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Expiration Notification.

Expiration Notification. Jon Finke Rensselaer Polytechnic Institute. Data Sources. Employee (HR/Banner) Students (Registrar/Banner) ID Desk ( Id_Guests /Simon) Help Desk RCS Guests (being retired) Emeriti (Provost/Simon) Hartford Directory (RIP – July 2008). Data Destinations.

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Expiration Notification.

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  1. Expiration Notification. Jon Finke Rensselaer Polytechnic Institute

  2. Data Sources • Employee (HR/Banner) • Students (Registrar/Banner) • ID Desk (Id_Guests/Simon) • Help Desk • RCS Guests (being retired) • Emeriti (Provost/Simon) • Hartford Directory (RIP – July 2008)

  3. Data Destinations • RCS Userids • ID Cards (Access) • Parking Transponders • Meal/Dining cards • Directory • Library • Support Systems (FIXX, Insite, Pinnacle)

  4. Old Approach: Employees HR/Banner Employees Dir_Master People Status Logins LDAP, etc ID Cards Library etc RCS, Windows, Etc

  5. Old Approach: Students Registrar/Banner Students People Status Logins LDAP, etc ID Cards Library etc RCS, Windows, Etc

  6. Old Approach: Guests ID Desk Help Desk Eleanor/Simon ID_People Dir_Master People Status Logins LDAP, etc ID Cards Library etc RCS, Windows, Etc

  7. Old Approach • Students – ok • Employees – ok • Guests • Three Stop Shopping • Different Expiration dates • Not Ok

  8. New Approach: People Status Registrar/Banner HR/Banner ID/Help Desk Students Employees ID People People Status Logins Dir_Master ID Cards Library etc RCS, Windows, Etc LDAP, etc

  9. People Status: Benefits • Guests • Most Entry via ID Desk • Defined process for each type of guest • Control delegated to departments • Consistent expiration date • One Stop Shopping

  10. Process Today • Procedures established in 1992 • Email was new and not generally available. • Keep cost of “undoing” expiration down • Little “cost” in keeping accounts active • Programmatic interface to email crude. • Expiration processing added 9 months after creation processing • Hasn’t changed too much since then.

  11. Termination • Students – Coded by registrar • Employees • Fixed Term • True Separation • Resignation/Retirement • RPI Initiated • Guests • Expire Date at point of entry • Annual renewal required

  12. RCS Expiration: Student No Longer “Active Students” In May – set expiration to July 1st In December – set expiration to February 1st. Otherwise – 2 weeks Email sent out when we set the expiration date

  13. RCS Expiration: Employees • Terminated in Banner • True Separation handled. • Expiration date set – 2 weeks • Fudge at end of semesters • Email sent out • Screams from adjuncts • Convert to Guest for off season

  14. RCS Expiration: Guests Expiration passed in GUESTS table Expiration set in LOGINS No email warning

  15. Current Characteristics Expiration date in logins set on termination date. Notification sent on termination date. No Advanced warning Termination is always late.

  16. Proposed Changes • Phase out GUESTS (RCS) • Most driven by ID Guests • ROTC, Vendors, Visiting …. • Entry via ID Desk • Renew/expire via Departments • RCS - ID Guests • No ID Card – never on campus.

  17. Proposed Changes, cont • Expiration date propagated through to Logins as soon as available • Some Employees • All Guests • Notifications based on time left • Multiple Notices Possible • Notices based on type • Addressee based on type

  18. Notifications • Initially driven by RCS accounts • But Status based messages can override default messages • Eventually driven by Status • Awaiting new departmental admin tool

  19. Email Forwarding Notice of forwarding Cancel Forwarding URL Periodic poll/cleanup

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