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Chef links directly to this page for reference. Do not delete this page. |
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Who/what is a resource?
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Chef is the friendly interface to the RRU Resource Management system (Unit 4). Chef relies on Unit 4 for information about organizational structure, and roles within itself to determine access to certain functionality. If you were a CAMP Admin, you will notice some differences in how Chef behaves vs. how CAMP behaved. |
A resource is any person with a non-student relationship with RRU. This includes employees, academic contractors, non-academic contractors, and guests.
Only managers/resource administrators or delegates can create employee resource records and submit them for approval from HR. Records are released for computer account creation once HR approves. Only HR can terminate a computer account/employment for employees.
Resource administrators, delegates, and ‘delegates for contractors’ can create and submit contractor resource records. No approval is required from HR. Records go immediately for computer account creation. This same group can terminate a computer account/employment for contractors.
More about types of resources
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Enter resource information
Don’t make this mistake
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Wait! A common mistake is to enter the preferred name incorrectly. Please see the example below. |
First name | Preferred Name | Last Name | Correct? |
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Robert | Bob | Smith | Yes! |
Robert |
| Robert | No. ❌ In the ‘preferred name' field, please enter just the name by which the person wants to be called, like ‘Bob’. |
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If you create a resource with the wrong name or wrong spelling, correct that mistake by initiating the name change process. It may seem that entering a new record is the fast way around such a mistake but that will cause problems because once a resource has been created, the identifiers for that person are integrated throughout our systems. Creating a second record results in a second set of identifiers. |
Information about the fields on the form
Follow the prompts as you enter information in the form.
Here’s important information about some of the fields:
You’ll choose a resource type to get started.
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The list of resource types in the drop down list come from Unit 4.
When an employee type resource is added, there is an approval checkpoint at HR before the record is moved along to have a computer account generated. And HR is the only group who can terminate a computer account.
The employee types are CUPE, Exempt, Research, and RRUFA.
When a contractor type is added, there is no HR involvement. Information goes directly to the computer account creation process. Resource administrators can manage the computer account termination date.
The contractor types are Academic Contractor, Contractor, and Guest.
Regardless of the resource type, some personal information is required:
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-1- The personal email address must be unique to this person
(Often, our employees and contractors were students first. If this person is/was a student, they’ll have an email address on file. The email address you provide here must be different from that one. We know this is the same person but they have two identities here and each needs a unique email address.)
-2- Legal first name (the name they would provide to payroll because of CRA related things)
-3- Their preferred name (the name they use daily; this will be used for the computer account and email address)
-4- Their last name
The personal information is used to check for existing/duplicate records. Here’s more information about how duplicate checking works.
The rest of the information collected varies by resource type. An example is shown below, where Chef is asking for “employment details”. This is for an employee type. If this were a contractor type, Chef would be asking for “business details”.
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-1- the Primary Groups field is a drop down list that is the same as the list used in CAMP. Eventually, this will change so that we’re using the information from Unit 4 but we cannot make that change until Unit 4 and Chef are both live and working together.
-2- / -3- The Campus Location and Office Building fields, and others you may encounter, are drop down lists from which you can choose a predetermined value. Managing information this way ensures consistency in data collection and in reports. Campus location could be ‘Colwood’ for 2005 Sooke Road, ‘Langford’ for the campus on Goldstream, or ‘Remote’ for someone who is fully remote. If you choose ‘Remote’, you will not be asked to provide an office/room, etc.
-4- The Contract start date is the date the new person will start work.
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Employees will not have an account expiry date so there will be fewer notices about account expiry dates than you received previously. Contractors have expiry dates. You will continue to receive notices about these. All of these notices come from the account management process, not Chef, just as they did not come from CAMP in the past. The account creation & termination process hasn’t changed yet. |
-5- Indicate where computer account related notices should go. Many departments use a shared email box for this so that more than one person can respond to notices.
-6- Only positions that report to this hiring manager or for whom this person has been designated the resource administrator (according to Unit4) will display in this dropdown list, even if it’s the delegate entering the information.
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If the new person is a contractor, there will be no ‘position’ as these exist only for employees. In this case, you’ll type the person’s title. |
-7- By default, new people are not added to the Contact directory located on www.royalroads.ca. Toggle this on if you want the new person’s name to be listed in the directory. A resource administrator can toggle this on behalf of a new person when they are entering the record. Once the record has been saved, only the person can toggle this option.
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If the new person is faculty or associate faculty, they may wish to have a biography included in the Faculty Directory. If so, you’ll ask for that in the provisioning form, which you can complete once the person has a computer account. |
Adding external supervisors and committee members
The thesis and dissertation office has provided additional information about entering external supervisors and committee members.
Contractors who become employees
If a person has an active relationship with RRU as a contractor, they already have a resource record and other information recorded in the resource management system. And they already have an identity record with us and a computer account. The information that exists in these places is about their contractor self.
As a resource administrator, you will need to information about them as an employee. Here’s how:
Add a resource in Chef
Log into Chef
Add a resource (choose exempt, CUPE, RRUFA, Research)
Enter their ID number, preferred name, last name, and personal email address
Chef will look to see if they already exist and if they do, Chef will show you their record
Choose to ‘use this record’
Enter the remaining required information
Submit
P&C will receive an approval request.
You’ll receive a notice when P&C approves
P&C will update information in the background to make this person’s primary role ‘Employee’ from contractor
You may complete the provisioning form to request the things this person needs to do their job.
Note: No new computer account will be created because this person already has one, but the computer account expiry date will be updated automatically to ‘never expires’.
Employees who become contractors
If a person has an active relationship with RRU as an employee, they already have a resource record and employment recorded in the resource management system. And they already have an identity record with us and a computer account. The information that exists in these places is about their employee self.
As a resource administrator, you will need to information about them as a contractor. Here’s how:
Add a resource in Chef
Log into Chef
Add a resource (choose contractor or academic contractor)
Enter their ID number, preferred name, last name, and personal email address
Chef will look to see if they already exist and if they do, Chef will show you their record
Choose to ‘use this record’
Enter the remaining required information
Submit
You may complete the provisioning form to request the things this person needs to do their job.
Note: No new computer account will be created because this person already has one. The computer account is already set to ‘never expire’ because this person is also an employee.