RACF Managers Operating Standards_Procedures.ppt

RACF MANAGER’S OPERATING
STANDARDS AND PROCEDURES
Texas Workforce
Commission
Data Processing Department

TWC RACF Training
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Training for RACF Managers and
Backups
Presented by the Data Processing Department
of the Texas Workforce Commission
Please track this presentation on your “Slides
for TWC RACF Training” Printout

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RACF Managers and Backups are
Security Guardians
 Protect Information resources from unauthorized disclosure,
modification, and destruction
 Careful and consistent User Account Administration by RACF
Managers/Backups
– Management of accounts is a key component in the protection of
data, its confidentiality and integrity
– Assures proper RACF access controls and RACF maintenance
– Facilitates local access and accountability for TWC resource systems
use

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Introduction
 The following brief narrative will describe the
basic concepts that drive the RACF system.
It is not necessary that you understand how
the RACF system works to maintain the
RACF system locally, but a cursory
understanding will help you to appreciate
what happens internally when you perform
some RACF activity.

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Basic RACF Concepts
 RACF (Resource Access Control Facility) allows the agency to
define users who can access protected resources and relates
how users can access the protected resources.
 When a user is defined to the system, RACF builds and stores
a user profile in the RACF data set. The profile contains a
description of the user for RACF including name, user ID,
owner, and other user characteristics. The local Information
Security manager who defines a new user to RACF becomes
the “owner” of the new user. An owner has the capability to
modify, list and delete the user’s responsibilities and work
assignment.

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RACF Group Managers Panel
 To define users to RACF, a unique panel has been developed.
This panel is called the Group Managers Panel because it is
used by local Information Security managers to add, modify and
delete users. (Note: Groups and Resources are defined to
RACF by the RACF Administration unit).
 An Information Security Manager has a special user code that
allows him or her to access the RACF Group Managers Panel
and perform certain RACF authorized activities, such as
adding, updating, or deleting a user.

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 The RACF Group Managers panel is on the
Time-Share Option (TSO) system. The
manager is authorized to use the TSO
system for RACF Manager panel activities
only.

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The manager signs on by typing “TSO” on the
system request panel

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After entering this, the system will request the Information Security
manager’s user ID (IKJ56700A ENTER USERID). This user ID will be
provided by the RACF Administration unit.

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When the manager enters his user ID (Mnnnn), the TSO/E LOG-ON
screen will appear. The manager now enters his or her password
(6 to 8 alphanumeric characters).

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After entering the password and pressing enter, the manager will receive log-
on data and any current messages addressed to his TSO user ID. When three
asterisks (***) appear on the last line, log-on to TSO is complete, and the
manager need only to depress the ENTER key to receive the RACF Managers
Menu.

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RACF Manager’s Menu

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 If the Information Security Manager or Backup revokes their
management ID or forgets their password, they will have to
contact the RACF Administration Unit for assistance. Only the
RACF Administration Unit can unrevoke or issue a new
temporary password for an Information Security Manager or
Backup.
 Once the manager or backup have completed sign-on and are
on the RACF system, they may now perform the actions
required, or if in doubt, they can enter HELP on the COMMAND
LINE or depress the F1 key for HELP. The HELP command
will produce the RACF TUTORIAL, step-by-step instructions on
how to use the manager’s panel.

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RACF Tutorial Menu

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Group Manager’s Practice Panels
 A practice panel has been established for Information Security
Managers to use to sharpen their skills or gain experience without the
fear of “messing things up”. This panel is a close replica of the actual
panel an Information Security Manager will use. The panel will permit
the manager or backup to perform any of the functions he or she may
be required to perform on the actual office panel. The practice panel
will reset itself to its original condition when the manager or backup
signs off. Any changes made to the panel, whether correct or
incorrect, will be erased when the END (F3) key is depressed.
 To access the manager’s practice panel the user can use a practice
manager’s ID. The practice IDs used are M9991, M9992, M9993,
M9994 or M9995. All manager practice passwords are TWC12345.
Signing on to TSO as M9991 with the password of TWC12345 will
access the manager’s practice panel. The manager’s practice panel
may be more instructive if used in conjunction with this manual.

