SOX Application Form
Best Practice
Version 1.1
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Document Name: SOX Application Form.docx
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Best Practice
Version: November 15
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1. Background ______________________________________________________________ 3
2. Instructions ______________________________________________________________ 4
2.1
2.2
2.3
2.4
2.5
2.6
2.7
Hotel logo ......................................................................................................................................... 4
Customize sheets – unhide ............................................................................................................... 4
Additional_Information sheet .......................................................................................................... 4
SPI sheet ........................................................................................................................................... 5
HOTELS sheet.................................................................................................................................... 5
DATA sheet ....................................................................................................................................... 5
2.6.1 Departments, Department Heads, Department Head emails, and Positions ..................... 5
2.6.2 Network Access and PMS .................................................................................................... 6
2.6.3 Application name change .................................................................................................... 6
2.6.4 Disabling Applications.......................................................................................................... 7
2.6.5 Rights – Drop down list ........................................................................................................ 8
2.6.6 Hilton University, Delphi, OnQ R&I ...................................................................................... 8
2.6.7 Key Card System, Navision (accounting system), Micros EMC, Micros Card ...................... 9
2.6.8 Email Account ...................................................................................................................... 9
2.6.9 Laptop, Landline Phone, Mobile Phone, Mobile Email........................................................ 9
2.6.10 Additional Applications ...................................................................................................... 10
Hide all sheets ................................................................................................................................ 10
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1.
Background
This document describes the way to customize automated SOX Application Form to create all
documents upon new Team Member access request.
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2.
Instructions
2.1
Hotel logo
-
2.2
If you would like to have your hotel logo on the form you have to save it on the:
L:\COMMON\ISM\FORMS\doc\hotel_logo.jpg
Customize sheets – unhide
-
Open “SOX Application Form.xlsm” and close popup SOX application form window
Press keyboard shortcut (Shift+U) to unhide all needed excel sheets for customization
Following excel sheets should be now visible:
- DATA
- HOTELS
- SPI
- Additional_Information
2.3
Additional_Information sheet
In the “Additional_Information” sheet fill the following information:
- ISM First Name, Last Name and email address
- HR Director First Name, Last Name and email address
- General Manager First Name, Last Name and email address
- Finance Director First Name, Last Name and email address
- VP details who is approving mobile email for your hotel. Provide his/her First Name, Last Name
and Title
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In the bellow table select modules you would like to use in the SOX application form.
Simple select YES for the modules you would like to use and NO if you don’t need specific module
(document). You will be able to change it any time later.
2.4
SPI sheet
If you would like to have “SPI document” printed in your local language simple past translated
document in to the “SPI” sheet. Make sure to keep exactly same layout as it is in the English version.
2.5
HOTELS sheet
In the “HOTELS” sheet list all your hotels details. This information will be used to customize SOX
form popup window and the cost center will be used for the Mobile Application Form.
2.6
DATA sheet
In the “DATA” sheet contain hotel configuration based on the “Departments” and “Positions”.
2.6.1
Departments, Department Heads, Department Head emails, and Positions
List all your Departments, Department Heads, Department Head emails, and Positions available in each
department. In the “Department” column you should have department name for each Position available
in the specific department.
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2.6.2
Network Access and PMS
In the” Network Access:” column list network access privileges (GAD group) that specific
position should be assigned to.
Taking as an example from below table the “Income Auditor” should be member of “G-WAWHI-FC” GAD
group and should have “ACCOUNTING AND FINAN” PMS rights. Where “General Cashier” will be
member of “G-WAWHI-FC” GAD group but will not have PMS login.
2.6.3
Application name change
Each header in the “DATA” sheet can be renamed to meet you hotel needs (it will be reflected
on the SOX form). For example ONQ PMS you we can change to “OPERA:”
From that moment end user will see the “OPERA:” tick box instead of “ONQ PMS”
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2.6.4
Disabling Applications
All applications (headers) marked with green color can be disable if you would like to not use
them.
To do that rename header you don’t need to contain at the front “other” word.
It will disable those applications and make them unavailable for the end user.
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2.6.5
Rights – Drop down list
If you would like to allow end user (requestor) to choose privileges by himself you can do that
for all applications (headers) marked with green color. Rename header to contain at the end “drop”
word.
In the following example it will allow user (requestor) to select the privileges he would like to
have and which are available for the specific department.
2.6.6
Hilton University, Delphi, OnQ R&I
For “HU & The Lobby:”, “Delphi:” and “OnQ R&I:” select YES for each position which should
have those applications. If cell will be empty user (requestor) will not be able to request access.
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2.6.7
Key Card System, Navision (accounting system), Micros EMC, Micros Card
As in previous cases list the privileges user should have to Key Card system in the column
“VingCard (System):”.
In the column “Office Key Card:” list key card groups which are relevant to specific position. If
any position shouldn’t have access to the system or is not required key card keep just cell empty.
Column “Office Key Reason:” typed the standard reason and area accessible by the specific key
card group. (This explanation will be printed on the “Key Request Form” if you would like to use it.)
2.6.8
Email Account
Email Account can be always requested but by selecting YES for all positions which are require
email (Sales Manager) this option will be selected by default and requestor will do not have to
remember to mark it.
2.6.9
Laptop, Landline Phone, Mobile Phone, Mobile Email
Purple columns can be disabled if you would like to not use them by renaming and using “other”
word at the front. Landline Phone and Mobile Phone are a drop down lists by default and the phone
numbers are available for the requestor based on the chosen department.
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2.6.10 Additional Applications
You can add 3 additional application if you would like to use it on the SOX Form and they are not
included ad the moment.
For this purpose use 3 columns called “OTHERApp_1:”, “OTHERApp_2:”, “OTHERApp_3:”. Simply
rename them to any name you wish (for example Citrix). As they are marked with green color you can
use “drop” index to allow user to have a choice from the drop down list.
2.7
Hide all sheets
To save the workbook and hide all sheets press shortcut combination (Shift+H)
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3.
3.1
Results
SOX Form
After form submission email will be sent to ISM with SOX form and the form will be printed out
on the default computer printer.
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3.2
SPI
SPI document will be printed out on the default computer printer if this module wasn’t disabled in the
“Additional_Information” sheet.
3.3
Mobile Email Application Form
Mobile Email Application Form will be printed out on the default computer printer if this module
wasn’t disabled in the “Additional_Information” sheet.
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3.4
Electronic Key Request
Electronic Key Request will be printed out on the default computer printer if this module wasn’t
disabled in the “Additional_Information” sheet.
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