Non-Student Digital Life Cycle 3/23/2010

Topics Data Life Cycle Affiliations Hershey Medical Center 3/23/20102Non-Student Digital Lifecycle

Data 3/23/20103Non-Student Digital Lifecycle

Access Account Database (CACTUS) Data Feed Received from OHR and processed daily. Biographical Data: –PSU ID, Name, Address, Phone, DOB Employee Data: –Appointment Code, Employee Status, Home Budget, Department, Employee Class, Title, Hire Date, Termination Date, Last Date Paid, Layoff Indicator, Administrative Area, Student Status 3/23/20104Non-Student Digital Lifecycle

What is the data used for? To automatically create/remove Access Accounts. Update membership in a number of standing directory (LDAP) groups: –psu.facstaff: contains all Penn State faculty/staff Perform state changes related to the life cycle. Populate the directory (LDAP) with information about employees. 3/23/20105Non-Student Digital Lifecycle

The Current Non-Student Digital Life Cycle 3/23/20106Non-Student Digital Lifecycle

Introductory Material The Access Accounts Database (CACTUS) processes an employee’s life cycle based on a state table: –Looks at current group (e.g. Active Staff) and employee’s status (e.g. ACT) –Determines whether to: Leave them where they are at -OR- Move them to a new state 3/23/20107Non-Student Digital Lifecycle

Person is currently in the “Active Staff” group OHR Data shows employee status is still active (ACT) CACTUS will leave the person in the “Active Staff” group. As long as the person comes over as Active each time their data is processed, their status will remain active. Example #1 3/23/20108Non-Student Digital Lifecycle

Example #2 Person is currently in the “Active Staff” group. OHR Data shows employee status is now terminated (TER). CACTUS will move the person to “Terminated Staff”. The Access Account will expire in 125 days. If the person is later re-instated, their access account will be re-activated. 3/23/20109Non-Student Digital Lifecycle

Cactus Starting Group Active Staff OHR DATA (Daily Update) Active Staff Cactus “New” Group Active Staff Access Account Status Does not expire 3/23/2010Non-Student Digital Lifecycle10 Active Staff to Active Staff (No Change in Status) Cactus Starting Group Active Staff OHR DATA (Daily Update) Terminated Staff Cactus “New” Group Terminated Staff Access Account Status Expires in 126 days Active Staff to Terminated Staff

Cactus Starting Group Active Faculty OHR DATA (Daily Update) Retired Faculty Cactus “New” Group Retired Faculty Access Account Status Does not expire 3/23/2010Non-Student Digital Lifecycle11 Active Faculty to Retired Faculty Cactus Starting Group Retired Faculty OHR DATA (Daily Update) Deceased Employees Cactus “New” Group Deceased Employees Access Account Status Expires in 90 days Retired Faculty to Deceased Faculty

Faculty Starting GroupStatusEnding Group Does not matterActive (ACT)Active Faculty for 270 days Does not matterTerminated (TER)Terminated Faculty, expires in 270 days Does not matterRetired (RET)Retired Faculty for 270 days Does not matterDeceased (DEC)Deceased Employee, expires in 90 days 3/23/201012Non-Student Digital Lifecycle

Staff Starting GroupStatusEnding Group Does not matterActive (ACT)Active Staff for 126 days Does not matterTerminated (TER)Terminated Staff, expires in 126 days Does not matterRetired (RET)Retired Staff for 126 days Does not matterDeceased (DEC)Deceased Employee, expires in 90 days 3/23/201013Non-Student Digital Lifecycle

Wage/Grad Asst Starting GroupStatusEnding Group Does not matterActive (ACT)Active Wage for 126 days Does not matterTerminated (TER)Terminated Wage, expires in 126 days Does not matterDeceased (DEC)Deceased Employee, expires in 90 days 3/23/201014Non-Student Digital Lifecycle

Other Conditions Laid Off Employees, continue to keep their accounts for 60 days as long as their status is laid off. 3/23/201015Non-Student Digital Lifecycle

Affiliations 3/23/201016Non-Student Digital Lifecycle

Affiliations Relationship a person has with the University Represented in the directory (LDAP) in two attributes: –eduPersonPrimaryAffiliation - contains the person’s primary affiliation –eduPersonAffiliation - contains all of the affiliations a person has with the University 3/23/201017Non-Student Digital Lifecycle

Affiliations Employee ClassAffiliation ACADFACULTY ACAMFACULTY ADMRSTAFF CLERSTAFF EXECSTAFF STEXSTAFF STNESTAFF STFFSTAFF TECHEMPLOYEE ANYTHING ELSEMEMBER 3/23/201018Non-Student Digital Lifecycle

Special Cases Employee Status is “Retired” (RET) –EMERTIUS: Special status flag is “E” –RETIREE: Special status flag is blank 3/23/201019Non-Student Digital Lifecycle

Hershey Medical Center 3/23/201020Non-Student Digital Lifecycle

Hershey Medical Center Data is received from HMC weekly and processed on Mondays. Data includes: –PSU ID, Name, Budget, Department Name, Room Number, Building Name, Campus, City, State, Postal Code, Work Phone, Title, Administrative Area, College Name, DOB and Affiliation 3/23/201021Non-Student Digital Lifecycle

Hershey Medical Center Life Cycle –If a person is in the file, they are ACTIVE –Otherwise, they are not Affiliation –Based on what HMC tells us it is (FACULTY or STAFF) 3/23/201022Non-Student Digital Lifecycle

To Summarize… CACTUS bases its decisions on data received from OHR The digital lifecycle is all about state transitions Affiliations are stored in the directory and are based an employee’s status and class And finally, HMC processing is special 3/23/201023Non-Student Digital Lifecycle