How to Remove Access
If the employee you are removing access for, either yourself or another employee, is leaving UC Berkeley employment, you do not need to submit an access removal request. The employee will no longer have access to Cal Answers upon separation/termination. You do need to submit a request if the employee is continuing UC Berkeley employment.
Remove Access for PI Portfolio
Remove Access for HR Reporting
Remove Access for Permanent Budget
Remove Access for Student Data
How to Remove Access for Financials
Financials is defined as the following areas:
- Financial Dashboards and Ad Hoc
- Gift & Endowment
- Telecom Usage Dashboard
You need to fill out two forms. The first form in the IT Service Hub (step 1) removes access for most of the finance dashboards and ad hoc. The second form in SARA (step 9) removes access for the Telecom Usage finance dashboard.
Removing access in the IT Service Hub form removes the following dashboards:
Chartfield Lookup
Current Employee CBR
Financial Management Reporting
Foundation Reporting
Fund Deficits Reporting
General Ledger Reporting
Gift/Endowment Reporting
Gift Fund Accumulation
Multi-Year Reporting
Telecom Billing
Ad hoc
Finance - GL Answers
Removing access in the SARA form removes the following dashboard:
Telecom Usage
Procedure
1. Open the Add or Delete Finance, Gift & Endowment, and PI Portfolio Global Reporting form.
2. Answer the first 4 questions.
3. Select Delete Access.
4. Select Financials including Gift & Endowment.
5. Enter the business need.
6. Click Order Now in the upper right corner of the window.
7. Indicate the Request for name as the person whose access is being removed. If you are removing it on behalf of another employee, select their name.
8. Click Checkout.
9. Go to SARA (requires VPN).
10. Select Request Access for Yourself or Your Employee.
11. Select CalNet Authorization.
12. Once you have logged in, select Request Access for Your Employee, even if it is for yourself
13. Select Request Deletion of Access.
14. Select BAIRS and BIS and enter the Employee fields (your own if you are requesting deletion for yourself). Employee User ID is the UID, which you can get from the Berkeley Directory. Last Effective Date represents the last date the employee should have access to Cal Answers Financials.
15. Mark the removal reason.
16. In the Email Message box, indicate you want to remove Telecom Usage access, and explain which department the user has transferred to or how their job duties have changed.
17. Click Submit.
The IT Service Hub form routes to the employee's supervisor for approval. Upon their approval, the employee's access is removed and a notification is sent to both the employee whose access was removed and the person who initiated the request (you).
The SARA form routes to the Cal Answers team. A team member will follow up with you via a ServiceNow ticket confirming that access has been removed or to correspond further.
Please note this does not remove access to BFS or BearBuy. If you want to remove access to those systems, in the SARA form, instead of selecting BAIRS and BIS, select BFS, BIBS and BearBuy. The request to remove access to BFS or BearBuy does not route to the Cal Answers team, it routes to the BFS and BearBuy teams instead. If you do not get a response and/or access is not removed, you can contact the BFS Security Team to remove access to BFS, or the SCM - Bear Buy Team to remove access to BearBuy via the emails listed in the BFS Support Model
How to Remove Access for PI Portfolio Dashboards
Removing access removes the following dashboards:
Procedure
1. Open the Add or Delete Finance, Gift & Endowment, and PI Portfolio Global Reporting form.
2. Answer the first 4 questions.
3. Select Delete Access.
4. Select PI Portfolio.
5. Enter the business need.
6. Click Order Now in the upper right corner of the window.
7. Indicate the Request for name as the person whose access is being removed. If you are removing it on behalf of another employee, select their name.
8. Click Checkout.
The form routes to the employee's supervisor for approval. Upon their approval, the employee's access is removed and a notification is sent to both the employee whose access was removed and the person who initiated the request (you).
How to Remove Access for Payroll Dashboard and Ad Hoc
Removing access removes the following dashboards:
Legacy Payroll
Payroll
Removing access removes access to the following ad hoc subject areas:
Payroll - Absence Management Summary
Payroll - Expense Detail
Payroll - UCPath Expense Detail
Procedure
1. Go to https://sara.berkeley.edu/ (requires VPN).
2. Select Request Access for Yourself or Your Employee.
3. Select CalNet Authorization.
4. Once you have logged in, select Request Access for Your Employee, even if it is for yourself.
5. Select Request Deletion of Access.
6. Select BAIRS and BIS and enter the Employee fields (your own if you are requesting deletion for yourself). Employee User ID is the UID, which you can get from the Berkeley Directory. Last Effective Date represents the last date the employee should have access to Cal Answers Payroll reporting.
