As LionPATH functionality becomes available, the LionPATH team is working to ensure that people who need access are identified and included. One of the challenges is that in contrast to ISIS, access in LionPATH is based on roles rather than individual screens. Ultimately, this makes it easier to grant appropriate security. But, the transition involves a great deal of work on the part of the team, the data stewards, and the Area Security Representatives (ASRs).
A lot of background work occurs before any user gets access to the system. The process, which involves a complete review of user access, can be summarized in a few steps:
- Step 1: Identifying “Role Groups”—the LionPATH team reviews functions available in the functional modules into which LionPATH is divided, and group’s functions according the small number of “roles” that individuals play in the business processes involved. Some roles are only performed in certain functional offices; others are shared by many individuals across the University.
- Step 2: Data Stewards review /approve groups—this step will help streamline ongoing data requests as these now constitute pre-approved role groups.
- Step 3: Based on current ISIS access, the LionPATH team identifies ISIS users who might be appropriate for role groups.
- Step 4: Data stewards and ASRs review user lists submitted by LionPATH, and add/delete staff who should be assigned to a group.
- Step 5: The LionPATH security team then updates the new system with all of the identified users and places them in the correct groups.
As the LionPATH teams identify who will be working in the system, they work with the training team to formulate the training program to support the functionality. Training invitations are sent to those individuals assigned to role groups as requested by their ASRs and approved by their supervisors. Live classes are offered to those individuals who will be updating data in the system. These classes are offered at University Park and at various commonwealth campus locations. Some sessions are also offered via Adobe Connect.
For individuals who only view and interpret data, training may take place at different times or in different formats including the Online Help Library that provides help and practice from within the LionPATH system.
As the functionality is rolled out, teams identify those who have the most immediate need for training, and provide that information to the training team who then extends the invitations to attend training. Training will continue to be provided for those who have backup positions, and others who will not be immediately working in the system.
The LionPATH functional teams, along with the data stewards and ASRs, work together so that LionPATH is a secure system with trained users entering student information in order to enhance the student experience at Penn State.