Chef User Guide

Get to know Chef <insert URL here>

How to use Chef

What is Chef?

Chef is a user-friendly interface to RRU’s resource management system, which is called Unit 4. It will collect information about new resources - employees, contractors, guests, etc. - update the resource management system, and manage the creation of computer accounts. Individuals or hiring managers/resource administratos can also use CHEF to update existing records.

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

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
Hiring Manager enters information about a new employee in Chef HR receives a notice HR reviews and approves the record & the hiring manager/resource administrator receives a notice Chef adds a new record to Unit 4 (this is the system of record) Chef sends information to the account creation process	Hiring Manager enters information about a new contractor in Chef (no approval checkpoint) Chef adds a new record to Unit 4 (this is the system of record) Chef sends information to the account creation process

Computer accounts

(are not created by Chef)

The computer account creation process runs every 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

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.

Notifications from Chef

The two primary uses of Chef are:

To facilitate the creation of computer accounts for staff, contractors, etc. (not students)
To provide a user friendly interface to the RRU Resource Management system (Unit 4) so that staff, contractors, etc. can easily update their own personal information.

The email notifications sent by Chef are:

When a hiring manager or delegate submits a new resource record, HR receives an email notification that something is waiting for their review.
When HR approves, the hiring manager receives an email notification that the next step will be taken, which is a computer account will be created.
When HR declines a submission, the hiring manager receives an email notification.

The end

Notifications from the computer account creation process

(that might feel like they are from Chef but they are not)

As outlined in the workflow section of this user guide, computer accounts are created using the existing computer account creation process. There will be notices resulting from this. These will come from the computer account creation process, not Chef.

Chef functionality

This is a list of functions in Chef. We expect that Chef will be evolving for some time so this list may change often.

Menu Options
Create Resource	add a new resource record for an employee, contractor, or other
Directory	find a colleague to see their location on campus and phone number; connect with them on Teams
My Profile	edit your record to change your home address, see your position number and description/title
My Team	view your team’s records in one place
Permissions	assign roles to people in Chef
Position Approvals	approve submissions from hiring managers for new employees
Terminate Employment	disable the computer account and start the 30-day process of deleting it along with email etc., when someone leaves RRU this ‘terminate employment’ option does not automatically terminate records in other systems like HR, Avanti, Accounts Payable

Role based permissions to functionality in Chef

Chef uses roles (see above) to provide access to the functions available. The following table illustrates which roles have access to tasks completed within Chef.

Menu Options	You	Hiring Manager / Resource administrator	Delegate	Delegate for contractors	HR	Superuser
Create Resource				contractors only
Directory
My Profile
My Team				contractors only
Permissions
Position Approvals
Terminate Employment