7. Mark the removal reason.
8. In the Email Message box, indicate you want to remove Payroll access, and explain which department the user has transferred to or how their job duties have changed.
9. Click Submit.
The form routes to the Cal Answers team. A team member will follow up with you via a ServiceNow ticket confirming that access has been removed or to correspond further.
Please note this does not remove access to payroll functions and reporting in UCPath nor Cognos. Review UCPath's instructions to remove access to UCPath payroll functions and reporting.
How to Remove Access for HR Reporting:
HR Reporting is defined as the following areas:
- Workforce Detail and Ad Hoc
- Workforce Summary
Removing access removes the following dashboards:
Employee Change TrackingHours Towards EligibilityLegacy Campus Position Management Legacy Workforce Detail Dashboard Position Management Workforce Detail Dashboard
Staff Compensation Summary
Removing access removes access to the following ad hoc subject areas:
HR - Employee Compensation
HR - Employee Job
HR - Job Funding Data
HR - Transactions and Prior Data
HR - UCPath Employee Change Tracking
HR - UCPath Position Funding
HR - UCPath Position Roster
HR Employee Appointment
HR Employee Position Data
HR Job Earns Distribution
HR Position Funding Data
Procedure
1. Go to https://sara.berkeley.edu/ (requires VPN).
2. Select Request Access for Yourself or Your Employee.
3. Select CalNet Authorization
4. Once you have logged in, select Request Access for Your Employee, even if it is for yourself
5. Select Request Deletion of Access.
6. Select CalAnswers HR Reporting and enter the Employee fields (your own if you are requesting deletion for yourself). Employee User ID is the UID, which you can get from the Berkeley Directory. Last Effective Date represents the last date the employee should have access to Cal Answers HR Reporting.
7. Mark the removal reason.
8. In the Email Message box, explain which department the user has transferred to or how their job duties have changed.
9. Click Submit.
The form routes to the Cal Answers team. A team member will follow up with you via a ServiceNow ticket confirming that access has been removed or to correspond further.
Please note this does not remove access to HR functions and reporting in UCPath. Review UCPath's instructions to remove access to UCPath HR functions and reporting.
How to Remove Access for Permanent Budget Dashboards and Ad Hoc
Removing access removes the following dashboards:
Legacy Permanent Budget Reporting
Permanent Budget Reporting
Removing access removes access to the following Ad hoc subject areas:
PermBudg - Acad Breakdown
PermBudg - Ledger Detail
PermBudg - Ledger Summary
PermBudg - PRT Error Report
PermBudg - Position Balance
Permanent Budget Detail
Permanent Budget Journal Detail
Procedure
1. Go to https://sara.berkeley.edu/ (requires VPN).
2. Select Request Access for Yourself or Your Employee
3. Select CalNet Authorization.
4. Once you have logged in, select Request Access for Your Employee, even if it is for yourself.
5. Select Request Deletion of Access
6. Select BAIRS and BIS and enter the Employee fields (your own if you are requesting deletion for yourself). Employee User ID is the UID, which you can get from the Berkeley Directory. Last Effective Date represents the last date the employee should have access to Cal Answers Permanent Budget reporting.
7. Mark the removal reason.
8. In the Email Message box, indicate you want to remove Permanent Budget access, and explain which department the user has transferred to or how their job duties have changed.
9. Click Submit.
The form routes to the Cal Answers team. A team member will follow up with you via a ServiceNow ticket confirming that access has been removed or to correspond further.
How to Remove Access for Student Data Restricted Dashboards and Ad Hoc
There is currently no standardized workflow. Email calanswers-help@berkeley.edu, where a Cal Answers team member will facilitate the access removal.
How to Remove Access for Situations Not Addressed
Email calanswers-help@berkeley.edu, where a Cal Answers team member will facilitate the access removal.