denial of Request

 

More Ways to Get the Most from the Federated Authorization Community

Frequently Asked Questions

How are approval requests routed?

The following table identifies all the University administrators involved in approving your Federated Authorization Community requests:

 

Scenario Name

Initiated by

Pre-Submission

1st Level Approver

2nd Level Approver

3rd Level Approver

4th Level Approver

Notes

PeopleSoft

Select 1 diamond/restricted role

or

Select 2 diamond/restricted (different data stewards) roles

User or Security Contact

User Agreement (if Security Contact), Send Supervisor Notification

Security Contact (RC of requestee)

Data Steward* (one approver)

Privacy Officer*

Pitt IT Security

* indicates optional step if the approval component is a diamond/restricted role

PeopleSoft

Select no approval components

or

Do not select diamond/restricted role

User or Security Contact

User Agreement (if Security Contact), Send Supervisor Notification

Security Contact (RC of requestee)

(skipped)

(skipped)

Pitt IT Security

 

GL Mart

User Submits

or

Supervisor submits

User or Supervisor or RC Financial Approver

 

Supervisor

RC Financial Approver

Financial Data Steward

Pitt IT Analytics*

* indicates implementation rather than approval

GL Mart Group

User submits

User or Supervisor or RC Financial Approver

 

Supervisor

RC Financial Approver

Financial Data Steward

Pitt IT Analytics*

* indicates implementation rather than approval

Student Mart

 

User or Security Contact

User Agreement (if Security Contact), Send Supervisor Notification

Security Contact (RC of requestee)

Data Steward*

Privacy Officer*

Pitt IT Analytics

* indicates optional step if the approval component is a diamond or restricted role

RC Admin

 

RC Admin

Send Supervisor Notification

RC Admin

Pitt IT Security

     

What happens to a request when there are multiple approvers?

The request goes in to a queue and any approver can review, then accept or reject the request.

Are there steps that I can take as an approver to add information to my approvals?

In addition to adding comments, a site feature lets you post notes to the request using the Notes section.

Notes for Federated Authorization request

Are there situations in which the use of adding additional documentation to an approval request is necessary?

Yes, additional documentation–including the use of comments and notes–is needed if an approval request for information is made outside the requestee's own RC.

Both All-Temps approval requests and Financial Data approval requests outside of your area fall under this category.

As an All-Temps employee, how is my Federated Authorization access request routed?

All Temps falls under RC 89 – Human Resources, so all Federated Authorization requests will be routed through the Security Contact(s) for RC 89. However, prior to officially submitting the request, the supervisor of an All Temps employee or the Security Contact of the department where the All Temps staff is assigned should discuss the access request details with the Security Contact for RC 89.

How are requests for removal routed?

The request is routed in the same way as the approval process except the user will not receive any notifications.

As a Security Contact, will I still receive a request to authorize a request that I have submitted?

Yes, the workflow determines that Security Contacts must authorize/digitally sign all requests in that portion of the workflow, even if you are the original requestor of the form.

I get an error that reads “5. Create Approval_Request__c - Issue with the requestee data. Please contact support.” How can I proceed?

This error indicates that the requestee username is not a primary account. If the account was recently converted to primary, you may need to wait up to 48 hours for the permissions to matriculate into the Federated Authorization Community.

Sponsored accounts generally will not have access to privileged data through the Federated Authorization process. If you believe that the requested account is a service account that is entitled to data protected by the Federated Authorization process, please enter your own username as the requestee. In the Request Details and Justification section, list the name of the sponsored account and the owner of the account. Include any additional information that will be important to the approvers.

What tasks can a Responsibility Center Administrator (RC Admin) perform?

Responsibility Center Administrators can perform the following tasks:

  • Add additional email addresses (called email aliases) to individual accounts and groups 
  • Create and modify Exchange resources (used to schedule rooms, equipment, and services) 
  • Restrict who can send email to a group 
  • Require authentication to be able to send email to a group 
  • Convert groups between “mail-enabled” and “not mail-enabled” 
  • Show or hide groups within the Global Address List 
  • Grant “full access” or “send-as” rights to Resource Account mailboxes 
  • Set a customized out-of-office message for a user in your responsibility center who is no longer with the University

Where can I learn additional information about RC Admins?

You can learn more here.

Who are the Financial Data Stewards?

Where can I find the list of Approvers for my Request ?

  • The Financial Data Approvers list is here.
  • The Responsibility Center Administrators (RC Admin) list is here.
  • The Security Contacts list is here.
  • The Financial Data Stewards list is here.

How do I find a username?

To find usernames:

  • Contact your RC Administrator or your department's IT Contact.
  • Use Find Pitt to look up the email address of the user. Unless the person is using an alia,, the username will appear before the @ symbol (for example jdoe if the email address is jdoe@pitt.edu). If the user is using an alias, it will be different from the username—aliases will be greater than eight characters or it will contain a period (.), dash (-) or underscore (_) and be greater than 4 characters.  

Note: Requests to clone user access must include the username of the requestee.

How do I request a duplicate user?

In the request you must include the username of the requestor. If you do not know the username, use one of the methods described above to find it or ask the user.

If my request is not approved at any stage of the approval process, will I be contacted?

Yes, you will receive an email with information about why the request was not approved.

What steps can I take if I wish to resolve a request that was not approved?

You can submit a new request making sure that you address the specific reason(s) for its rejection.

Are there steps I can take if I need to make specific Federated Authorization access requests to specific departments, rather than an entire school?

Yes. When you submit your request, list any relevant details or specifications, including department or other row level access.

May I submit a request to clone or duplicate the access of a user who has restricted roles or permissions?

Requests to duplicate the access of users who have roles or permissions restricted by a Data Steward may result in rejection or delayed processing. If you are requesting to clone from a user who has restricted access, please remember that all restricted roles and permissions must be individually selected and justified to ensure proper routing through the Data Stewards.

Are there steps I need to take if I need access to restricted data that is not part of my Responsibility Center (RC)?

Yes, use the following guidelines:

  1. Notify the RC Admin for your location. They should contact the appropriate RC approver in the area where the data resides.
  2. If you need access to restricted data, Data Stewards approval is part of the request workflow.