Report Developer Access Request SNOW Form Example

This page is an example of where BIA starts the Report Developer Access Request form in Service Now.

% is used as a wildcard as the name of the Activity Hub.

What information is on this page?
Requirements for development of the % Activity Hub Report Developer Access Request Form in SNOW
Who is the point of contact for this page?

ServiceNow Team: 

Business Contact:

Lucid Chart

SNOW Catalog Form NameSNOW Catalog Form Short Description
SNOW Catalog Form NameITS - % Activity hub Developer Access Request
SNOW Catalog Form Short DescriptionThis form is for designed for Report Developer to request access to the % Activity Hub.
SNOW Catalog Form Intro

By using this form you can request % data that are required for you to do your daily job.

Report Consumers should not use this form.  If you are looking for access to run % reports please contact your local report developer. If you do not know who your local report developer is, please contact your supervisor.

To see what data is available per data set, go to Activity Hub Field Names Report

SNOW Catalog CategoryActivity Hubs
SNOW DEV Link
SNOW QA Link
SNOW Production Link
Form / ProcessNotification

Required Form Questions

Submitted by:

Requested For:

Job Title:

Manager:

Department:

Do you need on-going access or one-time access for a project?

Please explain your need for access:

How often do you work with the data?

Are you willing to share your reports with the entire campus, if appropriate?




  • Submitted by: auto-populate and lock to user name of person filling out the form
  • Requested For:  Auto-populated with user name, can be changed to another user. (required)  Limit to UCSD employees only.
  • Job Title: Auto-populated based on 'Requested For' (required)
  • Department: Auto-populated based on 'Requested For' (required)
  • Manager: Auto-populated based on 'Requested For' (required)
  • Do you need on-going access or one-time access for a project? (required)
    • Single select from 'One-time project access' or' Persistent access as part of my job'
  • Please explain your need for access: Free form text
  • How often do you work with student financial aid data? 
    • Single select from 'Daily', 'Weekly', 'Monthly', or 'Less frequently than once a month'
  • Are you willing to share your reports with the entire campus, if appropriate?
    • Single select from 'Yes', 'No'.


Form Specific Questions

What Students do you work with?

What Financial departments do you need access for?

Do you need ...?


Form Specific Requirement or Training

SNOW can look up AD group member

SNOW can look up UC Learning training status

Note:  SNOW will ping UC Learning to verify training certification but will not save any of that information to SNOW.

Report Developer Required Training

Has user completed FERPA training?

Has user completed Privacy 101 training?

 

For more information see FERPA - Confidentiality of Student Records and Privacy Rights. and Privacy 101 Workshop and Financial Aid Data Sharing Laws and Regulations.

User cannot submit request without UC Learning confirmation or attached certificates.

Note:  SNOW will ping UC Learning to verify training certification but will not save any of that information to SNOW.

Report Acknowledgment


Upon clicking 'Submit' an approval request will be sent via email to your manager. After your manager approves, your request will be sent to the Data Steward for approval.


Submit.



REQUEST is created in SNOW.
REQUESTOR Notification1: Request opened: Standardized SNOW acknowledgement to Requestor

System default notification - cannot be changed:

Your request has been received and entered into the system. You will receive an update as it is reviewed and processed. Here is a ticket number for your records:

APPROVAL request sent to Manager.

/wiki/spaces/SNOW/pages/96997850

APPROVAL Notification1:  Notification to manager

Reminder ping sent at 1 week, every week until addressed.

System default notification - cannot be changed:

Click here to approve or reject this request.

REQUESTOR Notification 2: Request approved by supervisor

Custom Text:

Your request for Developer access to the % Activity Hub Data has been approved by your manager.  This access requires both your manager's and the Data Steward's approval.

The request has been forwarded to Data Steward for their approval.

APPROVAL request sent to Data Steward.

https://blink.ucsd.edu/technology/bi/governance/council.html

APPROVAL Notification3: Notification to Data Steward

Reminder ping sent at 1 week, every week until addressed.

System default notification - cannot be changed:

Click here to approve or reject this request.

REQUESTOR Notification4: Request approved by Data Steward

Custom Text:

Your request for Developer access to the % Activity Hub Data has been approved by the Data Steward.  In receiving access to the % Activity Hub both you and your manager are certifying that the access is necessary to an employment responsibility or that it is a properly assigned subject matter.  Both you and your manager will be accountable for the appropriate use and distribution of data, analytics and reports by the Report Developer.

ITS will now provision you access.

TASK opens with ITS.
Customer Approved ForITS Adds to AD Group
%AH Report Developer AccessCreated during Activity Hub Governance meetings

ITS location of AD group:  will depend on the data steward and activity hub

Managed by ITS-WorkStationLifecycle

Created ticket for ITS-WorkStationLifecycle to request all of these AD groups are created =

TASK closed by ITS.
REQUESTOR Notification4:  Request Closed as complete after ITS grants access

Custom Text:

Your Developer access to the % Activity Hub Data has been provisioned.  Please keep in mind that in receiving access to the % Activity Hub Data, both you and your manager are certifying that the access is necessary to an employment responsibility or that it is a properly assigned subject matter. If your role changes such that this is no longer the case, your access should be revoked.

REQUEST closes.

Request rejected notification to Requestor (Rejected by manager)

Custom Text:

Your Developer request for access to the % Activity Hub Data has been been rejected by your manager.  Please follow up with your manager for further information.

Rejection Notes: <from rejection notes in SNOW form>

Request rejected notification to Requestor (Rejected by Data Steward)

Custom Text:

Your Developer request for access to the % Activity Hub Data has been been rejected by the Data Steward.  Please follow up with your manager for further information.

Rejection Notes: <from rejection notes in SNOW form>