COM31010 - Background: Allocation of COTAX and CT Online user roles: Role Requestor

As Role Requester, you should only request those COTAX and CT Online user roles that a member of staff needs to perform their allocated duties.

It is not possible to refine a user role by preventing access to any specific functions within that role. If you request a role for a particular user, they have access to all the functions attached to the role. See the roles index at COM250 for details of the functions within each user role.

You cannot allocate certain roles with other roles. For example, the same user cannot have both Clerical Caseworker and Technical Caseworker. See COM253 for details.

To make sure users receive only the role or roles needed for their particular duties, the Role Authoriser reviews all user role requests made through the Service Request System (SRS) and can authorise, reject or request further details in support of the user role request.

To assist the Role Authoriser in making a decision, the Role Requester must include a business case in SRS in support of each user role request made. The business case within SRS must include the following information.

• User grade. You must include the grade of the user requiring the COTAX or CT Online user role to allow the Role Authoriser to decide whether the user role is appropriate for that user. If you omit the user’s grade, the request may be delayed or rejected.
• Reason for Request. You must include a summary of the job and details of the tasks within the job, such as viewing records, accounts, repayments, reallocations, remissions and assessing.

Note: If you need to request a user role that is normally allocated to an officer of a higher grade, you will need to obtain written dispensation from your Deputy Director (DD) or G6. You will need to outline in writing the business case and reasons for being unable to fully comply with normal role allocation. The DD or G6 will need to accept any risk associated with the Dispensation and agree details of the additional assurance that you are able to put in place to mitigate error.

You should then obtain prior approval from the CT Process Team COTAX Role Administrators before requesting this user role in SRS. The details of the agreed Dispensation can then be added to Dispensation log and the business case in SRS when requesting the role, therefore preventing rejection by the COTAX role authorisers.