Human Resources Exiting Redesign Team

1. Human Resources Exiting Redesign Team Melissa Amos-Landgraf Business Kevin Cherek AIMS Catharine DeRubeis Human Resources Mary Fendry Waisman Center Darin Harris Office of Quality Improvement Bethany Pluymers Law Barbara Ripp Vet Med Melissa Amos-Landgraf – Business Kevin Cherek – AIMS Catharine DeRubeis – Human Resources Mary Fendry – Waisman Center Darin Harris – Office of Quality Improvement Bethany Pluymers – Law Barbara Ripp – Vet Med

2. Mission Statement • To ensure that terminated employees are immediately removed from the campus-wide information systems to which they have access. Human Resources Exiting Redesign Team

3. Problem • Terminated employees remain active and authorized in campus-wide information systems long after termination. This exposes the university to unnecessary risk. Human Resources Exiting Redesign Team

4. Project Scope • Restricted to the following campus-wide information systems: • ISIS • WISDM/SFS • 3270 • CHRIS/PVL • KRONOS/Student Payroll • Info Access Human Resources Exiting Redesign Team

5. Process Map for Removing Employees from Systems Human Resources Exiting Redesign Team

6. Data Analysis • 66/193 or 34% of terminated employees during 2007-2008 who had access to one or more of the systems were removed. • 127/193 or 66% still have access. • 206 days was the average amount of time it took to remove a terminated employee from systems for which they had access. Human Resources Exiting Redesign Team

7. Human Resources Exiting Redesign Team

8. Findings • Everyone gets out of payroll but few get out of the campus IT systems!!! • No consequences. • Each system has its own form for requesting removal. • Forms are ‘non-standard’ and often difficult to understand. • Forms are not stored in a central, easily accessible location. Human Resources Exiting Redesign Team

9. Findings (continued) • Usually an employee’s central authorizations are not tracked by local administrators. • The potential costs to the UW for not removing terminated personnel are $50 million (see appendix A). • DoIT has a paper based tracking system for employee’s authorizations consisting of one file folder per UW employee. Human Resources Exiting Redesign Team

10. Summary ofProposed Changes • Short Term • Eliminate the forms • Provide an e-mail based method for requesting removal whereby one email to DoIT results in removal from all systems. • DoIT staff removes employees using data contained in their paper files and verifies via audit process. Human Resources Exiting Redesign Team

11. Summary ofProposed Changes • Mid-Term • Tie removal to the payroll system so that a person is automatically removed from all systems when they are terminated in payroll. Human Resources Exiting Redesign Team

12. Summary ofProposed Changes • Long Term • Capture user authorizations ‘up front’ and store electronically in one central location using a common format. Use this data to drive automated removal process. • Populate central system with authorization data from DoIT’s paper files. Human Resources Exiting Redesign Team

13. Finis! Human Resources Exiting Redesign Team