Expiration notification
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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

Expiration Notification.

Jon Finke

Rensselaer Polytechnic Institute


Data sources

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

Data Destinations

  • RCS Userids

  • ID Cards (Access)

    • Parking Transponders

    • Meal/Dining cards

  • Directory

  • Library

  • Support Systems (FIXX, Insite, Pinnacle)


Old approach employees

Old Approach: Employees

HR/Banner

Employees

Dir_Master

People Status

Logins

LDAP, etc

ID Cards

Library

etc

RCS,

Windows,

Etc


Old approach students

Old Approach: Students

Registrar/Banner

Students

People Status

Logins

LDAP, etc

ID Cards

Library

etc

RCS,

Windows,

Etc


Old approach guests

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


Old approach

Old Approach

  • Students – ok

  • Employees – ok

  • Guests

    • Three Stop Shopping

    • Different Expiration dates

    • Not Ok


New approach people status

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


People status benefits

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


Process today

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.


Termination

Termination

  • Students – Coded by registrar

  • Employees

    • Fixed Term

      • True Separation

    • Resignation/Retirement

    • RPI Initiated

  • Guests

    • Expire Date at point of entry

    • Annual renewal required


Rcs expiration student

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


Rcs expiration employees

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


Rcs expiration guests

RCS Expiration: Guests

Expiration passed in GUESTS table

Expiration set in LOGINS

No email warning


Current characteristics

Current Characteristics

Expiration date in logins set on termination date.

Notification sent on termination date.

No Advanced warning

Termination is always late.


Proposed changes

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.


Proposed changes cont

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


Notifications

Notifications

  • Initially driven by RCS accounts

    • But Status based messages can override default messages

  • Eventually driven by Status

    • Awaiting new departmental admin tool


Email forwarding

Email Forwarding

Notice of forwarding

Cancel Forwarding URL

Periodic poll/cleanup


  • Login