These instructions are for:
- employees and their supervisors to understand the steps to gain access and to know how to enroll in and complete required or recommended training.
- Local Support Partners (LSPs) who must set up and support system users' computers.
- Enterprise Application Systems
- Four Steps to Access
- When Will Access be Granted?
- How to Login Once Access is Granted
To start, review the different systems and complete the four steps to access.
Click on the circle for system descriptions.
These systems contain sensitive data, so for protection, users must:
- request and be approved to access only the data needed for their jobs
- complete training as appropriate
- connect securely to the data systems using the JointVPN Service and a UVa Identity Token
For complete details, review the Administrative Data Access Policy.
The supervisor and employee determine what system access the employee needs to do his or her job and what responsibility(s) to request.
Use the following resources to help determine the system responsibility(s) an employee needs:
- If an employee is taking on the same job duties as a co-worker or former employee, find out which
system responsibility(s) he or she has or had. If the employee cannot tell you, then:
- For HR/Finance only: Have someone with access to Discoverer/ODS run the report "ASC_Oracle Responsibilities by Employee" to see the employee's responsibilities, or
- For all systems: Contact the system trainers
to look up an employee's responsibilities:
- Subject line: Request for an employee's responsibilities
- Email text: Co-worker or former employee name and computing ID, and the system (HR/Finance, SIS or Document Imaging)
- Review the toolkits below that list systems' responsibilities and descriptions (choose the responsibility(s)
that most closely align with the employee's job duties):
- Contact the appropriate personnel familiar with the responsibilities for assistance:
Step 2: Request Responsibilities
The supervisor, employee, or departmental data access approver submits the request for system responsibility(s) via ESHARP.
- Before a first-time request for an employee can be submitted, the employee must log into ESHARP to electronically sign the Electronic Access Agreement(EAA) and/or FERPA forms (if not already signed). If an employee's name is grayed out, it means he/she has not signed one or both of the forms.
- Medical Center and Foundation employees: access to these systems requires additional processing before requesting responsibilities via ESHARP. Please contact email@example.com for assistance.
- Approval times vary and depend on the workflow approvers' availabilities and whether an approver needs to research a request before approving it.
NOTE: At this time, only EAA is required for HR/Finance requests, which can be found under HR/Finance in ESHARP. SIS and Document Imaging require both EAA and FERPA forms, which can both be found under SIS and Document Imaging in ESHARP.
Need help with Step 2?
- To find out the status of a request at any time, the employee, the employee's supervisor, and/or the employee's
data access approver can log into ESHARP and
- select "View Pending and Historical Requests for Access",
- for active requests: select "View Requests for Access—Current"
- for completed requests: (approved or denied), select “View Requests for Access—Historical”
- click the Submit button,
- click the Status link for each of the requests.
- Troubleshooting help: A supervisor and/or data access approver can view all details of the request and approval process in ESHARP and address issues.
- For ESHARP questions, contact the UVa Help Desk at 434-924-HELP(4357) or 4HELP@virginia.edu.
The employee enrolls in and completes training for the requested responsibility(s).
- To ensure successful completion of a Learning Path for a responsibility, the employee should print and follow the Instructions for Completing a Learning Path.
- Contact the system trainers:
- when the learning path for a responsibility has been completed, or
- for questions regarding training.
The LSP or the employee (if there is not a departmental computer support procedure or LSP) prepares the employee's computer for access:
- Request and pick up a UVa
- The "PO Shopper" responsibility does not need a Token.
- Token creation can takes 3-5 business days. An email will be sent to the employee once the Token is ready to be picked up.
- At the time of pick up, an employee must sign the acknowledgement form.
- Install UVa VPN software after getting the UVa Identity Token. Select the JointVPN service.
- Verify the software on the computer is compatible with these systems.
- Set up Java/JRE on employee's computer (this link is for LSPs)
Need help with Step 4?
Congratulations! All the steps to a gain access have been kicked off. Access will be granted when:
- Requests have been approved by all necessary parties in ESHARP
- Want to know the status of the request? See Step 2 for instructions and whom to contact for assistance.
- Employee has completed training, if required.
- Employee needs to email the trainers when a learning path is completed.
- Employee has picked up a UVa Identity Token, if requested, and signed the acknowledgement form. See Step 4 for details.
- UVa VPN software has been installed on the employee's computer. See Step 4 for details.
- Plugs in the UVa Identity Token to the USB port on the computer
- Connects to JointVPN Service
- Clicks the appropriate system login button on the Integrated System home page
- Enters username and password