AccessUBC Summary


 
Workday Changes

Please note that this information has not been updated with any changes that may happen once Workday goes live November 2020.  Please read THIS ARTICLE for the hiring process and IT Onboarding at UBCO post November 2020.

In order to simplify the creation of accounts and provisioning of services, a new system called AccessUBC has been put into place. Tightly integrated with HRMS, this system can track the past, current, and future employment status of employees.

In its initial phases, AccessUBC automates the creation of CWL, EAD, and FASmail accounts. It also handles the disabling of EAD and FASmail accounts. Future phases will expand upon this functionality.

Please note that when you are hiring student employees, it is very important that you use a slightly different process. Students already have an existing student CWL account that needs to be linked to their new employee ID. Please see  this article  which contains more information on how to handle the hiring process for student employees.

AccessUBC performs specific tasks [called a workflow ] when:

AccessUBC automates only a portion of the processes that we all undertake as employees come and go at UBC. Tasks not explicitly mentioned in the workflows below must still be performed as they were prior to the AccessUBC workflow implementation.

Joiner workflow for new UBC employees

The joiner workflow for new employees initiates when a new employee record has been added to HRMS or earlyID, and that employee has a future appointment in the system. 

CWL Signup PINs

If you receive a CWL PIN, do not send it to the employee - the exception being student employees, which have a separate process that you can follow  here .

When this workflow is initiated:

The department must still perform the following tasks using existing in-place processes [such as submitting a New to UBC  ticket through the ITServices Helpdesk ]:

Rejoiner workflow for previous UBC employees

The rejoiner workflow for existing employees initiates when a previous employee accepts an offer to return to UBC and their HRMS record is updated to reflect their new appointment [regardless of how far out the start date might be].

When this workflow is initiated:

The department must still perform the following tasks using existing in-place processes [such as submitting a  New to UBC  ticket through the  ITServices Helpdesk ]:

Mover workflow for existing employees

The mover workflow for existing employees initiates when an employee record is updated in HRMS with a new department ID.

When this workflow is initiated:

Both the outgoing and the incoming departments must still perform the following tasks using existing in-place processes [such as submitting a  Transfer In/Out  ticket through the  ITServices Helpdesk ]:

Leaver workflow for exiting employees

The leaver workflow initiates when:

If an employee has a future appointment in HRMS, the leaver workflow will not initiate even if there is a gap between appointments.

When this workflow is initiated:

If, at any time during this 14 day period, the existing appointment for the employee is extended or a new future appointment for the employee is entered into HRMS, the leaver workflow will be terminated, no changes to the employee's accounts will be made, and there will be no interruption to their services.

The department must still perform the following tasks using existing in-place processes [such as submitting a  Leaving UBC  ticket through the  ITServices Helpdesk ]:

Short term extensions

FASmail and EAD accounts for an employee leaving UBC can be temporarily re-enabled for a short term by submitting a ticket to the ITServices Helpdesk .

FAQ

Q.  Are UBC directory entries automatically updated when an employee leaves or changes positions?
A.  No.  This process is still manual.  Please submit a Leaving UBC ticket to the ITServices Helpdesk to have this done.

Q.  Is CWL management portal access [FMS/HRMS] disabled when an employee leaves or changes positions?
A.  No.  This process is still manual.  Please use your existing in-place process for these changes.

Q.  How are student employees handled?
A.   Student employees have an existing CWL account that must be linked to their employee record.  This requires a different process - read  this article  for more information.

Q.  What does the simplified sign-up look like?
A.  You can view a video demo of the simplified sign-up process here .

Q.   How is Professor Emeriti status granted via AccessUBC?
A.   Professor Emeriti status is initiated through HRMS.  If this status is not enabled upon employee retiring please request an extension in the Leaving UBC ITServices helpdesk form.

Q.   How does earlyID integrate with AccessUBC?
A.   A new entry in the earlyID system will trigger the AccessUBC Joiner workflow, the same as a new entry in HRMS.

Q.   How does eRecruit integrate with AccessUBC?
A.   [Answer pending].

  Q.   Can accounts be proactively extended before they are terminated if we know an employee will need their accounts beyond their end date?

A.   Yes and No.  ITServices can manually extend the FASmail mailbox activation in advance of appointment end date.  This ensures that there will not be any mail interruption.  However, due to current system design ITServices cannot enable the account used to access the mailbox itself.  This can only be enabled once the appointment has ended.



Article ID: 193
Created On: Wed, Mar 18, 2015 at 2:01 PM
Last Updated On: Thu, Feb 11, 2021 at 9:59 AM
Authored by: Aaron Heck

Online URL: https://knowit.ok.ubc.ca/article/accessubc-summary-193.html