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Identity Manager 9.1 - Attestation Administration Guide

Attestation and recertification
One Identity Manager users for attestation Attestation base data Attestation types Attestation procedure Attestation schedules Compliance frameworks Chief approval team Attestation policy owners Standard reasons for attestation Attestation policies Sample attestation Grouping attestation policies Custom mail templates for notifications Suspending attestation
Approval processes for attestation cases
Approval policies for attestations Approval workflow for attestations Selecting attestors Setting up multi-factor authentication for attestation Prevent attestation by employee awaiting attestation Phases of attestation Attestation by peer group analysis Managing attestation cases
Attestation sequence Default attestation and withdrawal of entitlements User attestation and recertification Certifying new roles and organizations Mitigating controls Setting up attestation in a separate database Configuration parameters for attestation

Halting an attestation case on timeout

Attestation cases can be automatically halted once a specified time period has been exceeded. The action halts when either a single approval step or the entire approval process has exceeded the timeout.

To configure halting after the timeout of a single approval step has been exceeded

  • Enter the following data for the approval step.

    • Timeout (minutes):

      Number of minutes to elapse after which the approval step is automatically granted or denied approval. The input is converted into working hours and displayed additionally.

      The timeout is check every 30 minutes, by default. To change this interval, modify the Checks reminder interval and timeout of attestation cases schedule.

      The working hours of the respective approver are taken into account when the time is calculated.

      NOTE: Ensure that a state, county, or both is entered into the employee's main data of determining the correct working hours. If this information is missing, a fallback is used to calculate the working hours. For more information about calculating employees' working hours, see the One Identity Manager Identity Management Base Module Administration Guide.

      TIP: Weekends and public holidays are taken into account when working hours are calculated. If you want weekends and public holidays to be dealt with in the same way as working days, set the QBM | WorkingHours | IgnoreHoliday or QBM | WorkingHours | IgnoreWeekend configuration parameter. For more information about this, see the One Identity Manager Configuration Guide.

      If more than one approver was found, then an approval decision for the approval step is not automatically made until the timeout for all approvers has been exceeded. The same applies if an additional approver has been assigned.

      If an approver delegated approval, the time point for automatic approval is recalculated for the new approver. If this approval is rejected, the time point for automatic approval is recalculated for the original approver.

      If an approver is queried, the approval decision must be made within the defined timeout anyway. The time point for automatic approval is not recalculated.

      If additional approvers are determined by recalculating the current approvers, then the automatic approval deadline is not extended. The additional approvers must approve within the time frame that applies to the current approver.

    • Timeout behavior:

      Action that runs if the timeout expires.

      • Cancel: The approval step and, therefore, the entire attestation procedure, is canceled.

To configure halting on timeout for the entire approval process

  • Enter the following data for the approval workflow.

    • System halt (days):

      Number of days to elapse after which the approval workflow, and therefore the system, automatically halts the entire attestation procedure.

When an attestation case is halted, other people can be notified by email.

Related topics

Attesting by chief approval team

Sometimes, approval decisions cannot be made for attestation cases because an attestor is not available or does not have access to One Identity Manager tools. To complete these attestations, you can define a chief approval team whose members are authorized to intervene in the approval process at any time.

The chief approval team is authorized to approve, deny, or cancel attestations in special cases or to appoint other attestors.

IMPORTANT:

  • The four-eye principle can be broken like this because chief approval team members can make approval decisions for attestation cases at any time. Specify, on a custom basis, in which special cases the chief approval team may intervene in the approval process.

  • The chief approval team is authorized to attest its own members. The configuration parameter setting QER | Attestation | PersonToAttestNoDecide does not apply to the chief approval team.

  • In the approval step, you can specify how many attestors must make a decision on this approval step.

    • If an approval decision is made by the chief approval team, it overrides the approval decision of just one regular attestor. This means, if three attestors must approve an approval step and the chief approval team one of the decision, two more are still required.