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Manager’s Panel Sections
 The Information Security Manager’s Panel is
made up of four parts: the COMMAND LINE,
the USER WORK AREA, the GROUP WORK
AREA, and the TABLE OF USERS

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The COMMAND LINE communicates instructions to the RACF
system.

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 Between the COMMAND LINE and the USER
WORK AREA is a line of function keys (and an
explanation of that function) that will assist the
manager in performing certain actions. A complete
listing of all function keys can be obtained by typing
“KEYS” on the command line and pressing the
ENTER key.
 Below the Function key line is a heading line
describing the items appearing in the USER WORK
AREA.

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The USER WORK AREA displays individual users on
command.

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The GROUP WORK AREA lists the access groups the manager may
assign to his users.

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The TABLE OF USERS lists the users in the office who have
been defined to RACF.

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Command Line

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 The COMMAND LINE is where the manager can
communicate instructions to the RACF system,
indicating what may be done. The command line is
indicated by the following characters.
 COMMAND ===>
 All commands can be entered on this line. Some
commands have a Function (F) key assigned to
them. Pressing the Function (F) key is the same as
entering that command on the COMMAND LINE.
Below the COMMAND LINE is the line of available F
keys.

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Primary Commands
Command/F Key Abbreviation Function
ADD A The information in the work area is
used to create a new user.
CLEAR C Clear the work area.
DELETE D Delete user specified in the work area.
END/F3 END Go back one level.
GET G XXX Fill in the work area with user XXX.
HELP/F1 HELP Request information.
KEYS KEYS Display F key meanings.
POINT P X Display line with primary sort field
greater than or equal to X. The
default for X is "A".
UPDATE U Update user specified in the work area.

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Secondary Commands
Command/F Key Abbreviation Function
LEFT #/F10 L # Move group area in table area left
# number of columns. The default
for # is one.
RIGHT #/F11 R # Move group area in table area
right # number of columns. The
default for # is one.
BACKWARD #/F5 B # Go back # number lines in the
group work area. The default for #
is one.
FORWARD #/F6 F # Advance # number lines in the
group work area. The default for #
is one.

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Secondary Commands
SELECT # S # 1. Select and display users who
have group characters equal to Y
as specified in the command
line parameter #. # can be up to 6
group numbers.
EXAMPLE: S 4,7,8
2. Specify (Y or N).
EXAMPLE: S N,4,11,Y,5,9
Plus selection criteria specified in
group work area.
MEANING # M # Display up to six meaning panels.
EXAMPLE: M 2,6,8

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To the right of the COMMAND LINE is the SCROLL command, which
is highlighted on the screen below.

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 The space after the arrow is the SCROLL
amount entry field. This parameter indicates
how many lines of users are advanced in the
TABLE of USERS when the UP and DOWN
commands or the F7 and F8 keys are used.

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The scroll amount area is indicated by: SCROLL=== PAGE
The default as noted is PAGE. The acceptable entries in this field and their
meanings are listed below.
Command Description
MAX Scroll to the top or bottom
PAGE Scroll the number of lines
displayed
HALF Scroll half of the page
CSR Scroll to the line where the
cursor is displayed
DATA Scroll a page minus one.
1 thru 9999 Scroll this many lines

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The USER WORK AREA is the two lines directly below the F key line.
A duplication of the USER WORK AREA appears below:

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The top line of the USER WORK AREA identifies the entry fields in the line
below for all categories except the TAG. No additional area is needed for
the TAG.
Workspace Field Instruction
Password Only appears when entered by the
Manager during an ADD or UPDATE.
UID Three character user identification.
First character must be an alphabetic
character.
SSN Nine digit Social Security number of
the user.
NAME Twenty character user name, last name
first, First name and middle initial.

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GROUP Local office or department. Usually Lnnnn
(where nnnn is the local office or
department number).
TSO ACCT Nine character number for accounting
purposes, assigned by the RACF
Administration Unit.
TAG Character placed on the left of the USER in
the TABLE OF USER AREA to identify
specific users.

