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Report Details:
Overview:
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What is De-Provisioning?
The closing or removal of access based on status at the University.
The key goal: Automate Service Owner Information
What is contained in the Service Owner Info folder on the V drive?
What does the closed folder report include?
What information is reported for Closed accounts?
What does the transfer report include?
Who has access to the Service Owner info share on the V drive?
When did closures/terminations listed on the closed all (cumulative) report begin?
What department information from employment positions held at the University is listed?
Overview:
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What is De-Provisioning?
The closing or removal of access based on status at the University.
The key goal: Automate terminated accounts in a timely manner when an individual is no longer eligible. This is determined by EduPerson Codes (Albany)
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- The following are examples of current notifications.
Notification Message to Department
Expand title Click here to see this notification... Subject: Departmental IT Account Information for <DeptmentNumber #####>- <DepartmentName>
Attachment: home2genericiamgprogITAcctInfo_<DepartmentNumber #####>_<DateSent(MMDDYYYY>.xls
Body:
Dear Departmental HR representative,
Below please find a list from Human Resources of employees whose employment status has changed ('Pending Closure,' 'Transfer,' or 'Role Change').
Please see the attached Excel file detailing their access.
- If the employee on the attached report marked as 'Pending Closure,' they are receiving notification that their University computer account and access to IT services will be removed in 30 days. They are instructed to contact their department if there are questions regarding their employment status. ITS has also provided information on how to save personal electronic files. However, effective immediately, the employee no longer has access to Library or Blackboard resources. All IAS PeopleSoft permissions are revoked.If an employee is being rehired/extended, please ensure paperwork to update their record is in Human Resources within 30 days. If paperwork has already been submitted, no further action is needed.
- If the employee is a 'Transfer,' please review their group membership as they may no longer need access to network shares and mailboxes associated with their former department. These individuals will not lose their current IT access or receive any notice from ITS of their transfer.
- If the employee is a 'Role Change,' please review their group membership as they may no longer need access to network shares and mailboxes associated with their former department. Those who receive this status maintain active accounts and are either current/recent students, recent lecturers who may return within the next 15 months, or recently retired emeriti. These individuals will not receive any notice from ITS of their change in status.
Please refer to the De-Provisioning FAQ https://wiki.albany.edu/x/7jaAAg for more information.Should you need further assistance, please notify us by submitting an ITS Help Request http://www.albany.edu/its/svc_help.php
Please do not reply to this message as this mailbox is not monitored.
Thank you,
Bill Pyszczymuka
Lead Accounts Analyst
Identity and Access Management Group
Office of Information Security
Information Technology Services
University at Albany, SUNY
1400 Washington Avenue, ITB C121
Albany, NY 12222Albany ID Action Type Name
<AlbanyID> <Role Change/Transfer/Pending Closure> <Employee Name>Notification to user once account is identified for closure
Expand title Click here to see this notification... Subject: Your UAlbany IT Accounts are scheduled for closure on MM/DD/YYYY
Body:
Dear Former UAlbany Constituent,
We are writing to inform you that your University computer account and access to IT services will be deactivated on the date listed above unless there is a change in your employment or student status. However, access to Blackboard and the Libraries is not granted during the 30 day grace period and is deactivated effective immediately. Any IAS PeopleSoft permissions employees have is also removed immediately.We recommend taking action now to save your electronic records including email messages, electronic documents and web pages. Please also update any social media or third-party sites that may use your UAlbany email address as login or as primary email. Once your account is deactivated, you will no longer be able to access your Albany.edu email account or any University IT services which require logging in with a NetID and password, with the exception of MyUAlbany.
Should you return to work or study at the University, your IT access will automatically be reactivated. However, if your account has been closed for longer than six months you will not be able to retrieve any files or emails previously stored in your accounts.
Information on how to prepare for deactivation of your account is available on our website https://wiki.albany.edu/x/GkL-AQ
If you are an employee and believe you have received this message in error, please contact your department. If you are a student and believe you have received this message in error, please submit an ITS Help Request http://www.albany.edu/its/help-request.html.
