Why are we limiting who can see records in CHEF?
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 structure.
How do ‘end dates’ work for my RRU resource record and my computer account?
All employees and contractors (non-students) will have a record in Unit4/HR Core (position management).
Full time, regular employees will have no end date in Unit4 and their computer account will have no end date. If an employee leaves, HR offboarding processes ensure their end date is changed. Their Unit 4 record will become inactive and their computer account will be disabled and moved into the deletion process.
Term employees WILL have an end date but their computer account will not. When their term ends. HR offboarding processes ensure their end date is changed. At that point, their Unit 4 record will become inactive and their computer account will be disabled and moved into the deletion process.
Contractors of all kinds will have a ‘contract end date’. When their contract ends, their Unit4 record will become inactive. Their computer account will be disabled and moved into the deletion process.
This is a change from how CAMP behaved because in CAMP, everyone had an end date and hiring managers had to intentionally renew/extend computer accounts at least every two years by responding to notifications from CAMP.
CHEF does not manage end dates. The computer account management process relies on dates in Unit 4. This means it’s very important to keep Unit 4 - the system of record for resource records - up to date.
What is the onboarding process for Employees? Contractors?
Employees | Contractors (academic and non-academic) |
|---|---|
Everything leading up to when a new employee accepts a job offer and signs their acceptance letter stays the same. | Everything leading up to when a contracted resource signs their contract stays the same. This is true for all contractors. |
At the same point a hiring manager would have entered information into CAMP to create a computer account, they’ll go to CHEF instead. (A computer account will be created and integrations will be made with systems in the background, as required for other business processes to function as expected.) | At the same point a hiring manager would have entered information into CAMP to create a computer account, they’ll go to CHEF instead. (A computer account will be created and integrations will be made with systems in the background, as required for other business processes to function as expected.) |
Hiring managers will visit a specific webform (the link will be provided soon) to select from a list of things that might be needed for a new employee. The list includes things like:
Submitting the form sends requests to the right departments to provide these things. Representatives from the departments may follow up with you or the new person individually if they need more information or to arrange a meeting etc. | Hiring managers will visit a specific webform (the link will be provided soon) to select from a list of things that might be needed for a new employee. The list includes things like:
Submitting the form sends requests to the right departments to provide these things. Representatives from the departments may follow up with you or the new person individually if they need more information or to arrange a meeting etc. |
Why does the onboarding process for employees and contractors look the same?!
BEFORE a new person signs a letter of offer or a contract, the financial and hiring processes for employees and contractors may look very different. There are good reasons for that, some of them legal.
But 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 contractors, a place to sit may 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). But 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.
Other contractors may need access to a few more things, like Moodle and training related to Moodle.
The hiring manager knows what the new person needs, so the hiring manager will say ‘yes’ to all the right things RRU must make available to the new person.
Can we still use shared mailboxes as CAMP supervisors?
Some people currently use shared mailboxes as CAMP supervisors so that notifications can be received and processed by more than one person.
Although the hiring manager 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.
I often create/update resource records in CAMP for my managers when they are away or need support. Can I still do that in CHEF?
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 those that belong to people that report to a manager… who reports to you.
