• IRA for ticket tracking,
• Confluence for frequently asked questions and knowledge base,
• the Authority’s Document Management System (“DMS”) for approval and reporting,
• ServiceNow tool to raise access request
Contractor’s responsibility
• On a monthly basis, check the report provided by the Authority and identify contracts which will be expiring in the next 6 months.
• Facilitate reminders to the PMs for renewal of the contract for the respective project teams.
• Prepare the supporting documents for renewal based on the Authority’s SOP
• Assist to draft AOR based on past template
• Submit for approval through the managed process.
• Assist to raise Workday Requisition to the procurement team and seek approval from relevant approvers.
• Review the items presented in the invoice from different vendors.
• Reconcile the line items against the Authority’s record.
• Verify the invoice and provide supporting doc for the verification done.
• Submit Security Screening Requests and follow up on screening results.
• Follow up with the respective departments on the security screening requests and update PM accordingly.
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• Based on the agreed manual/SOP per project team, raise ServiceNow requests for different access of applications.
• Follow up with the ServiceNow request till closure
• Update the Authority on the status of the request on a regular basis.
• Facilitate offboarding of MAS staff, Contractors, Augmented Resources and/or Vendors.
• Based on the agreed SOP, raise ServiceNow requests for offboarding from different applications.
• Follow up with the ServiceNow request till closure.
• Update management on the status of the request when requires.
• Collate user access reports from a given list of stakeholders.
• Prepare the user access report in the required format as per SOP.
• Submit the resultant report to department and division heads for review and approval.
• Track their review/ response within two weeks and close the process
• Follow up with the Authority’s Managers (~30 contracts across 10 vendors) to maintain the vendor contact details.
• Follow up with the Authority’s Technology Business Management unit to the status of the self-attestation by the vendors.
• Follow up with the vendors to ensure submission within the stipulated timeline.
• Obtain the attestation documents.
• Upload the document in the respective folder
• Get the report for from TeamSite owners for the user details along with Site Owners and sponsors,
• Compile the list of departments in the TeamSite and request TeamSite owner to provide the department point of contact (POC) for review
• Liaise with POC to confirm the list of authorised users and raise request to add/remove & clean up in the access list
• Raise the approval process.
• Request for the revised access list and attach in the workflow as supporting document.
• Follow up for the due diligence with the PM for the respective Team sites, close the process
• Complete surveys required by the respective governance team for each site
• Assist to raise request to add/remove site owners, sponsors or users if necessary
• Review the email on the list of accounts where password are overdue or going to expire
• Contact the manager of account holder to follow up on the status of password reset
• Escalate to CBD Division Head if no response from manager within a week
• Close the ticket when manager confirm the status of password reset
• Check the availability of attendees and meeting room through the facility management system & book the meeting/conference room
• Counter propose meeting schedule base on availability of staff and meeting rooms, as required
• Track and maintain asset and assist with stocktaking exercise which happen semi-annually
• Submit the artefacts of stocktaking to the Authority for review
• Get the monthly transactional statistic from the system owner for each system on a quarterly basis
• Update monthly management report on Confluence page as in the designated format Authority and management’s review.
• Export the report from Confluence and submit to system owner for approval
• Get the user list from the Authority’s database.
• Seek inputs from team leads of Payment Systems Division and Central Banking Division to confirm the attendees.
• Submit the list for approval via DMS workflow.
• Laise with the given departments to register access.
• Upload approval document to the respective folder and maintain record.
• Assist on user’s onboarding to any project when necessary.
• Request for the list of staff with access to HQ Secured Room and CH Secured Room from the Corporate Services Department
• Submit the list extracted to Division Heads for approval.
• Keep record for approval in the pre-defined TeamSite
Onboarding
• Submit Security Screening Requests and follow up on screening results.
• Raise tickets for account creation, laptops and access pass requisition, lockers assignment etc.
• Send welcome email, conduct first day onboarding briefing and security training.
• Manage seating and hotdesking space.
• Administer mandatory e-learnings (info/cyber-security).
• Perform data entry of details for joiners
BAU Management
• Maintain and update database of ARs and OSPs details (contract dates, compliance breaches etc.)
Offboarding
• Ensure exit leaver form is completed and endorsed on last date of employment
• Ensure MAS’ assets such as laptops, token, locker and access passes are returned on last date of engagement
• Perform data entry of details for leavers.
