Training_Presentation_Session A (instructor)

Editor's Notes

• #2: http://qa-intranet.dfps.state.tx.us/Application/eMAC/WebPages/MyMACs.aspx Slide #1: Greeting: Welcome to your eMAC Submission Training!!! We are meeting today to learn how to fill out an "Add" eMAC, review all the different types of eMACs and to get a general understanding of the eMAC process.
• #3: Slide #2: Once we have completed this training my hope is that you will know what is needed to submit an Add eMAC, be familiar with the different types of eMACs, why it's important to submit an eMAC as soon as possible, become familiar with the overall eMAC process and know how to contact your Regional NSA.
• #4: So what is an eMAC and how will you know why you need to submit one? The purpose of an eMAC is submit, track and process requests for our agency employees, contractors, volunteers, interns and/or any other affiliates with a business need to access the DFPS network and/or applications and/or resources within our network.
• #5: Slide #4: We have 5 types of eMACs, which are Add, Change, Move, Remove and Mass Moves. For the purpose of this training we will only review the first 4 due to the complexity of Mass Moves. Those will be handled on a case by case basis. An Add eMAC is only to be used for a user that is new to our network and/or agency no matter the capacity. A Change eMAC is for modifying a user's personnel or position/location information, access to software, equipment and/or placing/returning them on/from FMLA, adding them to a mailbox, changing their name, interns or contractors or temps moving into a full time employee position, etc……. Changing a user’s phone number in the GAL is not done through the eMAC process. This is only to be done with a CAPPS update to the user’s personnel information Changing a user’s work phone number and configuring the voicemail is an eMAC process but will also have to be updated in CAPPS for it to reflect in the GAL. FMLA—an eMAC needs to be submitted when a user goes on FMLA and when they return from FMLA (not the day they return) A Move eMAC is used for moving a user to a new facility location. This being said, Change and Move eMACs can be interchangeable as they in essence have the same functionality. Remove eMACs are only used for removing a user from our agency and/or network. Now that we’ve discussed the different types of eMACs lets discuss when you should submit an eMAC for a user.
• #6: Slide #5: Each type of eMAC should be submitted within certain timeframes. A general rule of thumb is it's never too early to submit an eMAC. Keep in mind the processing time is 5-10 business days for an eMAC to be fully processed. For user's leaving our agency there is a high security risk of them having access to information they no longer need access to This also applies to users moving from one position to another. As this session moves forward I will be discussing what is needed for each type of eMAC in order for you to submit a successful eMAC for example an “Add” eMAC needs to have the SSN annotated without dashes, you must have the position/location information and their name spelled correctly as indicated on their birth certificate/marriage license/SSN card…etc. Before we discuss what is required within an eMAC I’d like to discuss the journey an eMAC will take.
• #7: Slide # 6-8: The next few slides will demonstrate the journey your eMAC will take. As you can see above the first steps are the submitter submits the eMAC to the approving supervisor. Once the approving supervisor approves the information within the eMAC and clicks the “Approved” button the eMAC will be auto-forwarded to the NSA for processing.
• #8: Slide #7: The NSA then sends the eMAC to a pre-determined list of approvers and/or processors to include the ASA (Impact) and RMIT, to complete their process and provide approval for the NSA to complete their portion. I'll briefly discuss what their functions are. ASA-Verify personnel information submitted within the eMAC and update the login ID to be used for IMPACT/VISTA. ROSA-Verifies position information supplied within eMAC RMIT-Technical team that will provide equipment and iPhone set up and future technical support to user ROC Admin-Verifies position location information supplied within eMAC
• #9: Slide #8: Once all the work is complete the eMAC will be closed complete by the NSA/Approvers/Processors/RMIT , which is at this point you, the submitter will get an email automatically generated to your agency email along with an email notice to the approving supervisor’s agency email. Now that you know the journey the eMAC will take what do you do during that journey if you need an update or need to make changes?