    • The number of approvers if not taken into account when the attestation is assigned to fallback approvers. The chief approval team can also attest in this case. The approval decision is considered to be made as soon as one member of the chief approval team has made an approval decision about the attestation.

  • If a regular attestor has added an additional attestor, the chief approval team can approve for both the regular and the additional attestors. If both approvals are pending, a chief approver first replaces the regular attestor's approval only. Only a second approval of the chief approval team can replace the approval of the additional attestor.

The chief approval team can approve attestations for all manual approval steps. The following applies:

  • Chief approval team decisions are not permitted for approval steps using the CD, EX, and WC approval procedures.

  • If a member of the chief approval team is also named as a regular attestor for an approval step, they can only make an approval decision for this step as a regular attestor.

  • The chief approval team can also make an approval decision if a regular attestor has submitted a query and the attestation is in hold status.

To add members to the chief approval team

  1. In the Manager, select the Attestation > Basic configuration data > Chief approval team category.

  2. Select the Assign employees task.

    In the Add assignments pane, assign the employees who are authorized to approve all attestations.

    TIP: In the Remove assignments pane, you can remove the assignment of employees.

    To remove an assignment

    • Select the employee and double-click .

  3. Save the changes.
Related topics

Attestation sequence

Once attestation is automatically or manually started, One Identity Manager creates an attestation case for each attestation object. Attestation cases record the entire attestation sequence. Each attestation step in the attestation case can be audit-proof reconstructed. The attestation cases for a policy collection are combined in one attestation run.

You can see attestation runs in the navigation view under the menu item Attestation runs. This is where you can monitor the status of the attestation cases. Attestation cases that were not yet subject to approval are grouped under Pending attestations. You can see the attestation cases that have been closed by attestors or One Identity Manager grouped under Completed attestations. The status of pending attestation cases is checked regularly by the DBQueue Processor. The Attestation check starts the check.

NOTE: Attestation cases are edited in the Web Portal. For more information about this, see the One Identity Manager Web Designer Web Portal User Guide.

Attestation is complete when the attestation case has been granted or denied approval. You specify how to deal with granted or denied attestations on a company basis.

TIP: One Identity Manager provides various default attestation procedures for different data situations and default attestation procedures. If you use these default attestation procedures, you can configure how you deal with denied attestations.

For more information, see Default attestation and withdrawal of entitlements.

Starting attestation

There are two ways for you to add attestation cases in the One Identity Manager. You can trigger attestation through a scheduled task or start selected objects individually.

Prerequisite

  • The attestation policy for this attestation is set.

To start attestation using a scheduled task

  1. In the Manager, select the Attestation > Attestation policies category.

  2. Select the attestation policy in the result list and run the Change main data task.

  3. Enable the schedule entered in the Calculation schedule field.

    1. In the navigation view, select the Basic configuration data > Schedules category.

    2. Select the schedule in the result list and run the Change main data task.

    3. Set the Enabled option.

    4. Save the changes.

To start attestation for the selected objects

  1. In the Manager, select the Attestation > Attestation policies category.

  2. Select the attestation policy in the result list. Select the Change main data task.

  3. Select the Run attestation cases for single objects... task.

    This opens a separate window.

  4. In the Attestation column, select every object for which attestation is to be run.

  5. Click Run.

    Attestation cases are generated for the selected attestation objects. As soon as DBQueue Processor has processed the task, you will see the newly created attestation cases in the navigation view under the Attestation runs > <attestation policy> > Attestation runs > <year> > <month> > <day> > Pending attestations menu item.

  6. Click Close.

NOTE: Under certain circumstances, old, closed attestation cases are deleted from the One Identity Manager database when new attestation cases are added.

For more information about configuring schedules, see the One Identity Manager Operational Guide.

TIP: If it takes longer than 48 hours to generate new attestation cases, the process is canceled. You can adjust the timeout for generating attestation cases to suit your requirements. To do this, in Designer, change the value of the QER | Attestation | PrepareAttestationTimeout configuration parameter.

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