IDAM Project Impacts - University of Leeds IT

The Identity and Access Management (IDAM) Project intends to positively impact upon various teams and processes across the University. Whilst we aim to communicate with all impacted people directly to provide support, this article should provide a picture of the impacts for various teams.

Let’s explore the impacts of the forthcoming IDAM Change on you:

As a new student
As a member of the SES/Doctoral College
As a member of Admissions
As a staff member
As a manager of people
As an administrative member of staff
As a member of the IT team
As a third-party contractor / agency worker

As a new student...

Your username will consist of 4 random letters and 4 random digits, rather than displaying your course, year commencing studies, and your initials. Note, this will only apply to new students, existing student usernames will not be changed.
You will be sent your university username and a link to choose your password from the new IDAM system rather than contained in an email from Student Services.

As a member of the SES/Doctoral College...

You need to ensure a student’s status (registration code or instance left date) is accurately maintained in Banner.
You need to ensure that students who don’t register by the deadline have an updated registration code (no show) to align with the new Banner logic.
If a student requires access beyond their completion date, you need to ensure their record in Banner is appropriately flagged to provide them with access.

As a member of Admissions...

You need to ensure you collect students’ personal email addresses for the new credential sharing mechanism to work.
You need to understand what data triggers are required in Banner to create and enable an IT account.

As a staff member...

As a new member of staff, you no longer have to complete two forms with your details, as the IT account request form will no longer exist due to the automation enabled by the new process.
As a new member of staff, you will only gain access to university systems when your employment begins.
As a new member of staff, your manager must ensure that they complete right-to-work checks before your SAP record can be created for you as a part of controls in place for audit and regulatory reasons. Whilst this is part of current processes, this will now have an impact on when you can secure digital access to University systems. A SAP record is a pre-requisite to gaining IT access.
You no longer have the ability to request immediate IT access and equipment as the creation of an SAP record is now a pre-requisite.
You have a username that consists of 4 random letters and 4 random digits, rather than displaying your department and initials.
And specifically, if you are a teaching staff member, you will no longer see ‘Ghost’ accounts from students who withdraw from the University on class lists.
You will now be informed, and then reminded, that your account is due to expire if you have an end date recorded in SAP.

As a manager of people...

You must now ensure you send appointing information through to HR create a SAP record for not only University staff but also to allow creation of a SAP record for all contractors and agency workers. For new contractors/agency workers, this needs to be managed by a new form. For University staff, the processes remains the same.
You will need to ensure the appointing information is submitted to HR to allow the creation of a SAP record for a new member of staff at least 10 working days before their start date.
You no longer have the ability to request immediate IT access and equipment for your team member, as the creation of an SAP record is now a pre-requisite. If you have an urgent request please raise with the HR Operations Team.
You must ensure that you inform HR when a staff member’s contract has been extended in advance to avoid the individual losing IT access based on their original contract end date.
You must inform HR when an employee leaves the University.

As an administrative member of staff...

You must ensure you collect personal email addresses for new staff as well as contractors/agency workers.
You must ensure you inform HR about all new contractors/agency worker SAP requests via the new HR form, so they can be added to SAP and gain IT access.
You need to ensure that updates to contract end dates for fixed-term contracts are communicated to HR.
You need to ensure you make HR aware of any staff or contractors who leave the University.
If you have an urgent request for SAP record creation that does not fit within the SLA of 10 working days, you will need to flag this to HR accordingly.

As a member of the IT team...

If a member of staff or student loses access, you need to check their AD account to find out why. If it’s due to contract/end of study you need to guide the individual to their line manager, SES or Doctoral College as appropriate.

As a third-party contractor / agency worker...

As a new third-party contractor / agency worker, you no longer have to complete a form with your details, as the IT account request form will no longer exist due to the automation enabled by the new process.
As a new third-party contractor / agency worker, you will only gain access to university systems when your assignment begins.
If you need to begin work before you gain IT access, you should be provided with appropriate information access via OneDrive and/or Teams.
You will now be informed, and then reminded, that your account is due to expire based on your end date recorded in SAP.

Should you have any questions or concerns about the above impacts, please contact the IDAM Project team at IDAM-Project@leeds.ac.uk.