• #10: Slide #9: As you move through the eMAC process you may need to provide an update, submit additional or modify information within the eMAC and/or direct the user who to call. The link on the slide will direct you to the NSA page on the DFPS Intranet in order for you to identify who your regional NSA is along with their contact number and link to send them an email. Please take note that No changes to an eMAC can be done by the submitter or approving supervisor once the eMAC is the NSA queue. Any changes need to be sent to the NSA in order for the eMAC to be updated. Another note to consider is if an eMAC is rejected you do NOT have to create an entirely new eMAC. Please just make the corrections to the Rework eMAC that is being requested then resubmit again to the approving supervisor. Once the resubmitted eMAC enters the NSA queue this will start the process all over again. This is why it’s important to get the rework eMAC corrected and resubmitted quickly so the user is not delayed in their duties.
• #11: At this time we are going to walk through the steps of submitting an “Add” eMAC. Again I ask that all questions be saved till the end of the presentation.
• #12: At this point of the presentation I am going to discuss steps to creating an “Add” eMAC first and then visually walk us through each step at the end of the presentation as to save us some time. When creating an "Add" eMAC you will need to start by going to your "eMAC - Home Page" page. You can get there by opening the DFPS Intranet, selecting "eMAC" from the "ToolBox" section. Then on the right hand side of the next screen click on "Launch eMAC", this will bring you to your "eMAC - Home Page". At this point you want to click on "Create" provided this is a user has never been with our agency, meaning this is not a "rehire". If the user is a "rehire" then there might be an old eMAC you can clone, but for this session we will focus on a non-rehire user. Cloning will be discussed in Session B.
• #13: When creating an "Add" eMAC you will need to start by going to your "eMAC - Home Page" page. You can get there by opening the DFPS Intranet, selecting "eMAC" from the "ToolBox" section. Then on the right hand side of the next screen click on "Launch eMAC", this will bring you to your "eMAC - Home Page". At this point you want to click on "Create" provided this is a user has never been with our agency, meaning this is not a "rehire". If the user is a "rehire" then there might be an old eMAC you can clone, but for this session we will focus on a non-rehire user. Cloning will be discussed in Session B.
• #14: Then on the right hand side of the next screen click on "Launch eMAC", this will bring you to your "eMAC - Home Page". At this point you want to click on "Create" provided this is a user has never been with our agency, meaning this is not a "rehire". If the user is a "rehire" then there might be an old eMAC you can clone, but for this session we will focus on a non-rehire user. Cloning will be discussed in Session B.
• #15: Now that we have clicked on "Create" we are now able to start filling in the fields. The first thing you must do is fill in the effective date, which should reflect the hire date of the employee. Then the corresponding region and approving supervisor. In the Business Justification/Comments field is where you would place any special instructions for example listing a secure folder access request ensuring you copy the path to that folder for the NSA and regional technician to know where it is located. Next you will need to click the "Add a New Person" box. Notice the two boxes to the right have auto selected themselves. Leave those selected. Click "Next"
• #16: This will bring you to the screen where you are required to fill in the employee's personal and personnel information. You can find the user's employment information via your hiring specialist, PEEBLES and/or the New Hire/Vacant Position report that is generated each week. You will need to ensure that each tab is filled out as is required for an "Add" eMAC. On the "Person Tab" you will need to fill in ONLY the First Name, Last Name, Middle Initial, SSN (without dashes), and the Hire Date. Please take note if this new hire is a "Non-DFPS Employee" then you will need to select that box and indicate the expiration date for this user to have access to our network (typically 1-2 years, there are some exceptions that allow for a 5 year usage). You have to push save, then re-open fields after each tab update as the eMAC system may time out and cause you to loose data.
• #17: This screen shows you how to re-enter into the fields after saving the data you just input into the eMAC. Reminder you will need to do this each time you complete updating a tab within the employee personnel section.