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Before each identifier (UID, SSN, Name, etc) there is an entry field that can be
set to:
Y Display this field as one of the fields in the TABLE OF USERS.
N Do not display this field.
S Display the TABLE OF USERS entries in ascending sequence by
this field. (i.e., S in front of SSN will arrange the list of users in
ascending SSN order.)
P Display the TABLE OF USERS entries in ascending sequence by
this field. (i.e., P in front of NAME will arrange the list of users in
alphabetic order by name). The P can be used as the primary sort
in conjunction with the S as a secondary sort.

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Group Work Area
The GROUP WORK AREA contains a list of the access groups (authority
codes into which the manager may put users. Membership in an
access group gives the user the authority to perform certain functions.
An example of a group area appears below:
__01-REVOKED __02-GROUPA __03-GROUPB __04-GROUPC
__05-GROUPD __06-GROUPE __07-GROUPF

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Associated with each access group name is a one-character
entry field represented by __ and a group number. The group
number identifies the group with a column in the TABLE OF
USERS. When a user is in the USER WORK AREA and he is
in a group, the character “Y” (yes) appears in the column; if a
user is not in a group, it is empty ( __ ).

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These groups are delegated to a manager by the RACF
Administration Unit as directed by the owner of the functions. A
full explanation of the access groups and what functions they
authorize a user to perform can be obtained by entering a “M”
in the entry field next to any group in the GROUP WORK
AREA. The initially delegated groups should include all the
office’s present needs. Additional groups will be delegated to
the manager as the need develops or groups may be requested
from RACF Administration with justification in writing. (See
HOW TO GET ADDITIONAL ACCESS GROUPS.)

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Table of Users
 The TABLE OF USERS lists the operators assigned to each
office, one operator per line. Each line (by default) contains the
user id (UID), name and group membership field. The fields
can be selectively displayed, and the table can be sorted by
any of the user fields (see USER WORK AREA). Each Y in a
column of a user line indicates membership in an access group.
Each column has a group number as a heading and each group
number is identified with an access group in the GROUP
WORK AREA.

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 If the list of users is longer than the screen
will accommodate, the additional users in the
list can be viewed by using the UP and
DOWN commands or the F7 and F8 keys
(see SCROLLING under PRIMARY
COMMANDS).

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Adding a User to RACF
 A user can be added to the TABLE OF
USERS in the following manner:
 CAUTION: Be sure to clear the WORK
AREA before adding a user. This can be
done by typing a “C” on the COMMAND line
and pressing enter.

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Work Space Instruction
COMMAND LINE Type “A” or “ADD” after the Command =>
USER WORK AREA Move the cursor to the entry field below the
PASSWORD in the USER WORK AREA
and type the user’s temporary password.
The password must be unique and 6 to 8
alphanumeric characters long. This
temporary password will be used only for initial
sign on. The user will be required to supply a
personal password good for 60 days on initial
sign on.

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Type the three-character user identification under the UID in the
USER WORK AREA.
The first character must be an alphabetic
character. If the user ID is already in use,
RACF will notify the manager with the
message “xxx ALREADY EXISTS” in the
upper right hand corner of the screen when
the data is entered. The manager must
select another UID until he is successful.
NOTE: After receiving message “UID already exists” press F1 to obtain up to
four UID alternatives created by RACF. If you do not wish to use one of the
created UIDs, just enter a new option and press “ENTER” again.

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Type the nine-digit Social Security number in the
space under SSN.
Type the user’s name, last name first, in the space
below NAME. The name can be up to 20
characters long.
(e.g. Greene, William P.)
NOTE: The name field will not accept an apostrophe. For names
such as O’Conner or O’Brien, omit the apostrophe and enter the
name as OConner and OBrien.

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GROUP WORK AREA
Type a “Y” (yes) in the entry field to the left
of every access group where membership
is desired. If an office has more than 35
access groups, the FORWARD (F) and
BACKWARD (B) Commands, or the F5
and F6 keys can be used. (See
Secondary Commands)
NOTE: The cursor can be returned to the COMMAND LINE by depressing the
HOME key.

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Updating a RACF User
Workspace Instruction
COMMAND LINE Type “G xxx” or GET xxx” after
COMMAND ===>, where xxx is the User ID of
the user to be changed.
Press ENTER. The user xxx will be placed in
the USER WORK AREA. Type “U” or
“Update” after COMMAND ===>.
USER WORK AREA Overtype any changes to be made to the user
fields: PASSWORD, SSN or NAME.