***Please do not reply to this message as this mailbox is not monitored.***
Thank you in advance for your attention to this matter.Thank you,
Bill Pyszczymuka
Lead Accounts Analyst
Identity and Access Management Group
Office of Information Security
Information Technology Services
University at Albany, SUNY
1400 Washington Avenue, ITB C121
Albany, NY 12222
NetID: <Terminated NetID>Message when user is return to active status
Expand title Click here to see this notification... Subject: Computer Account & Access to IT Services Retained
Body:
Dear Employee/Student,
We are writing to let you know that your records have been updated and
your University computer account and access to IT services will continue
uninterrupted.
Should you need further assistance please call the Service Desk at (518)442-3700.
Thank you,
Information Technology Services
Identity and Access Management Group (IAMG)
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Subject: Important information regarding your UAlbany Emeriti IT accounts. Take action before MM/DD/YYYY Body: Dear Colleague, As a valued member of the University community, we are writing to inform you of the campus IT services that remain available to you. You may continue to use your UAlbany Mail account and file storage, as well as retain access to most of the online services you had prior to retirement. If you would like to retain these IT services, you will need to confirm your access for the following year. Please log into MyUAlbany (https://www.albany.edu/myualbany) and select the Emeritus Activation under Tasks. For step-by-step instructions, please https://wiki.albany.edu/display/askit/Emeritus+Self+Service+Process.
NetID: <Emeritus NetID> |
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Where can I find closure and transfer information on those individual’s that have terminated or transferred at the University?
\\Lincoln\ITS\Service Owner Info
If you are not an Information Technology Services employee, you will need to manually map the drive
Anchor What is contained in the Service Owner Info folder on the V drive? What is contained in the Service Owner Info folder on the V drive?
What is contained in the Service Owner info folder on the V drive?
Two subfolders – (1) Closed individuals and (2) Transfers
- Closed_ All folder contains a cumulative listing of those terminations that have been reported to us on or after June 4, 2013
- Closed_(mmddyyyy) contains those individuals that were terminated on that specific date
- Transfers_All – Contains a cumulative listing of those that were reported to us who transferred departments on or after June 4, 2013
- Transfers_(mmddyyyy) contains those individuals that were reported to us who transferred from a department to a new department on that specific date.
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What does the Closed folder report include?
Terminated employees whose IT accounts have been removed because they have no active affiliations with the University. This includes:
- State employees
- Research employees
- UAS employees
- University Foundation employees
- Volunteers
- Retired employees
- Emeriti that do not request retention of their IT access
- Student employees (excluding Student Assistants and Work-Study Students)
- Rehires that did not get updated in the IAS system prior to their appointment end date
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What information is reported for Closed accounts?
- Process date
- Name
- Netid
- Albanyid
- Status of individual (Former Employee, Former Student Employee, Former Volunteer, Retired or Emeriti)
- Terminated from department name (only listed if termination was reported on or after June 4, 2013)
- Terminated from department # (only listed if termination was reported on or after June 4, 2013)
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Who is not reported?
- Terminated employees that have some other active status, such as a current student or volunteer
- Emeriti that have requested to retain their IT access
- Those that have a status for Former Student 'ONLY'
If an individual is rehired after their IT accounts are closed, the Closed files do NOT reflect the new employment |
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What does the Transfer folder report include?
- Process Date
- Name
- Albanyid
- Old Dept #
- Old Dept Name
- New Dept #
- New Dept Name
- NetID
Anchor Who has access to the Service Owner info share on the V drive? Who has access to the Service Owner info share on the V drive?
Who has access to the Service Owner info share on the V drive?
Those members who have been identified by ITS as service owners
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When did closures/terminations listed on the Closed_All (cumulative) report begin?
- The Closed_All folder contains a cumulative listing of those terminations that have been reported to us from the IAS system beginning on or after June 4, 2013 when the automated de-provisioning process officially began.
Note: This might not necessarily be the actual termination date of an individual. This is when IAS actually reported the termination.
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What department information from employment positions held at the University is listed?
Department information is reported on the most recent primary job record from IAS. If an individual held several employment positions, the report lists the termination from the primary department.