How to fill out and submit User Access Form in PeopleSoft

Step 1: Go to the User Access Form page. 

Navigation: 

Main Menu > Manager Self Service > User Access Form 

 Uploaded Image (Thumbnail)
 

Step 2: Click “Add a New Value” tab 

Note: Form field must have a value and should be “USER_ACCES” 

 Uploaded Image (Thumbnail)
 

Step 3: Enter employee ID and then click “Add”button to continue. 

Note:   Employee ID is blank when submitting form for contractor or consultant

 Uploaded Image (Thumbnail)

Step 4: Fill out User Access Form. 

Note: 

1.) User Access Form has 6 sections – Form Subject, User Information, Systems Requirements, Application/Software Requirements, Badge Requirements, & More/Additional Information. 

2.) Most fields in sections Form Subject & User Information are populated automatically if Employee ID was entered in previous page, otherwise values to these fields must be entered manually. 

3.) Go to  Instructions page tab (or document Appendix A) to get field selection descriptions 

4.) Go to the Attachments page tab for attaching supporting documents for access request. 

 Uploaded Image (Thumbnail)

Step 5: Click “Save” button when form is complete and ready to submit. 

 Uploaded Image (Thumbnail)

Step 6: Click “Submit” button to submit form for approval. 

Note: 

1.) The “Submit” button appears on page only when form is saved and disappears when form is submitted. 

2.) “Preview Approval” button also appears but remains on page when form is submitted.  Uploaded Image (Thumbnail)

 Uploaded Image (Thumbnail)

APPENDIX A

Field 

Action/Description 

Subject Form 

Subject 

Enter “employee last name, first name – job title” 

Empl ID 

Enter “employee ID” in PeopleSoft.  To search for employee ID in PeopleSoft, click on Search icon next to Empl ID field (

Uploaded Image (Thumbnail)

). 

 

Uploaded Image (Thumbnail)

 

User Information 

User Type 

Select - 

  • Contractor to Employee – Contractor transitioning to full time District employment. 
  • Contractor/Consultant – Non-full time District employee. 
  • Employee – Full-time District employee. 
  • Vendor – Vendor requiring access to District resources.  

Action 

Select - 

  • New Hire – setup access for new employee/contractor/consultant/vendor. 
  • Termination – remove access for employee/contractor/consultant/vendor. 
  • Update – change access for employee/contractor/consultant/vendor. 

Under Manager Review (Termination Only) 

Activate check box when manager has to review terminated employee’s desktop, emails, work files, etc. 

Last Name 

Enter employee last name.  Automatically populated by PeopleSoft if employee ID is entered.  

First Name 

Enter employee first name.  Automatically populated by PeopleSoft if employee ID is entered. 

Job Title 

Enter employee job title.  Automatically populated by PeopleSoft if employee ID is entered. 

Work Start Date 

Enter hire date of employee or effective date on employee’s job profile in PeopleSoft.  Automatically populated by PeopleSoft if employee ID is entered. 

Work End Date 

Enter end of employment date.  For contractor/consultant, enter date contract will end otherwise leave blank.  Automatically set to blank by PeopleSoft if employee ID is entered. 

Department 

Enter department name.  Automatically populated by PeopleSoft if employee ID is entered. 

Division 

Select division name from list.  Automatically populated by PeopleSoft if employee ID is entered. 

Contact Person 

Enter employee manager.  Automatically populated by PeopleSoft if employee ID is entered. 

Systems Requirements 

Workstation 

Activate checkbox to request for desktop. 

Laptop 

Activate checkbox to request for laptop. 

Phone 

Activate checkbox to request for land telephone and telephone number.  

Mobile Phone 

Activate checkbox to request for cell phone and cell phone number 

Email Address 

Activate checkbox to request for email address. 

VPN 

Activate checkbox to request remove access to Samtrans network domain via VPN (Virtual Private Network) 

Software/Application Requirements 

Adobe Acrobat (Pro) 

Activate checkbox to install Adobe Acrobat (Professional) version on desktop/laptop. 

Arch GIS 

Activate checkbox to create user account for Arch GIS. 

emPerform 

Activate checkbox to create user account for emPerform. 

Hastus 

Activate checkbox to create user account for Hastus. 

Spear 

Activate checkbox to create user account for Spear. 

Trapeze 

Activate checkbox to create user account for Trapeze. 

PeopleSoft Finance 

Select – 

  • AP Accountant 
  • AP Accountant/Supervisor 
  • AP Technician 
  • AR/BI Analyst – Treasury 
  • Accountant – CG FA 
  • Accountant – GL 
  • Accountant – Treasury 
  • Accounting Assistant – CG FA 
  • Administrative Analyst 
  • Basic Inquiry/ PCARD 
  • Basic Inquiry/Requester 
  • Procurement Administrator 
  • Contract Administrator 
  • Cost Center Manager 
  • Director 
  • Director of Procurement 
  • Manager – GL 
  • Manager – Treasury 
  • Manager of Procurement 
  • Procurement Administrator I 
  • Procurement Administrator II 
  • Procurement Administrator III 
  • Project Costing Analyst 
  • Senior Accountant – CG FA 
  • Senior Accountant 1 – GL 
  • Senior Accountant 2 – GL 
  • Senior Procurement Administrator 
  • Senior Accountant – Budget Analyst 

 

PeopleSoft HCM 

Select – 

  • Employee – Full-time District employee 
  • HR Staff – Full-time District employee working in the HR department. 
  • Hiring Manager – Full-time district employee with direct report. 
  • Payroll Staff – Full-time District employee working in the Payroll department. 
  • Temp – Contractor or consultant. 

Badge Requirements 

CEMOF Tunnel 

Activate checkbox for permission to enter CEMOF Tunner. 

CEMOF Taylor St. G 

Activate checkbox for permission to enter CEMOF Taylor St. G 

CEMOF 3rd Floor 

Activate checkbox for permission to enter CEMOF third floor. 

CCF Guard Shack 

Activate checkbox for permission to enter CCF Guard Shack. 

CCF Ops Center 

Activate checkbox for permission to enter CCF Ops Center.. 

Central 

Activate checkbox for permission to enter Central. 

Central Basement Parking 

Activate checkbox for permission to enter and park in the Central basement parking lot. 

IT Server Room 

Activate checkbox for permission to enter the IT Server Room at Central. 

Menlo Park / BCCF 

Activate checkbox for permission to enter Menlo Park/BCCF. 

MV 3rd 

Activate checkbox for permission to enter MV 3rd. 

North Base 

Activate checkbox for permission to enter North Base. 

San Francisco / 4t 

Activate checkbox for permission to enter San Francisco / 4th St. 

South Base 

Activate checkbox for permission to enter South Base. 

More/Additional Information 

More Information 

Enter supplementation information about the access being requested.  Most common and effective information to add is the statement “Same access as <employee name>”. 
Print Article