See our “Person of Interest (POI) HRMS Records Practices” article: http://www.colorado.edu/oit/identikey-accounts/person-interest-poi-hrms-records-practices. This describes the services that OIT provides and the HRMS POI record that receives those services. It’s important to note that the POI type should be the basis of the decision, not the services to provide.
Here is the standard timeline (the days of the week are arbitrary and used for illustration):
This scenario is the quickest path to Exchange account creation. There could be several hiccups along the way. The timing can slip if any of the UIS or OIT systems are experiencing downtime due to scheduled maintenance or an unplanned outage. Another source of delay is when a duplicate account exists. See our guidance in this FAQ for what to do about duplicate accounts.
The new employee will be able to use applications and services that use an Identikey for authentication. The applications and services that are available to the new employee depend on the affiliation of that employee. Authorization (if an employee is allowed to use an application or service) is determined by the application or service owner.
See our “Person of Interest” (POI) HRMS Records Practice article: http://www.colorado.edu/oit/identikey-accounts/person-interest-poi-hrms-records-practices. This describes the services that OIT provides and the HRMS POI record that receives those services. It’s important to note that the POI type should be the basis of the decision, not the services to provide.
In this situation, a previous student’s email account is not automatically created in Exchange nor will email be migrated from the student’s mailbox to Exchange. If the department requires the new staff member that was a student to have an Exchange email account, the supervisor will need to request to have an Exchange email account created. A different POI affiliation type is not necessary when hiring employees that were once students.
Matching a person in our registry is determined by
Employee number, SID, or SSN (if an existing number is found, the match will be based solely on that)
Exact spelling of the person’s last name AND first name
Date of Birth
When those data points are matched for a person, the account information is merged into one person record in the Enterprise Database and that person record has on Identikey. If a mistake has been entered or incorrect information was provided by the employee in two different offices (such as the BuffOne Card office vs. the OIT IT Service Center), this will result in a duplicate Identikey account.