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Chef has two purposes:

  1. it collects information from resource administrators (or their delegates) about a new person joining RRU and then facilitates the creation of a computer account and email address for them

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  1. it is a user-friendly interface to RRU’s resource management system, which is called Unit 4. Individuals can update their own personal address information. Hiring managers/resource administrators can also use CHEF to update existing records for people in their team.

Info

Log into Chef: https://chef.royalroads.ca
using the long form of your RRU Login (like bsmith@royalroads.ca) + your usual password

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What is Chef?

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Chef role definitions

Each person who uses chef is assigned a role. Some roles are decided based on your position at RRU, as defined in the resource management system. Others are assigned based on operational need. All roles determine what you can do/access inside the system. One person can have more than one role.

Roles

Purpose

User

assigned in Chef, this person is responsible for keeping their own record up to date (everyone is a ‘user’)

Resource administrator

according to the resource management system, this person is responsible for a team and will add new records for new resources and edit existing records; or they are designated as the resource administrators for contractors that work in their area

Delegate

assigned in Chef, this person can access everything as though they are a hiring manager (except the hiring manager’s record)

Delegate for contractors

assigned in Chef, this person can access everything as though they are a hiring manager, but only for contractors, not for employees

HR

assigned in Chef, this person is responsible for reviewing and approving submissions of new employee information by hiring mangers and/or their delegates

Superuser

assigned in Chef, this person is a system administrator who can do everything in the system

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Chef delegates and delegates for contractors

Find out more about delegates and delegates for contractors in this dedicated page.

Workflow in Chef

Although the processes used to hire employees differ from those used to hire contractors, both involve receiving financial approvals, job postings, interviews, and offers. This is what happens when someone accepts an offer from RRU.

Employee types

Contractor types

  1. Hiring Manager manager/resource administrator enters information about a new employee in Chef

    1. HR receives a notice

  2. HR reviews and approves the record & the hiring manager/resource administrator receives a notice

  3. Chef adds a new personnel record and a new employment record to Unit 4 (this is the system of record)

  4. Chef sends information for the required record in Avanti, the payroll systemHiring Manager to the account creation process

  1. Resource administrator enters information about a new contractor in Chef

  2. (no approval checkpoint)

  3. Chef adds a new personnel record and a new employment record to Unit 4 (this is the system of record)

  4. Chef sends information for the required record in the Accounts Payable systemto the account creation process

Computer accounts

(are not created by Chef)

The computer account creation process runs three times each dayevery 2 hours form 8am to 6pm, Monday to Friday. There has been no change to the computer account creation process. The next step in the workflow applies to all records entered into Chef.

Both employee and contractor types

  1. Chef sends information to the computer account creation process and on the next run, a computer account is created for the new person. This includes an RRU email address.

    1. The hiring manager/resource administrator receives a notice when the computer account is ready for an employee so that they can:

      • communicate this to the new person at the right time, providing them with their username, email address, and temporary password

      • visit the provisioning page in Our People to ask for things the new person needs, like access to shared mailboxes, O: drive folders, elevated permissions in corporate software, etc.

    2. Contractors of all kinds receive the ‘computer account is ready’ notification directly. Resource administrators will (for now at least) need to check back in Outlook to see if the computer account/email address has been created yet. Then, they can visit the provisioning page in Our People to ask for things the new person needs, like Moodle access, CTET related development etc.

The computer account creation process runs 3 times each weekday. A computer account can be created soon after a record is entered into chef, or 16 hours later, depending on timing.

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