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Why do we limit who can see records in CHEF?

Unit4, the resource management system, is aware of who reports to who and who is responsible for managing the records for contractors. Access to records is determine by the organizational structure (and record maintenance responsibility) defined in Unit4. Chef is the friendly interface to the resource management system and uses roles related to Unit4 to manage access to records.

CAMP allowed people access to information they didn’t need to do their jobs. To deal with privacy and data security, it is necessary to lock down access to the records per the organizational structureThe resource management system and its sidekick, Chef, are doing a better job of managing the privacy of information.

How do ‘end dates’ work for my RRU resource record and my computer account?

All employees and contractors (non-students) will have a resource record in Unit4/HR Core (position management).

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Full time, regular employees will have no end date in Unit4 and their computer account will have no end date. If an employee leaves, the hiring manager People and Culture will edit the employee’s record in CHEF to indicate the end date. That end date will be used to expire the computer account.

Term employees WILL have an end date on their resource record but and their computer account will not. When If their term ends, the hiring manager end date changes, People and Culture will edit the employee’s record in CHEF to indicate the new end date. That end date will be used to expire the computer account.

Contractors of all kinds will have a ‘contract end date’ on their resource record but not on and their computer account. When if their contract endsend date chnages, the hiring manager resource administrator or delegate will edit the employee’s record in CHEF to indicate the new end date. That end date will be used to expire the computer account.

This is a change from how CAMP behaved because in CAMP, everyone had an end date and hiring managers/resource administrators had to intentionally renew/extend computer accounts at least every two years by responding to notifications from CAMP. Hiring mangers managers/resource administrators will no longer have to ‘renew’ or ‘extend’ computer accounts . They will only have to ‘end’ themfor full time staff. When it is time, People and Culture will terminate those computer accounts. Resource administrators and delegates will be able to manage the computer account end dates for contractors.

What is the process to set up a new employee? A new contractor?

Wow! Why does the set up process for employees and contractors look the same?!

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Regardless of their relationship with us, once a person has committed to provide services in exchange for money, RRU needs to give them access to the things they need to meet that commitment.

For employees, that’s often a place to sit, a computer, access to software & systems (sometimes many!), etc.

For some most contractors, a place to sit may is not be required. A computer may not be required. And in fact, we may not be allowed to provide a place to sit or equipment (legal reasons). Access to RRU resources will probably be required even if it’s just to a SharePoint site where they can collaborate with the people they work with. Some contractors may not need access to a SharePoint site, but they may need access to a different things, like Moodle and training related to Moodle.

It all depends on the work the new person will be doing.

The hiring manager/resource administrator knows what the new person needs, so the hiring manager/resource administrator will say ‘yes’ to all the right things.

Can we use shared mailboxes as ‘supervisors’ in CHEF as we did in CAMP?

The concept of ‘supervisor’ is different going forward. In CAMP, the email address entered for ‘supervisor’ was really where you wanted CAMP notices to go.

Some people use(d) shared mailboxes as CAMP supervisors so that notifications can be received and processed by more than one person.

Although the hiring manager (who is probably the real supervisor) or delegate must enter or edit records in CHEF, they can provide a shared mailbox email address as the recipient of notifications if that works better for your team.

So, that’s a ‘yes’, with a little note that we were using the term ‘supervisor’ pretty loosely in CAMPIn 1996, the field “supervisor” in CAMP was meant to hold the name of the actual supervisor/reporting manager of the person we were onboarding.

But as we grew and the administration of managing CAMP information was handled more and more by support staff, we started using the email address of the person who needed to receive the notifications in that field. Later, we started using the email address of the departmental shared mailbox.

Because CHEF relies on the resource management system for information, we must move back to the original definition of “supervisor” meaning hiring manager/resource administrator.

When my supervisor/hiring manager/resource administrator logs into CHEF, the system knows who they are in relation to me, like so:

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Any information the hiring manager/resource administrator needs from CHEF will be sent automatically, like confirmations when they add a new resource record etc.

Further down in every record, there is a field where you can enter the email address where you want computer account related notices to go:

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So, you can’t use shared mailboxes as “supervisors” anymore.

But you CAN specify where computer account related messages go.

What kind of notifications will CHEF send? Will I get the same notifications I got from CAMP?

One of the main purposes of notifications in CAMP was to trigger various activities like:

• creation of a computer account (that notification went to a system, not a person)

• provisioning computer equipment

• providing access to software

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But because hiring managers/resource administrators will use a special webform to ask for these things going forward, CHEF won’t need to send notifications about them.

The other main purpose of notifications from CAMP was to advise the hiring manager that a computer account would be deleted soon so that they could change the expiration date if applicable.

Because computer accounts will no longer have end dates until the hiring manager assigns one when/if necessary, this notification will no longer be needed.

The bottom line is that CHEF will send fewer notifications than CAMP did and they will confirmation that the record was been submitted, approved by HR if appropriate, that kind of thing.

(If you’re a person who previously received notifications from CAMP and you’re worried that you’ll miss important information, please know that we have the information you shared with Cecilia previously and we will provide for you.)let us know.

Can I create/update resource records in

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Chef for staff

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whose records are normally administered by people who report to me?

The answer is YES, you absolutely can edit records for everyone who reports through to you. And you can add new records, too.

This is because as this manager (circled in yellow), you have access to all records in your organization (shaded in blue), including the people who report to you, who are managers/resource administrators AND people that report to those managers/resource administrators.

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Someone in my team reports to two different supervisors. Does CHEF handle that scenario?

Not yet. We know about it and will be developing a way for supervisors to manage that situation but it won’t be ready for go-liveYes, both you and the other supervisor/manager will see this person listed under “My Team”.

Why is the information I see in Outlook, Teams, and on the www directory incorrect, even though the information in Chef IS correct?

Currently (2024-10-07) the data we see in Chef comes from either the CAMP database or Unit4, depending on which function you’re using.

Where we see data	Where does it come from?
Image Added	When someone looks at their own profile or when a manager goes to ‘My Team” and pulls up someone’s record in Chef, they are looking at information from Unit4, the resource management system. Here, you’ll see the official position name etc.
Image AddedImage Added	In all of the Chef ‘Directory’ functions, whether it’s a ‘search’ or ‘organizational directory’ or ‘phone directory’, you’ll view information on a card, shown on the bottom picture. The information on this card comes from the CAMP database. Why? Because we cannot disconnect everything at once. The position name/title you see here may be the same as that on file in the Resource Management system OR it may be whatever title was entered into the text field in CAMP back in the day.
Image Added	When you look at someone’s ‘organization’ information in Outlook, the data you see comes from the CAMP database. Why? Because we cannot disconnect everything at once. The position name/title you see here may be (coincidentally) the same as that on file in the Resource Management system OR it may be whatever title was entered into the text field in CAMP back in the day (more likely). The ‘organizational structure’ shown here does not reflect the official organizational structure. Instead, it’s reliant on the email address listed as the ‘computer account notification email’. This is not ideal and won’t be this way forever. But it is this way right now and cannot be changed at this time.
Image Added	When you look at organizational data in Teams, same as above.
Image Added	The information you see when you look up a person in the contact directory on www comes from the old CAMP database so like Outlook and Teams, it may well be out of sync with Unit4. And just like Outlook and Teams, the content showing in the directory will be improved over time.