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GROUP WORK AREA Type a “Y” (yes) in the entry field to the
left of every access group where
membership is desired. Space out any
“Y” where membership is to be
removed.
Check your work and then press
ENTER. If successful, RACF will print
the message:
“USER xxx UPDATED”
in the upper right hand corner of the
panel.
NOTE: An Information Security manager cannot change his/her own or the
Backup manager’s user profile. Only the RACF Administration Unit can
update management profiles. If assistance is needed to unrevoke a
manager’s ID or obtain a temporary password, the RACF Administration
Unit should be contacted.

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Updating Multiple RACF Users
 Updating multiple RACF users
simultaneously can be done by using the
“TAG” function. The TAG function is helpful
when an office has a large number of RACF
users that need to be updated.
 Contact the Racf Administration Unit for more
information using the TAG function.

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Revoking/Un-revoking a RACF User
COMMAND LINE Type “G xxx” or “Get xxx” after COMMAND ===>
where xxx is the user ID of the user to be
changed. Press ENTER.
The user xxx will be placed in the USER WORK
AREA.
Type “U” or “Update” after COMMAND ===>
GROUP WORK AREA Type a “Y” (yes) in the entry field to the left
of 01-REVOKE group when a user is to be
denied logon access. Space over the “Y”
if the user is to be unrevoked (user access to
logon restored). Check your work and then
press ENTER. If successful, RACF will
print the message “USER xxx UPDATED”
in the upper right corner of the panel.
NOTE: When un-revoking a user, the manager should also determine if the User needs a new temporary
password.

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Deleting a RACF User
COMMAND LINE Type “G xxx” or “GET xxx” after the
COMMAND ===> where xxx is the user ID
of the user to be deleted. Press ENTER.
The user xxx will be placed in the USER
WORK AREA. Check that the user is the
correct one.
Type “D” or “Delete” after Command ===>,
then press ENTER. If successful, RACF
will print the message “USER xxx Deleted”
in the upper right corner of the panel.

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Transferring a User
If a user is being transferred to another TWC office, the UID can be transferred
by the RACF Administration Unit without the user losing their password. The
request can come from either the receiving or losing Local Security Manager.
The request should be sent to the RACF Administration Unit and must contain
the name and UID of the user being transferred along with the name of the
receiving and losing offices. The user will be transferred to the new RACF
group with all access deleted except the basic sign-on and inquiry (AC01 &
AC02). The managers will be notified when the transfer is complete and the
new manager will be advised to provide the user with the appropriate access
for the new job assignment.

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Access Groups and What They Mean
 It is the manager's responsibility to understand the job assignment of
the user and what access code(s) is needed for that job. If the
manager is unsure of the user’s job assignment, the manager should
check with the user’s Supervisor. The user's access should be limited
to only the access codes needed to do the job assigned.
 To access the meanings of access codes, the manager signs on to the
Information Security Managers Panel. By placing an "M" in the entry
field of the access group for which he/she desires the meaning and
then depressing the ENTER key, a list of the transactions will appear.
Returning to the manager's panel can be accomplished by using the
F3 key.

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How to get Additional Access Groups
From time to time, when additional functions are developed,
the program department that is responsible for that function will
request that the RACF Administration Unit assign an access
group. The department will inform potential users how to
access the new function. Information Security Managers will be
notified of the new access group if it is to be assigned to users
in their office. If an Information Security Manager believes that
his /her office should have an access group that it currently
does not have, he/she should make this request in writing to the
RACF Administration Unit.

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Office Openings and Closings
When a TWC Office, WDA Office, State Office Department
or other major organizational entity using TWC computer
services is opened or closed or an organizational change
is contemplated, the RACF Administration Unit should be
notified in writing. The user id's for the manager and the
backup will be created or deleted as needed. This will
prevent the disruption of computer services. The
necessary authority codes will also be granted at this time.

