Revoking Employee Access

The HRM application allows the ability to automatically revoke an employee's access based on their Personnel Action Code. To do this you can establish a Personnel Action with the User Access Option value set to Revoke.  When this Personnel Action code is used on an Employee Status Maintenance (ESMT), an HRDOC is automatically generated, with the check boxes in the Applications section unchecked (no access allowed) and the action set to Delete for any workgroups, workflow roles, and security roles associated to the employee, and is submitted to the Final phase.  The employee is no longer able to access any Advantage application(s).

Note: The Auto revocation process is only applicable to employees with an established Employee ID. If the user’s access is changed, and the user is currently logged into an Advantage session, their access changes will not occur until the user has logged out of all Advantage application sessions, and logs back into the Advantage application(s).  Also, if the user’s access is revoked in error, the security administrator must manually reinstate the employee through the Advantage Administration application or the Department HRM administrator must manually reinstate the employee through the HRM application.

To lock out and revoke employee access, perform these steps:

1. Create an Employee Status Maintenance (ESMT) transaction.

2. Complete each of the required sections on the Employee Status Maintenance transaction. Note: “ * ” denotes a required field.

3. In the Personnel Action code, enter a code from Personnel Action that has the User Access Option set to Revoke.

4. Validate and Submit the Employee Status Maintenance transaction.  The auto generate HRDOC process is invoked. An HRDOC is automatically generated with the check boxes in the Applications section unchecked (false), and the action to delete any workgroups, workflow roles, and security roles associated to the employee is set.  

• If Workflow is implemented, the HRDOC is placed in the Submitted Status/Pending Phase until the transaction has been approved and submitted to the Final Phase /Submitted Status.

• If the Employee Status Maintenance is for a future date, the auto generated HRDOC is placed in the Rejected Status/Draft Phase until the Trigger Date has been reached. When the trigger date has been reached, a System Maintenance Utility (SMU) job is kicked off; (for example, nightly or some other user defined time) and the transaction is submitted in the Final Phase, when the date constraint would no longer prevent the submission.