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How to Request Authority for OrderIT and ServiceNow

University IT is currently transitioning the ordering process for University IT Services from OrderIT to ServiceNow. This webpage explains how this will impact authority. You can also stay up to date on Where to Order IT Services throughout the transition. 

Authority is managed through a web application called Authority Manager that is the central location to grant system privileges to staff in the Stanford community. In order to use the application, an active SUNet ID is required. Individual departments are able to manage authority for themselves by providing grantable privileges to whomever they decide. For more information on Authority Manager, please visit What is Authority Manager. Additionally, the University will have their authority cascading. Instead of having to provide authority to each individual org, granting authority to an org will now grant authority to all the lower orgs that roll up to it.

As services are transitioned to ServiceNow, anyone with a SUNet ID will be able to submit a request for new services, but depending on their level of authority, their request will either be routed for approval or be auto-approved.  Separate authority is needed for viewing requests, approving requests and viewing billing reports or dashboards.

The roles are broken down as follows:

  • Requester: Anyone with a SUNet ID
  • Request Viewer: Has the same authority as ‘Requester’ but can also view and submit Change or Cancel requests to any org or cost center they have authority over
  • Request Approver: Has the same authority as ‘Request Viewer’ but can also approve requests, and their own requests will be auto-approved for any org or cost center they have authority over. 
  • Request Reporting: Can view and run UIT billing reports

Below is a chart that breaks down each role and the privileges included.  Please note that if any of the roles also have the grantable privilege, they can grant or revoke authority for their department for that role.

Request Roles Requester
SUNet ID
Request Viewer
SUNet ID + Authority
Request Approver
SUNet ID + Authority
Request Reporting
SUNet ID + Authority
Submit request for new services for approval Supported Supported Supported  
View, change, and cancel requests you submitted Supported Supported Supported  
View existing services associated to org(s) or cost center(s) you have authority to   Supported Supported  
Submit change or cancel requests for approval for existing services associated to org(s) or cost center(s) you have authority to   Supported Supported  
Submit all requests (new, change, cancel) on specific org or cost center without someone's approval if you have authority to that org or cost center     Supported  
Approve requests submitted by others     Supported  
View and run UIT billing reports       Supported
Manage (grant/revoke) authority in Authority Manager   Supported
Only if given grantable ability
Supported
Only if given grantable ability
Supported
Only if given grantable ability

Each department should have at least two people with Request Viewer, Request Approver and Request Reporting roles with grantable rights to help manage authority for their group.  As we onboard services to ServiceNow, there will be a period where folks will need to use both OrderIT and ServiceNow to order UIT services. Below is a chart on what the authorities will mean in each system.

  OrderIT ServiceNow
Can they order?
Requester No Yes
Request Viewer Yes Yes
Request Approver Yes Yes
Is their order auto-approved?
Requester N/A No
Request Viewer Yes No
Request Approver Yes Yes

FAQs

How can I view my current authority?

Authority for viewing requests, approving requests and viewing reports/dashboards are now managed through Authority Manager.  Use the following steps to review the roles and privileges assigned to you.

Step 1:  Open Authority Manager and select My Authority
Step 2:  Find Service Management Systems
Step 3:  Review Your Role, Privilege and Orgs/Cost Centers

Who can grant authority for my university org?

Use the following steps to find the people who can grant access for your org or department.

Step 1:  Open Authority Manager and select Who can grant authority?
Step 2:  Under Privilege, search Service Management Systems and select appropriate privilege (Request Approver, Request Viewer, Request Reporting)
Step 3:  Under Organization, select your org code
Step 4:  Click Search to view people with grantable access

Who can grant authority for my hospital cost center?

Use the following steps to find people who can grant access to the new roles for your cost center.

Step 1:  Open Authority Manager and select Who can grant authority?
Step 2:  Under Privilege, search Service Management Systems and select the appropriate privilege (Request Approver, Request Viewer or Request Reporting)
Step 3:  Under Organization, select AA00
Step 4:  Click Search to see list of people with grantable access

How can I grant authority for a university org?

Refer to the Role Chart to see list of authority for each role and use the following steps to grant access.

Step 1:  Open Authority Manager and select Grant Authority
Step 2:  Complete the form with the following:

  • Enter person's SUNet ID
  • Select appropriate privilege under Service Management Systems
  • Select appropriate org code

Step 3:  Select Grant Authority to complete

How can I grant authority for a hospital cost center?

Refer to the Role Chart to see list of authority for each role and use the following steps to grant access.  Please note, hospital staff requesting access will need to have a SUNet ID and add their email address in StanfordYou. 

Step 1:  Open Authority Manager and select Grant Authority
Step 2:  Complete the form with the following:

  • Enter person's SUNet ID
  • Select appropriate privilege under Service Management Systems
  • Select desired cost center(s) or ALL-SHC/ALL-SCH to include everything

Step 3:  Click Grant Authority to complete

How can I run an authority report?

Use the following steps to run an authority report for your department.

Step 1:  Open Authority Manager and select Oracle BI Authority Reports
Step 2:  Under View Authority for All People Within an Organization, select the following drop down:

  • Organization:  Your Org Code or AA00 for Hospital
  • System:  Service Management Systems
  • Business Function:  Request Approver, Request Viewer or Request Reporting
  • Privilege:  Adult Hospital, Children's Hospital or University

Step 3:  Click Apply to see the results

How can I obtain a SUNet ID for a hospital staff?
Hospital staff can request a base sponsorship account through the UIT Service Desk which will provide a SUNet ID at no cost.  Refer to Sponsorship Manager for more information. In addition, since the base sponsorship account does not include a Stanford email, hospital users will need to add their hospital email address in StanfordYou in order to get service request notifications.  Instructions for adding your email address can be found here.
How do I approve a service request?
Selected Request Approver will get an email notification for the new or change/cancel service request.  Within the body of the email is a link to Approve or Reject the request.  Please note, if the request is rejected in error, a new request needs to be submitted.  A reminder email will be sent within 3 days if no action is taken by the Request Approver.
Last modified November 10, 2021