SHARP Customer Service

SHARP SECURITY REQUEST FORM

Complete the personal information below, choose the appropriate roles, then indicate the agency number or specific department(s) that are needed. Press Submit when complete

Your request will be emailed to the DPS SHARP Security Administrator and to you at the Agency SHARP Security Contact email address provided below. Please follow the instructions in the email to confirm the request and begin processing.

Please allow 3-7 days following your confirmation for your request to be completed. An email will be sent to the Agency SHARP Security Contact when the request is complete. Feel free to contact Kristine Scott for an update on requests at any time.

Note: All * items are required.

SHARP User Information

Date: mm/dd/yyyy *Action: Add Update Remove

*Agency Number: *Agency Name:

*First Name: *MI: If no MI exists, please use an "X"

*Last Name:

Phone Number: xxx-xxx-xxxx

*Email Address:

SHARP/SMART User ID: *Employee ID:

SHARP Security Contact Information

*Agency SHARP Security Contact Name:

*Agency SHARP Contact Email Address:

QUICK LINKS: AGENCY UPDATE ROLES - REGENTS UPDATE ROLES - DATA WAREHOUSE ROLES - AGENCY VIEW ONLY ROLES - REGENTS VIEW ONLY ROLE - STATEWIDE VIEW ONLY ROLE - DEPARTMENT ACCESS - NOTES

AGENCY UPDATE ROLES:

All Agencies. These roles allow you to make changes in the system. CBT test results are required.

Role Name	Access	Description
Agency Timekeeper	Time and Leave, Shared Leave, Pay Affecting Adjustments and Supplementals, Non-pay Affecting Adjustments, Bonus Pay, T&L Reports	Note: This role is for Time and Leave agencies, for Time and Labor agencies see specific roles below. Ability to update leave balances; enter employee time and make current period, pay-affecting and non-pay affecting adjustments; enter supplementals; enter bonus pay; view shared leave and time and leave errors; run T&L reports.
Agency Recruiter	Recruitment, Recruitment Reports	Add job postings; maintain applicant's information; associate applicants; run Recruitment reports.
Agency Training Administrator	Enterprise Learning, Training Reports	Set up new courses and sessions; enroll students; enter student training; run Training reports.
Agency HR Administrator	Workforce Administration, Setup Tables, HR Reports	Enter employee data changes including personal and job data. Hire Applicants and Employees. Process unclassified merit, bonus pay, step increases and longevity bonuses. Run HR reports. View Setup pages.
Agency Position Administrator	Position Management, Setup Tables, Position Reports	Add positions and make updates to position information; view FTE Table; run Position reports. View Setup pages.
Agency Benefits Administrator	Benefits, Reports	Update information for employee retirement benefits and group term life eligibility. View benefits records. Run Benefits reports.
[WF] Agency Payroll Administrator	Workflow	Agency recipient of Payroll workflow worklists.
Agency Commitment Acct. Spec.	Define Commitment Accounting	ASetup Combination Cd, Dept Budget, & Position Pool Tables. Run Dept FTE & FTE Rollup Reports..
Agency Payroll Specialist	Maintain Payroll Data, Manage Payroll Process, Position Management, Workforce Administration, Payroll Reports	View and maintain payroll data, view position and job data, run payroll reports.
Agency Time & Labor Time Keeper	Timesheets, Shared Leave, Adjustments, Supplementals and Reports.	For Time and Labor agencies only. Enter and adjust time for non self-service employees. View Shared Leave. Enter Pay Affecting Adjustments, Supplementals, & Non-pay Affecting Adjustments for all employees (self-service and non self-service). Generate TL Reports. Approve reported time.
Agency Time & Labor HR	Timesheets, Shared Leave, Adjustments, Supplementals, Reports, Job Data(Time Reporter Data), Assign Schedules.	For Time and Labor agencies only. Perform all functions available to the Agency Time & Labor Time Keeper role. Enroll employees as Time Reporters. Update Time Reporter information. Approve payable time.
Agency Time & Labor Task Reporter	Taskgroups, Task Profiles, Paid Time Adjustments.	For Time and Labor agencies only. Enter and maintain Task Groups and Task Profiles. Enter Paid Time Adjustments.
Agency Time & Labor Interface HR	TL INTERFACE AGENCIES ONLY Timesheets, Shared Leave, Adjustments, Supplementals, Reports, Job Data(Time Reporter Data), Assign Schedules, TCD Errors.	For Time and Labor agencies only. Perform all functions available to the Agency Time and Labor HR role. View and correct errors from Time Entry interface (INF42). Update the data loaded via interface.
Agency Time & Labor KBI Field 1	User Field 1 Table	For KBI only. Maintain case numbers (User Field 1). This role may only be selected by employees of the Kansas Bureau of Investigation.

REGENTS UPDATE ROLES:

Regents Institutions only. These roles allow you to make changes in the system. CBT test results are required.

