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On-Boarding Process Overview
Starting in early 2017, departments and schools in Applied Science are integrating with AccessUBC. AccessUBC is the process for auto-provisioning of many IT services for incoming new employee and the auto de-provisioning of these services for employee who are leaving UBC. This process facilitates on-boarding by expediting the creation of role eligible accounts and provisioning of key services for the user. More importantly, it enables the University to manage the de-provisioning of accounts and reduce the risk of unauthorized users who are no longer employed in departments accessing UBC services.
The general IT on-boarding and off-boarding process of an employee in most departments can be simplified into 4 key process steps, with each step having key triggers, data inputs and process steps to achieve the desired outputs (access to requested services). This guide can assists administrators during their on/off-boarding process. Some variations of steps and requests may take place within departments based on their requirements and the services they provide. The general key steps include:
- Hire Employee
- On-Board Services
- Change Services
- Off-Board Services
- Assignment of Employee ID
- Provision via AccessUBC
- Provision IT manual services
- Extend term
- Add services
- Remove services
- De-provision via AccessUBC
- De-provision manual IT services
They can be several methods of hiring depending on the type of employee. Each one follows slightly different approval workflow as a precursor before obtaining an Employee ID. The key step to obtaining the Employee ID is the entry in Early Employee ID Assignment (Early ID module) whether it is within the ePAF or ISIS system or as a separate HRMS module. By assigning the Employee ID this then initiates the start of IT services on-boarding via AccessUBC.
Required step: Early ID to assign the new or reuse of existing Employee ID
- Sessional Instructors
- Student Employees
- Hiring Solutions
- Transfer from another Department
- Sponsored Guests
There are 4 typical ways for hiring a new employee.
- via paper based form
- via eRecruit system
- via ePAF system
- via ISIS (Integrated Sessional Information System)
In the provisioning of IT services, the key part is for a new hire to obtain an Employee ID. A module was created called Early Employee ID Assignment (Early ID) which provides a convenient way to assign employee ID by department in order to initiate IT services provisioning in advance of the employee start date. If an employee is a prior UBC employee then the previous ID is reused. This Early ID module is embedded as part of ePAF and ISIS and as a stand-alone module in HRMS.
|HIRING METHOD||EMPLOYEE TYPE||APPROVALs & SYSTEM ENTRY|
Paper based form
For paid Faculty positions
For posted positions (per Agreement or when there is no candidate identified)
|ePAF||For positions that do not need posting (candidate has been identified)||
For hiring Sessional Instructors
Additional information from UBC Human Resources website:
On-Board IT Services
There are multiple steps for on-boarding IT services:
- Provision via AccessUBC (via Simplified Sign-up)
- Provision IT manual services
An on-boarding checklist is also provided to outline the services to provision and details of the access requirements. In addition to the manual request to the Department IT, the Administration Office may also need to put in request via on-line portal (voice services via Pinnacle) or by contacting other groups on campus (e.g. SISC access).
Provision via AccessUBC (Simplified Sign-Up)
AccessUBC is the automatic provisioning and de-provisioning of IT services. Once an Employee ID is assigned, a nightly batch process initiates an email to the new employee to take them through the Simplified Sign-Up process. As part of this process, the employee completes the account creation process for many enterprise and faculty selected services. They include:
- CWL ID
- EAD account
- FASmail account and alias
- myVPN (UBC)
- Home Drive storage allocation
- Workspace storage allocation
- UBC Directory entry
With the Employee ID in HRMS, additional Applied Science services are updated to include the new employee as part of the IT on-boarding, such as:
- Sympa Mailing List
- APSC SharePoint
|Storage Service Allocation||
Provision Manual IT Services
After AccessUBC provisioning, an on-boarding checklist for additional Faculty and Department services needs to be submited with the IT help form to the Department IT. Services could include access to application, generic email, network file shares, and printers. In addition, request could include the consultation and request for new device for the employee. All standard requests are included in the checklist:
- New Employee On-Boarding Checklist form
- Sponsored Guest On-Boarding Checklist form
- Departmental LDAP Account (ECE, MECH, CHBE)
- FileShare & TeamShare
- VPN pool
- Private wireless access
- Printers & photocopiers
- Department Applications
- Remote compute access
- APSC SharePoint groups
- Sympa Mailing List
- IT Orientation
- Encryption services
- FASmail generic account
- FASmail resource booking
- Unified Messaging (via FASmail)
- UBC Mailing List
- Enterprise systems access request
Once a new employee hire is confirmed, please contact your Dept IT to initiate the consultation process for new hardware and software provisioning. Some lead time is required and consultation with both the new employee and IT is recommended to ensure all requirements are addressed. All new provisioned mobile devices will need to be encrypted as part UBC privacy and information security policy.
