DRAFT - cdavid - information here needs to be confirmed
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 on their resource record 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’ on their resource record but not on their computer account. 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 process to set up a new Employees? A new contractor?
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 contractor. 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. |
Wow! Why does the set up 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.
That’s different than getting the person set up to do their work.
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). 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 knows what the new person needs to do the work we’ve asked them to do, so the hiring manager will say ‘yes’ to all the right things.
Can we use shared mailboxes as ‘supervisors’ in CHEF as we did in CAMP?
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 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.
What kind of notifications will CHEF send?
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
And at various points in history, things like:
keys
training
long distance codes
phones
updating of other systems like Moodle
But because hiring managers will use a special webform to ask for these things, 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, 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.)
I often create/update resource records in CAMP for the 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.
