NERCOMP 2007 - Managing Campus Affiliates Managing Campus Affiliates Faculty? Student? Faculty?...

NERCOMP 2007 - Managing Campus Affiliates

Managing Campus AffiliatesManaging Campus Affiliates

Faculty?

Student?

Faculty? Student?

Staff?Criss Laidlaw

Director of Administrative Information Systems Office of Information Technology

Williams [email protected]

Staff?

Copyright Criss Laidlaw, 2007. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.


Who’s a Campus Affiliate?Who’s a Campus Affiliate?

Student Affiliation ‘Family’– Prospects

– Applicants

– Admitted Students

– Matriculated Students

– Undergraduate Students

– Graduate Students

– Special High School Students

– Alumni


Who else is a Campus Affiliate?Who else is a Campus Affiliate?

Employee Affiliation ‘Family’– Future Hires– Faculty– Staff– Temporary Employees– Student Employees– Emeritus Faculty– Retirees


And who else?And who else?

Other Affiliations– Research Associates– Adjunct Instructors– Contractors and Consultants– Spouses and Partners– Trustees– Friends of the College


Why Manage Affiliates?Why Manage Affiliates?

Affiliates use more online services all the time– Email services

– File & Print services

– Course Management services

– Classroom lectern authentication services

– Student Administration services

– Financial services

– Authenticated Wireless services…


Why Manage Affiliates?Why Manage Affiliates?

More services = more accountsPressure to offer services sooner, ie

create accounts soonerNeed to turn service access off at the

appropriate time


Account Management PastAccount Management Past

Accounts managed manually, except for batch management of student accounts

Requests for accounts came in to OIT from all over and we didn’t do a good job of record keeping

Good at creating accountsGetting rid of accounts – not so much


Account Management PastAccount Management Past

Partial use of centralized authentication (LDAP)

Partial use of password synchronizationDifferent username conventions for

students and others (claidlaw vs 07abc)Usernames can change


High-Level Project GoalsHigh-Level Project Goals

Simplify account managementStreamline provisioning and

de-provisioning of online servicesImplement Identity Management System

(Novell Identity Manager)


Basic Questions?Basic Questions?

Who should get services?What services are appropriate for a

given affiliation?When should services start and stop?How do we know who has services?How do we know when services need to

be updated or disabled?


College Affiliations…College Affiliations…

…can and do overlap

Prospect

Special High School Student

Applicant Admitted

Employee Employee

Time



…can and do overlap

Student

Spouse

Alumni

Temp Employee Staff Employee

Time



…have different online service requirements– Students:

• Email• File/Print• Blackboard• PeopleSoft Student Self-Service• Online Directory Entry• Wireless



…have different online service requirements– Temporary Employees

• Email

• File/Print

• Wireless



…also have different service provisioning timing requirements– Faculty Email

• Enable up to 60 days prior to hire date

• Disable 90 days after termination date

• Remove 15 months after termination date



…also have different service provisioning timing requirements– Student Email

• Enable at Matriculation

• Disable day after Commencement

• Create Alumni forwarding address

• Remove 30 days after Commencement


How do we solve this?How do we solve this?

Steps– Sized up the problems– Resolved that OIT shouldn’t determine who

gets online services– Decided to purchase an Identity

Management System– Designed infrastructure to manage all

affiliations, not just employees and students


How do we solve this?How do we solve this?

Create clear policies for determining who gets what services and when

Design simple processes for adding and maintaining affiliation information

Have one system serve as the authoritative source of all college affiliation information*

*at least for online service provisioning


Policies: Gotta have ‘emPolicies: Gotta have ‘em

Work with Senior Staff and Information Technology Committee to formalize policies

Educate everyone (sometimes more than once) on what the issues are

Balance – Needs of the community– Need for changes to status quo– Implementation effort and cost– Ongoing support effort and cost


Processes: Need them, tooProcesses: Need them, too

Negotiate with involved parties on who will maintain affiliate information

At Williams this is now Human Resources and the Dean of Faculty’s Office


One Source of TruthOne Source of Truth

Williams uses PeopleSoft Campus Solutions 8.9 for Human Resources and Student Administration– One ‘Person’ table with a unique ID (not

SSN) for applicants, students, employees


One Source of TruthOne Source of Truth

Williams Affiliations Add-On– Allow Multiple Affiliations per Person– Allow Effective-Dated

Activation/Inactivation– Support ‘System-maintained’ Affiliations

(Student and Employee Affiliation Families)– Support ‘Manually-maintained’ Affiliations

(Contractor, Spouse, Research Associate, Trustee…)


Current StatusCurrent Status

Affiliations have been maintained in production PeopleSoft system since Fall ‘06

Went live with IDM system feed and automated (well, semi-automated) account & service management 3/19/07


Affiliation TypesAffiliation Types


Basic Process: New MatriculantBasic Process: New Matriculant

Identify people meeting criteria for Matriculant

Create MATR affiliation as of todayAssign default services for MATR to each

new matriculantSend transaction to Identity Management

System to add or update identity


System AffiliationSystem Affiliation


Manual AffiliationManual Affiliation


Online Service AttributesOnline Service Attributes


Identity Management InterfaceIdentity Management Interface

PeopleSoft Processing Update Affiliation

Information Update Service

Attributes Update WMS Person

Reference Table in PS Insert ‘Add’ or ‘Modify’

event into IDM transaction table

IDM Processing Poll for transactions Read WMS Person

Table Apply rules and take

appropriate actions Update PeopleSoft with

email address or username changes


Still Lots to DoStill Lots to Do

Work out details of notifying appropriate people of service changes (ie end-user, supervisor, Help Desk) and determine what mix of automated and human contact is best?

File/Print and Email Provisioning automated now

PeopleSoft Self-Service Account automation in process

Blackboard still to be done Many smaller systems still to be done


That’s All, FolksThat’s All, Folks

Questions?

NERCOMP 2007 - Managing Campus Affiliates Managing Campus Affiliates Faculty? Student? Faculty?...

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