We provide the opportunity for new employee to get acquianted with the IT Team at APSC. In a short session, we can provide the following information:
- Services in the IT @ APSC website catalogue
- Privacy Matters, ways to protect personal information on their devices and where to get training
- Research related services, as appropriate
- Support contact information
During the employee's term of the employment or appointment, changes to services may be made including:
- Extending or shortening the employment term
- Adding/removing access to services (e.g. generic email account, access to application)
- Sponsoring multiple guests (batch)
These requests can be made by submiting a ticket to your Department IT.
Off-Board IT Services
When an employee’s term is ending, the manager or HR needs to notify their Department IT to revoke appropriate access to services in a timely manner. The off-boarding of IT services follows these steps:
- Auto de-provision via AccessUBC
- Manual request to de-provision access via Deparment IT
Any inquiries or time sensitive request related to off-boarding can be consulted with IT.Engagement@apsc.ubc.ca
De-Provision via AccessUBC
Upon the end of the work term the following services will be automatically de-provisioned for the employee by AccessUBC.
- CWL ID
- EAD Account
- myVPN (UBC)
- Home Drive
- UBC Directory
For Sessional Instructors there are grace periods after their term ends, and for those returning there is no disruption of services.
Departments have a choice in terms of the type and frequency of notification for employee upcoming term ending. This provides opportunity for the manager and HR contact to make a term extension well in advance.
Notification to department designated contacts
The following are generated in regards to the offboarding of employees:
- Every 30 days, upcoming appointments that are ending in the next 45 days are reported to the department HR contact. This report is usually sent on the 3rd of each month.
- 14 days prior to the end of the work term, a notification is sent to the HR contact.
- 3 days prior to the end of the work term, a notification is sent to the HR contact.
- The day after the end of the work term, a final notification is send to the HR contact.
Note: there are 3 notification options available for the reports above for Department to chose:
- Send to both the department HR contact and employee’s manager
- Send to department HR contact only
- Send to summary roll-up report only to department HR contact (not recommended)
Grace periods for Sessional Instructors
- If the Sessional Instructor IS NOT returning, 1 month grace period is in place before accounts are disabled.
- If the Sessional Instructor IS returning, no account removal will occur.
Note: the default grace period is set from HR. Extensions of the grace period may be requested prior to the end of the employee’s term.
De-provision Manual IT Services
Similar to the manual request for IT services, the same request will be required to revoke access to those services by submitting a ticket to the Department IT. A checklist can be used to note services to be revoked for employee and sponsored guest.
For any time sensitive request, please notify IT.Engagement@apsc.ubc.ca.
- Employee Off-Boarding Checklist form
- Sponsored Guest Off-Boarding Checklist form
Special On-Boarding Considerations
There are tree types of conditions when a Sessional Instructor is employeed at UBC:
- Initial Appointment: is first-time the Sessional Instructor starts with the department.
- Continuing Sessionals: is when the Sessional Instructor is a long serving employee who has earned the right to a specific course entitlement and credit load.