• #18: Now that you’re back in the personnel tabs you will need to update the "Position Tab" You will need to fill in ONLY the: Position Number Position Title Job Code Department ID# Supervisor's Name ( ) w/ number Alternate Contact w/ number Program/SO Division State Issue Cell (if you have it) Rightfax (indicate further within eMAC if user needs to be delegated to this rightfax #) Equipment Tag # (if a desktop or you know what it will be) Equipment Type (for MCW this is typically going to be "Needs a Tablet") Remember you’ll need to push save, then re-open fields
• #19: On the "Location Information" tab you will need to fill out every field as shown in this screen. Remember to push save, then re-open fields
• #20: On the "Additional Information" tab you could select these boxes but there are seldom used however they are useful for say an office that is newly built for a new user and needs a phone and/or desktop placed in the room. This is a good place to indicate that for the RT coming out to set up the user. Click "Next“ as there is nothing more in this section to update so you are now ready to start updating the Software/Hardware and/or Access Rights sections. The next set of slides will demonstrate what maybe required in these fields.
• #21: This next section (Software/Hardware) is for the purpose of indicating what hardware, applications (software) and/or access a user may need in their position. The first tab is "Software/Hardware". To update this section you will simply need to click on "edit" hyperlink on the item you want the user to have access to and insert a purchase number if applicable and/or a business justification as to why this user needs this equipment, access to an application and/or hardware being requested. Once the items are "Updated" click on "Next".
• #22: This page just shows where to find the TLETS request option with what is required in order to have this request approved. Our next section will be the “Access Rights” section.
• #23: The "Access Rights" tab, you will notice this is the section where you will request access to certain applications and/or mailboxes. This section it is important to indicate if the user needs access to Tiers, Class, Data Warehouse, Delegate to a Rightfax Number, Access to a blocked website or to a secure folder. If you are requesting access to a secure folder you will need to copy the path into the eMAC. If you do not know where to find the folder but have been told to request the user get access to it find someone who has access to that folder and ask them to copy the path and email it to you, this will allow you to copy the path into the eMAC. Or if you know or have access yourself then you can copy the path from it’s location into the eMAC. Also please note that for TIERS and TLETS requests you need to have forms filled out prior to their access so your ASA may not want you to request these on the "Add" eMAC but if they do then the forms will need to be obtained and emailed to your ASA directly upon the user arriving to NEO as to not hold this process up. If you do not see what you need to request in either of these sections you can click on the hyperlink under each subtitle that starts with "Click here to add….." At this point we are ready to move to the next section which would be to attach any forms required for this user.
• #24: The last section is the "Attachments" tab. This is where you would attach forms that are required for the user to have access to certain applications such as Tiers, TLETS…..etc. In order to attach a form to the eMAC you will need to click on the hyperlink “New Attachment”, you should see a File Description box, File to Upload box with a browse button. You will need to title the attachment, then click Browse to find the form wherever you saved it. Once it appears in the section you will need to click “Update” in order for the form to save to the eMAC. Once you have attached all forms necessary you are now ready to submit the eMAC for supervisor approval. You will be taken to a review page that will indicate whether there are errors in the eMAC or not.
• #25: However if you do see a red error message you will need to go back into the section being referenced and find the fields that need to be corrected. Yes, you heard me right, I said section the error is appearing in. The eMAC system does not typically indicate what specific field needs to be corrected only the section the error has been found in. Once the error or errors have been identified and corrected, you are now ready to submit the eMAC.
• #26: This is what you want to see once you’re ready to submit the eMAC. Please remember that until the eMAC is "approved" by the approving supervisor and/or the NSA starts to process the eMAC you will only be able to see the status as "Pending". Once the NSA starts to work the eMAC the status will change to "In Progress". You can continually check the status of the eMAC by clicking the hyperlink for the eMAC and view the assigned processors/approvers along with any comments they may have entered. If you for any reason you are still unsure of the status, please contact your regional NSA. Please be sure to refer to this presentation as a guide to use in the future to reference for all the typical requests that may come in. This is not what needs to be supplied for each user.
• #27: Now I will walk us visually through each step we just covered within the eMAC system from start to finish so that the steps can be followed a little easier. At this point you may ask questions as pertain to the pages I am on and then we will address broader questions after the steps have been successfully taken. Thank you all for participating in our training pilot session. Now is the time for questions, so please feel free to start asking. Any we do not get to you will have another opportunity at Session B in a few days. Again, thank you for your time and participation. Floor is now open.