Role Name	Access	Description
Regents HR Administrator	Workforce Administration, Position Management, and Recruiting	Access to this role is limited to selected Regents HR/Payroll/Recruiting employees. Ability to update employee and position data due to errors associated with the Regents Management Reporting Interface.
Regents Payroll Administrator	Maintain Payroll Data, Define Payroll Process, and Define Payroll Taxes	View Payroll Balances, Update/Display, Update/Display All to employee payroll data, Year to Date Balances Report, and display only to Payroll Process tables and Payroll Tax Tables.
Regents Payroll Tax Specialist	Maintain Payroll Data, Define Payroll Taxes	View Payroll Balances, Update/Display, Update/Display All to employee payroll tax data, Year to Date Balances Report, and Display Only to Define Payroll Tax Tables.
Regents Payroll Savings Bond Specialist	Maintain Payroll Data	View Payroll Balances and the Savings Bond Log Edit

DATA WAREHOUSE ROLES:

All Agencies. These roles allow you to view information in the Data Warehouse. Training is required.

Select	Role Name	Access	Description
	Data Warehouse HR User	Data Warehouse Dashboard and Report folders.	Have access to specific folders and reports, as granted by HR Power Users; view reports to which a HR Power User has granted access; may contain data from any and all HR functional areas; only view data in the Department IDs they can view in Sharp.
	Data Warehouse HR Power User	Data Warehouse Dashboard and Report folders; Answers; Folder management.	Create reports, move them to agency shared folders, and grant HR Users access to specific reports; create reports that may contain data from any and all HR functional areas (personal data, benefits, etc...); only view data in the Department IDs they can view in SHARP; HR Power Users will be responsible for safeguarding sensitive HR data by restricting access to shared folders and reports.

AGENCY VIEW ONLY ROLES:

All Agencies. These roles allow you to view information in the system. CBT test results are NOT required

Role Name	Access	Description
Agency Time and Leave Inquiry	Time & Leave, Reports	Note: This role is for Time and Leave agencies, for Time and Labor agencies see specific roles below. View Time records and Leave balances; run T&L reports
Agency Recruitment Inquiry	Recruiting, Reports	View recruiting records and run recruiting reports
Agency Training Inquiry	Enterprise Learning, Reports	View training records and run training reports
Agency HR Inquiry	Workforce Administration, Reports	View employee HR data records and run HR reports
Agency Position Inquiry	Position Management, Reports	View position data records, FTE Table and run position reports
Agency Benefits Inquiry	Benefits, Reports	View employee benefits records and dependent beneficiary data. Run benefits reports.
Agency Payroll Manager	Maintain Payroll Data, Manage Payroll Process, Workforce Administration, Reports	View Payroll Data, Payroll Process, and Administer Workforce. Run Payroll reports.
Agency Payroll Inquiry	Maintain Payroll Data, Manage Payroll Process, Administer Workforce, Define Commitment Accounting	View payroll data, job data, position accounting data, and commitment accounting.
Agency Time & Labor Inquiry	View only of the following: Timesheets, Shared Leave, Adjustments, Supplementals, Reports, Job Data (Time Reporter Data), Assign Schedules, Taskgroups, Task Profiles, and Paid Time Adjustments.	For Time and Labor agencies only. View employee timesheets. View Shared Leave. View Pay Affecting Adjustments, Supplements & Non-pay Affecting Adjustments for all employees (self-service and non self-service). View Task Groups and Task Profiles. View Paid Time Adjustments. Generate TL Reports.

REGENTS VIEW ONLY ROLE:

Regents Institutions only. These roles allow you to view information in the system. CBT test results are NOT required.

Select	Role Name	Access	Description
	Regents Payroll Inquiry	Maintain Payroll Data, Define Payroll Process, and Define Payroll Taxes	Display only access to Maintain Payroll Data Inquire and Use bars and ability to run Report Year To Date Balances. Display only access to Define Payroll Process and Define Payroll Taxes.

STATEWIDE VIEW ONLY ROLE:

Each agency may only request one or two signons that allow Display Only access to statewide data. This access is given to agencies to allow them the ability to view information pertaining to their employees that may be restricted on certain pages due to PeopleSoft departmental security, using their normal SHARP sign-on.

Access to statewide data will be limited to the Current Job menu item under Workforce Administration > Job Information and the Employee Job Action History report under Workforce Administration > Workforce Reports. This information is confidential (K.S.A. 75-2949f) and User IDs must not be shared with other users or employees to maintain database security and confidentiality.

Select	Role Name
	Statewide Inquiry

DEPARTMENT ACCESS:

List the departments the user will need to access. If the user will need access to entire departments or divisions, enter the highest level department number

Department Access:

Notes, Special Roles, Departments, or Action to take place:

Notes, Special Roles, Departments, or Action:

Please email Kristine Scott at kristine.scott@da.ks.gov if you have any questions! Although electronic submission is preferred, you may be unable to submit this page due to technical difficulties. You may print this completed page (Go to File, Print on your browser) and fax it to 785-296-0756. Thank you!