Office of Information Technology Affiliates/Guests – Who are these people and how do we give them services? Copyright, Barbara Hope, University of Maryland, 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. January 2007

Office of Information Technology Problem/Issue The University of Maryland provides limited services to affiliates/guests (not faculty, staff or students). There was no coordinated methodology to: –Track population –Facilitate authorization of services –Enable Directory authentication

Office of Information Technology Disparate Systems Held Affiliates Information Service Offices tracked affiliates separately, with no institutional definition/direction regarding: –Who should be given services –Who is responsible for the affiliate/guest –When services should end Use of the Directory for authentication was problematic. Many “holes” in the processes to give services to affiliates.

Office of Information Technology Proposed Affiliates System The Office of Data Administration took the lead role in creating a single, integrated system to collect information on affiliates & guests, and meet the need for all units to manage affiliate information and the services provided to them.

Office of Information Technology Researched Services Provided to Affiliates –Library Services –Building Access – –Calendaring –Directory Authentication –Parking –Campus Recreation Services –Voice/Data Services Services were researched & current business practices documented. Limited services included:

Office of Information Technology Researched the Affiliate Population –Volunteers –Researchers w/ MOU’s –Retirees –High School Students –Vendors –Trainees –K-12 Faculty/Staff –Auditors –Interns Examples of people who are considered affiliates at the University of Maryland:

Office of Information Technology Project Design/Rules Affiliate must have a departmental sponsor. Minimal required information collected. System must be web-based. Utilize existing Payroll/HR system’s security structure and functional administration. Feed affiliates data to the Directory. Service Offices to validate against central database prior to activating services.

Rules Matrix ServicesUses ID Card Basic Affiliate Retiree Affiliate Regular Affiliate Research Affiliate Directory ID OIT OIT Calendar Glue Acct Voice/Data Publish in Dir Campus Rec Svcs Library Services Library On-line Databases Campus Bldg Access Residential Bldg Access Parking Permits

Office of Information Technology Affiliate Information Screen Shots

Office of Information Technology Data Conversion Sent lists for departmental review Needed UID’s for existing affiliates Needed expiration date for existing affiliates Many “required” data fields not available in existing systems Actual implementation brought a number of affiliates “out of the woodwork”

Office of Information Technology Affiliates Today & In The Future Now we know: –“who” these affiliates are and –“why” they are associated with UM Initial charge was to “keep it simple”, however… System flexible enough to handle new UM policy with relative ease.

Office of Information Technology Who Should Lead the Project at Your Institution? May be difficult to determine who should lead project Many offices provide services, however… It is a project about people, however... The IT Office can provide the technology, however…

Office of Information Technology Who Led the Project at the University of Maryland? The Office of Data Administration was a natural fit: –Partnerships with service offices. –Close working relationship with technical personnel. –Understanding of campus business processes. –Daily interaction with academic and non-academic departments.

Office of Information Technology The Cost of Supporting Affiliates Institutions need to analyze how much it costs to support these affiliates. If the number of affiliates grows exponentially, the use of services can impact budgets, scheduling of personnel, physical resources, and can lead to degradation of services to faculty, staff and students. Should sponsoring departments pay for services? Should the institution pick up the cost?

Office of Information Technology Relevance to Other Institutions With increasing security concerns, know who your affiliates are. Need institutional oversight. Sponsor affiliates at the appropriate level. Drive service activation on departmental sponsorship for that service. Monitor costs and assess future growth.

Office of Information Technology Questions?

Office of Information Technology Lead Presenter: Barbara Hope Director, Data Administration Co-Presenter: Marla Bonner Data Administration