Person of Interest (POI) HRMS Records Practices | Office of Information Technology

Person of Interest (POI) HRMS Records Practices

Last Updated: 11/10/2015

Background: Campus Computing Accounts (IdentiKey) are created automatically and updated based on information that is stored in University Enterprise Source Systems, HRMS and ISIS. It is increasingly important that those source system records exist as numerous other university organizations provide IT Services and often operate across organizational lines. We strongly recommend utilizing “Person of Interest” records in HRMS to reflect non-payroll service needs as this creates data these providers can reference consistently. This guide clarifies how OIT responds to POI records when we encounter them in daily data updates from University Information Systems.

Definition: Person of Interest (POI) – a person’s record in HRMS that represents a non-payroll relationship, role, or affiliation with the university. Typically used for pre-employment, service and consulting, and post-payroll working relationships with online computing service requirements. POI records can be effective-dated and may exist concurrently with payroll records. Refer to online Payroll and Benefits (PBS) step-by-step guides.

*Note: The last four digits of the social security number are required for account activation for all POI's. Entering 999999999 will result in the last four digits blanking out in CUIdM and the POI will not be able to activate their account. 

POI Types Typical Service Requirements Notes HRMS POI Designation
Type A: IdentiKey Only Needs a campus login to access services such as university or campus portals or to appear in the online search directory.

Both of these POI types require a helpdesk call to complete the account activation process. 

These are typically short-term or minimal service expectations.

A campus login is often required to access services (such as Skillsoft training) from providers other than OIT or via university portals, but may not be sufficient to authorize use of those services.

  • POI_Other (00010)
  • POI_Volunteer (00020)
  • POI_Volunteer Clinical (00017)
Type B: IdentiKey and Email

Similar to Type A, but also likely to need a campus email and VPN access. Creates a email address and additional account (Active Directory) that supports lab access and online file storage services.

  • POI_Affiliate (00012)
  • POI_External Instructor (00018)
  • POI_External Trainee (00007)
  • POI_Visiting Scholar (00021)
Type C:  IdentiKey and Exchange Email

Similar services to Staff and Faculty roles. Assumes Exchange email accounts and VPN access are required. 

 *Because these designations commonly represent future or continuing employment relationships they currently require an SSN in the HRMS POI records for account continuation and matching purposes.

Type C POI records automatically create an account that can be claimed through self- service* using the CU-Boulder Identity Manager. 

Candidates typically need access to university source systems, will have a future payroll role, or have just completed one.Typical of incoming instructors, cyclical roles, and contractors with source system responsibilities.

  • POI_Pre-Employment (00013)
  • POI_Security Access (00015)
  • POI_Summer Employment Gap (00030)
Other POI Types:  No Services Currently no services are provided for other HRMS POI designations No accounts are created. All other POI Designations

View image of the above table to save to your files.

POI Guidance: Faculty and Payroll liaisons should enter POI types according to PBS guidelines (see PBS online guidance) OIT cannot specify which role or designation is appropriate. Job role or function should determine which choice is appropriate, not a desired service level.

POI Exceptions and Timeliness: OIT Acknowledges every relationship will not exactly fit these Type definitions. Thus requests can be directed to the help desk to add particular ITS provided services, but these requests will require documented authorization from an approved payroll or faculty liaison, department administrative office, or university officer. Timing complications related to seasonal volume or turnover (many POI records in a short time period, instructor cycles) should be addressed to PBS.

Sponsorship: OIT can create temporary campus-only identities in cases where timeliness is essential or where the relationship is new or undefined. Sponsorship should be used only when necessary for temporary access or until a University Enterprise Source System record can be completed and processed by the campus. Sponsorships are sometimes necessary for very short term service calls and access, or because university and campus systems are not yet fully integrated in a real-time fashion. Help desk calls and authorization are required for sponsorship.