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New Electronic Authorization System streamlines online functions

The Laboratory recently unveiled its new Electronic Authorization System (EAS) Web tool for Lab personnel. It is designed to enable managers and office administrators to more easily assign, manage and read enterprise information authorities, such as time and effort, travel reimbursements, data warehouse, the employee development system and other systems.

For example, if a team leader needs to look at data warehouse for project planning, the group leader gives him or her the electronic authority to do that. Persons who approve time sheets, purchase requisitions and similar tasks also will find this new system helpful.

"Electronic authorities grant each Laboratory employee electronic 'permission' to do certain things," said Dale Leschnitzer of Enterprise Information Infrastructure (IM-3). Managers have the most authorities, but all employees have at least the authority to access time and effort to fill out timesheets. Managers decide who has the authority to do what and can assign each authority electronically. Without these electronic "permissions," an employee cannot access the needed systems and perform his or her required work, Leschnitzer said.

The new system improves on the previous electronic authorization system by being simpler to understand and quicker to navigate through the screen windows. The EAS Web tool is a point-and-click operation accompanied by simple instructions; and it is [a] World Wide Web application. Managers or their designees can access the new system at http://authorities.lanl.gov online.

"Leaders responsible for assigning authorities definitely will have an easier time with the new tool," according to Leschnitzer. "It's like paying your taxes," Leschnitzer says. "You have to do it, and a good software tool can make it a lot easier."

"The old IBM mainframe application is cumbersome and hard to use," Leschnitzer explained, referring to the previous authorization system that was the only way to complete Lab authority assignments. "You really have to understand the system to be able to use it."

The old system is still operating, but Information Management (IM) Division is encouraging all managers to switch to the new EAS system because of its easy operation.

"One of the biggest challenges in producing the new EAS was understanding how the previous system actually worked," said Christopher Olsen of IM-3, project lead. "With many legacy systems, some 'rediscovery' takes place when you try to modify them. The EAS proved no exception, but we're confident that the time was well spent given the end result."

The EAS Web tool has been available in a pilot/production mode in IM Division since October 2002 and many managers are already using it. Feedback has been positive.

"We've provided a number of Web URL links to the system," said Olsen, "and links are given in electronic mail notifications concerning the expiration of EAS authorities." People who use EAS can get to it from http://enterprise.lanl.gov/ and http://my.lanl.gov online. But to keep matters simple, the only URL that Laboratory managers really need to remember is http://authorities.lanl.gov online.

The EAS Web tool has online instructions on how to use the system. In addition, the Enterprise Support and Computer Education (IM-2) team can assist users in working with the system. Call 5-4444, extension 2 for consulting, extension 4 for training.

Also, IM-2 offers a class on how to use the EAS Web tool. Lab workers can register on the Lab's training Web site. Click the "T" training icon on the lower left-hand side on the Laboratory home page, then "Computer," then "Enterprise Information Applications," then "The Authority System."

Individualized presentations can be arranged by contacting Nikki Gaedecke of IM-2 at 7-0726 or by writing to nlg@lanl.gov by electronic mail.

Besides Olsen and Gaedecke, project team members are Beverly Faulkner, Vonetta Pompeo and Lorena Salazar-Garcia of IM-2; Jeffrey Dunning and Ron Mayhill of IM-3; and Cynthia Wallace of Advanced Information and Business Application Development (IM-8).

IM Division personnel plan to expand the scope of the EAS Web tool. Eventually, in addition to replacing the old authority-assigning system, the EAS also will replace the Signature Authority System, which dictates who has the authority to sign off on what (such as purchasing and access to classified information). When that capability is incorporated into the new EAS, the combined system will provide Laboratory leaders and their designees with a single, one-location, comprehensive tool to manage all the authorities they need to assign.

For more information, write to authteam@lanl.gov by electronic mail.

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