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RACF ACTIVITY REPORTS
 Function 4 on the RACF MANAGERS MENU is the
'BROWSE RACF REPORTS FOR GROUPS function. The
RACF report documents when a user attempts sign-on with
an incorrect password, accesses an unauthorized function
or attempts to modify resources without proper authority.
This function allows the local security manager to look at
the RACF activity for the previous seven days.
 Ideally, the manager should look at the reports daily, but
when time does not permit daily review, the manager
should browse the reports at least weekly.

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Accessing the RACF Reports
Access to the Reports function is on the
RACF Managers Menu. The local security
manager enters the number '4’ after SELECT
OPTION ===> and depresses the ENTER
key. The secondary screen displays a list of
reports for the previous seven days. If there
is no user activity for the group on a
particular date, the report will not be
generated.

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To view a report, position the cursor and type an ‘S’ in front of the
report which represents the day desired. The last number of the
report (1-7) represents the day of the report. (Day 1 is the previous
day’s report.)

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Headings on the RACF Report.
The RACF Report is too wide to fit on the
screen so it is viewed as two halves. The left
half identifies the circumstances surrounding
the event and the right half discusses the
event. You can move between the left and
right halves by toggling the F10 (left) and
F11 (right) keys.

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RACF Report LISTING OF PROCESS RECORDS
VIOLATIONS (LEFT SIDE)

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RACF Report LISTING OF PROCESS RECORDS
VIOLATIONS (RIGHT SIDE)

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What the RACF Reports Mean
The RACF reports collect information on system sign on and access events.
Although there are numerous events that could cause a report to be produced,
there are basically seven events for which a local Information Security
Manager should be aware. All involve either sign on or access violations. The
following events should be noted:
EVENT/QUAL DESCRIPTION
1 1 The user has attempted to sign on with an invalid
password.
1 6 The user attempted to sign on with a revoked user
ID.
1 7 The user's ID is automatically revoked.
1 25 The user's current password has expired.
1 26 The user has selected an invalid new password.
2 1 The user has insufficient authority to access the
resource

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Monthly RACF Inactivity Reports
 Information Security Managers receive monthly RACF reports of TWC
mainframe RACF IDs for their office/area that show IDs which have
not been used in 90 and 180 days. Employee IDs on the 180-day
report have been automatically deleted. If offices have any employees
on extended leave whose IDs should not be deleted, please contact
RACF Administration.
 Information Security Managers should review the 90-day lists to
determine if any IDs need to be deleted. User IDs that have not been
used recently merit investigation to determine if they should be
deleted. To help isolate IDs for investigation, the report includes:
whether the ID is revoked and the last access date.

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RACF IDs not in CHAPS Report
 Information Security Managers may also receive an additional report
that lists RACF IDs which do not correspond with employees in the
TWC Peoplesoft Human Resources personnel file. This list is a result
of a social security number crossmatch. You may find that the ID is
current, but the SSN is incorrect in RACF. If this is the case, the
Security Manager will want to correct the SSN in RACF to prevent the
ID from appearing on future reports.
 Information Security Managers should keep their RACF table of users
current.

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Information Resources Usage Agreement
(IRUA also known as the “P-41”)
 Signed declaration of user’s understanding, acknowledgement,
and endorsement
 Required to protect the integrity of information resources on
TWC systems
– All users must sign the TWC Information Resources Usage
Agreement (IRUA or P-41) before access is given to an account
– Users of TWC systems must have a signed TWC IRUA/P-41 on
file and such agreement shall be reaffirmed annually

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Log All Work as RACF Manager
 Record and Date (in Word or Excel)
 New Users
– Log the new user id and requestor
 Modifications
– Resets
– Changes to access privileges (such as additions,
deletions)
 Deletions
– Log the user id and requestor

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RACF Manager and Backup Responsibilities
 Insure consistent controls for TWC’s
information resources
 Decrease potential risks associated with
information technology

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Documentation and Support
 Retain the class handout as your RACF manual.
 If you have questions, contact
racf.administration@twc.state.tx.us
[“RACF Administration” in the global.]
 If you have access to TWC’s Intranet
– Link via “Manuals” menu, Data Processing, Manuals
– Link through the url:
http://intra.twc.state.tx.us/intranet/its/html/iris_racf_ops.html

RACF Managers Operating Standards_Procedures.ppt

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