1. NERCOMP 2007 - Managing Campus Affiliates Managing Campus Affiliates Faculty? Student? Faculty? Student? Staff? Criss Laidlaw Director of Administrative Information Systems Office of Information Technology Williams College Criss.Laidlaw@williams.edu 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.

2. NERCOMP 2007 - Managing Campus Affiliates Who’s a Campus Affiliate? Student Affiliation ‘Family’ –Prospects –Applicants –Admitted Students –Matriculated Students –Undergraduate Students –Graduate Students –Special High School Students –Alumni

3. NERCOMP 2007 - Managing Campus Affiliates Who else is a Campus Affiliate? Employee Affiliation ‘Family’ –Future Hires –Faculty –Staff –Temporary Employees –Student Employees –Emeritus Faculty –Retirees

4. NERCOMP 2007 - Managing Campus Affiliates And who else? Other Affiliations –Research Associates –Adjunct Instructors –Contractors and Consultants –Spouses and Partners –Trustees –Friends of the College

5. NERCOMP 2007 - Managing Campus 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…

6. NERCOMP 2007 - Managing Campus Affiliates Why Manage Affiliates? More services = more accounts Pressure to offer services sooner, ie create accounts sooner Need to turn service access off at the appropriate time

7. NERCOMP 2007 - Managing Campus Affiliates Account 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 accounts Getting rid of accounts – not so much

8. NERCOMP 2007 - Managing Campus Affiliates Account Management Past Partial use of centralized authentication (LDAP) Partial use of password synchronization Different username conventions for students and others (claidlaw vs 07abc) Usernames can change

9. NERCOMP 2007 - Managing Campus Affiliates High-Level Project Goals Simplify account management Streamline provisioning and de-provisioning of online services Implement Identity Management System (Novell Identity Manager)

10. NERCOMP 2007 - Managing Campus Affiliates 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?

11. NERCOMP 2007 - Managing Campus Affiliates College Affiliations… …can and do overlap Prospect Special High School Student ApplicantAdmitted Employee Time

12. NERCOMP 2007 - Managing Campus Affiliates College Affiliations… …can and do overlap Student Spouse Alumni Temp EmployeeStaff Employee Time

13. NERCOMP 2007 - Managing Campus Affiliates College Affiliations… …have different online service requirements –Students: Email File/Print Blackboard PeopleSoft Student Self-Service Online Directory Entry Wireless

14. NERCOMP 2007 - Managing Campus Affiliates College Affiliations… …have different online service requirements –Temporary Employees Email File/Print Wireless

15. NERCOMP 2007 - Managing Campus Affiliates College Affiliations… …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

16. NERCOMP 2007 - Managing Campus Affiliates College Affiliations… …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

17. NERCOMP 2007 - Managing Campus Affiliates 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

18. NERCOMP 2007 - Managing Campus Affiliates 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

19. NERCOMP 2007 - Managing Campus Affiliates Policies: 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

20. NERCOMP 2007 - Managing Campus Affiliates Processes: 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

21. NERCOMP 2007 - Managing Campus Affiliates One 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

22. NERCOMP 2007 - Managing Campus Affiliates One 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…)

23. NERCOMP 2007 - Managing Campus Affiliates Current 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

24. NERCOMP 2007 - Managing Campus Affiliates Affiliation Types

25. NERCOMP 2007 - Managing Campus Affiliates Basic Process: New Matriculant Identify people meeting criteria for Matriculant Create MATR affiliation as of today Assign default services for MATR to each new matriculant Send transaction to Identity Management System to add or update identity

26. NERCOMP 2007 - Managing Campus Affiliates System Affiliation

27. NERCOMP 2007 - Managing Campus Affiliates Manual Affiliation

28. NERCOMP 2007 - Managing Campus Affiliates Online Service Attributes

29. NERCOMP 2007 - Managing Campus Affiliates Identity 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

30. NERCOMP 2007 - Managing Campus Affiliates Still 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

31. NERCOMP 2007 - Managing Campus Affiliates That’s All, Folks Questions?