Step by step guidance:
How to request access to the HCM system
If you need authorized access to HCM, follow these five steps:
HR Access is for general system access (ability to access employee data for a requested departments) and/or HR workflow access. Available HR workflow access covers transactions for duals, affiliates, and students (including student hire), plus HR actions relating to additional pay, job change, and status change.
Payroll Access includes general system access (to view GL Distribution information), Payroll workflow access (involving the new system's Maintain Accounting eForms), and Payroll back office roles and GFM Access.
Required for HR Contacts: Attend in-class HR Contact Training.
Required for Student Hire Representatives: View the Student Hire webinar (90 minutes), then complete the learning confirmation form. Both are here.
Required for Business Managers: View the Maintain Accounting webinar (39 minutes), then complete the learning confirmation form. Both are here.
Save the fillable/savable PDF to your drive or a Network folder before you fill it out.
After completing the form, be sure to gather all applicable signatures.
(Note that these forms are to be used to request access and also to request the removal of access for specified individuals.)
Scan the form and save the file.
Go to the DoIT Service Portal.
Type “HCM” in the “How can we help you?” box.
- Under "Options," select Access.
- Under “HCM Environment(s),” select Production.
- In the "Additional Comments" box, briefly describe your request.
- Required: Attach the completed and signed Access form. An attachment is required before you can click the Order Now button.
- Recommended: If you are submitting both forms (HR Access and Payroll Access), submit each one via a separate service request/ticket.
- Change the “Preferred Contact Number,” if you prefer a different one.
- Click the “Order Now” button to submit your request for Access.
You will receive an email confirming that your request has been received – and providing a service ticket number. (See the example on the right.) The email will include a link that you can use to check the status of your service request, and to provide additional information and ask questions as the request is being processed.
When you click on the link to check the status of your request, you will open a status screen. An example is shown on the right.
The left-hand column will show status updates written by the person who is working on your request – giving you a real-time update on where your request stands right now. These are listed in order, with the most recent update at the top.
The next column shows any and all messages that you submit as the request is being processed, along with the original notice (bottom right) confirming that the service request/ticket was created and approved.
You can send messages at any time by typing in the text box at the top. When you do, your message will post at the top of the column, and your Service Desk contact will see it. You can upload attachments by clicking on the paperclip icon (top) or the blue Attachments button (bottom right).
This screen is the fastest way to track status and to communicate with the person who is working on your request. Avoid submitting a second ticket for the same reason, as this will confuse and slow the process.
When your inquiry has been answered or the problem is resolved, you will receive a concluding email. The first line will display the ticket/item number, followed by the "opened" and "closed" dates and all comments sent back and forth while the service request was being processed.