- Non-Continuing Sessionals: is when the Sessional Instructor is an existing employee who has yet to achieve continuing status.
|INITIAL ApPOINTMENT||CONTINUING SESSIONALS||NON-CONTINUING SESSIONALS|
There are two scenarios of student employees:
1. Student Employee
- A student employee is a graduate research assistance, or teaching assistant
- Upon hiring and the assignment of an Employee ID via Early ID, the student will be emailed automatically and asked to associate their new employee ID with their existing CWL via https://myaccount.ubc.ca.
2. New Employee (has existing non-employee CWL)
- An employee that happens to be a current/former student
- Dept HR enters new hire into "Early ID" to assign employee ID and this flags existing non-employee CWL by same email address
- Employee is emailed automatically and asked to associate Employee ID with existing CWL via https://myaccount.ubc.ca
When hiring a temporary staff from Hiring Solutions (previously called Staff Finder), the employee can continue to use his/her existing CWL ID and Employee ID.
A user may be changing positions within UBC and their on-boarding process will be follow a modified process as they already have many of the core services in active status (CWL ID, EAD account, FASmail, myVPN, etc.). For these cases, notification of their prior services will need to be noted in the checklist in order to modify these existing services.
A user can be sponsored by an employee for up to 13 months which can be extended or renewed by the sponsor. A notification to the user and the sponsor will be provided in advance (typically 1 month's notice). As a guest, user is automatically entitled to the following services with their CWL ID:
- UBC Wireless
- UBC Software Download site
- Internet Access Ports
- myVPN (UBC)
- Student Service Centre (SSC)
- My Library Account
More Information on AccessUBC
- AccessUBC is the process for auto-provisioning of IT services for incoming new employee and the auto de-provisioning of IT services for employee who are leaving UBC. This process facilitates on-boarding by expediting the creation of role eligible accounts and provisioning of key services for the user. More importantly, it enables the University to manage the de-provisioning of accounts and reduce the risk of authorized users who are no longer employeed in departments accessing UBC services.
- Faster end-to-end onboarding from start (accepting position) to finish (employee logs into services).
- A new Simplified Sign-Up step by new employee to initiate the IT services provisioning of CWL ID and FASmail (pin no longer required for their CWL setup). Simplified Sign Up initiated after employee ID (new or existing) assigned via Early ID via a nightly batch process. New service auto-provisioning as part of "birthright" (CWL ID, EAD, myVPN, myVPN, HomeDrive, WorkSpace, UBC Directory entry, etc).
- New employee does not have to change password for EAD account synchronization. Although a password change is still needed when associating employeeID with a non-employee CWL account.
- UBC Directory will be updated with new employee information (although some departments may have chosen to hide new employees by default). UBC Directory Admin can manually change display toggle of each entry.
- Off-boarding notification is sent to Departmental HR contact to allow for ample time to change term end date and changes to service access.
- For the Sessional Instructors process, the Department is able to provide access to services for "lead work" (as early as 9 months) and for "lag work" with additional grace period (4 weeks after the end of term).
- AccessUBC web portal (https://access.ubc.ca) allows departmental managers to view their employee status and sponsor guest easily.
- Sponsored guest step by step sample guidelines.
AccessUBC receives database updates from HRMS nightly. When the necessary Early ID Employee ID assignment is completed there will be a delay when the employee receives the email for Simplified Sign Up. Once the user completes the Simplified Sign Up process, FASmail and the other services will be available shortly thereafter. Typically, whole process would take 1-2 days depending on the user's response time.
Other Non-IT Services
The UBC Card can now be ordered online if the employee is not on campus to go to the UBC Bookstore. Details can be found at: https://services.ubccard.ubc.ca/.
Employees will need to contact their Department Administrator that provides FOB and Key Access for the building that they need access to. The information the ACSM Administrator (typically HR Administrator), needs to know is the UBC Card ID, EmployeeID, and sometimes additional information (e.g. reason for access).