DRAFT.....
What is De-Provisioning?
The closing or removal of access based on status at the University.
Who Does This Affect?
- Those who are no longer eligible to have accounts (Fac/Staff, Students & Volunteers)
- Emeriti have the option of retaining or closing their account.
The Goal
Automate terminated accounts in a timely manner when an individual is no longer eligible. This is determined by Eduperson codes (link to codes?)
How will This be Done?
Notifications will sent to departments as well as the individual when employee accounts are going to be terminated or status changes (i.e. employee role changes to a student role or transfer to a different department).
Benefits
- Adherence and enforcement of IdM policy & business Rule (insert link to policy)
- More accurate representation of employees role at the University
- More efficient & timely notifications
- Reduction of manual processes for Client Support Services and University Applications Development
- Consolidation termination notification from Client Support Services and IAS Desk
- Annual Review of Emeriti Access
- Student Account Closure process is incorporated
Automated Platforms
- Active Directory
- Unix Access
- UAlbany Mail
Manual Platforms (Notifications are sent to the service providers)
- IAS Access
- Other service providers (SUNYCard, Nolij, All Funds, some Library etc.)
Terminology
- Expire/Terminate = Shutting off of account
- Deleted = Completely gone forever
How Often Will the Termination Process Run?
- Runs Monday-Friday vs. current process of Mondays
How are Notifications Sent to the Departments of those that are Terminated?
- Notifications are sent to a designated UAlbany Departmental mailbox specifically set up to receive the termination notifications
- Notification will have a 'from address' for termination notifications such as 'ITS Access Notice for Dept. 02601' (your dept. number)
What are the New Process Steps:
Step 1 - Identification of those that are terminated
Step 2 - Send out termination notifications to:
- Individual
- Departmental mailbox specifically set up for termination notifications
Step 3 - Actual shutting off of account is 30 days from notification (except for Lecturers who fall in the 15 month grace period)
Step 4 - If an exception is needed, ability to grant exception with proper notification from department
How Long Will Accounts Remain Active After Termination Notification?
- 30 days for Faculty/Staff
- 30 days after a student is no longer eligible
- Lecturers have 15 month grace period
What Access Can Manually be Removed/Modified Prior to Actual Expiration Date?
1. Departmental shared folders
2. Departmental UAlbany Mail Accounts
3. Change manager of folder/share or departmental UAlbany mailbox
4. Administrative systems removal supported by UAD/IAS Desk
What Access Remains Within 30 Day Window Despite Manually Removing Departmental Folders/Shares & Mailboxes?
1. Personal U:
2. Personal UAlbany Mail (mailbox still exists and is rejecting mail however, all contents remain)
3. Divisional Common Area (FIM Controlled) unless it was manually requested originally (i.e. Student)
4. Personal Unix Account