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Enhancing Identity Management: Collaborating HR & IT at Western Carolina University

This presentation focuses on the partnership between HR and IT at Western Carolina University to enhance identity management for approximately 1,400 faculty, staff, and 9,000 students. Challenges include outdated procedures, account management policies, and timely access control. By fostering joint ownership and engaging stakeholders, the program evolved to improve business processes, role-based security, and data integration. The outcomes include streamlined access processes, an auditable system, and the goal of automating processes for efficiency and greater accountability.

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Enhancing Identity Management: Collaborating HR & IT at Western Carolina University

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  1. Coordinating Identity Management – a partnership between HR and IT Western Carolina University; Cullowhee, NC Diana Catley Patti Johnson Stan Hammer

  2. Background • History • ~1400 permanent faculty and staff • ~9000 students • Motive • IT – who’s who? when to terminate accounts? accounts for new employees – when? for whom? for how long? • HR - Implementation of Banner HR/Payroll

  3. Challenges • Silos of outdated HR/IT procedures and policies • IT – account policy dated 2000; signature required – but who signed? • HR - needed new forms and processes to accurately enter data into Banner

  4. Challenges, cont. • Determining balance and needs of stakeholders • HR / Payroll / Budget • Academics • Administrative (departments) • Student portal and LMS systems (Blackboard) • Information Technology • Guests / volunteers

  5. Challenges, cont. • When to grant / revoke access? • How to handle in-between periods? Ideal world Last Work Date Last Access Date

  6. Challenges, cont.

  7. PEATMVF - Employee Termination who is active in PEAEMPL but terminated Job Record Challenges, cont.

  8. Challenges, cont. – Early/Late Access • Non-returning leave-earning EPA non-faculty, using up some earned leave • Non-returning instructors - contract ends with some students in incomplete status • Re-hired / returning instructors (having space between end of previous access, begin of current access)

  9. Outcomes - Approach • Joint ownership of problems and solutions between HR and IT • Only stakeholders involved in the beginning (HR/IT) • Evolution of design – continuing to evolve • Now: reaching out to more stakeholders

  10. Outcomes – Business Processes • Forms and processes – university policies drive processes • Reports and usages – HR and IT Help Desk can answer questions from campus on access • Application & Data integration between systems • Role-based security

  11. Outcomes - Goals • Easy to figure out problems and solutions • Wide application for use campus-wide PeopleAdmin

  12. Outcomes – Goals / Online Directory

  13. Outcomes – Goals / Corrections Form

  14. Outcomes – Goals / Synchronize EMail/Active Directory/Outlook Values updated/sync’d from Database of Record, Banner

  15. Outcomes – Goals / Selection of groups WITH BB_Users AS (SELECT * FROM TABLE (wcuidm.f_group_members ('E')) UNION SELECT * FROM TABLE (wcuidm.f_group_members ('35')) UNION SELECT * FROM TABLE (wcuidm.f_group_members ('SA')) UNION SELECT * FROM TABLE (wcuidm.f_group_members ('8'))) Group Codes

  16. Outcomes – Goals, cont. • Precise understanding • Stability / error reduction • Single source of data • Accountability for both hiring supervisor and employee • no access until all compliance paperwork has been completed • termination takes place on predetermined dates

  17. Outcomes – Goals, cont. • Auditable • Banner data drives group membership • Banner data drives access control

  18. Outcomes – Goals, cont. • Auditable, cont. • Banner data drives access control

  19. Outcomes – Goals, cont. …

  20. Conclusion • Audit defensible system • Revising policies to meet auditor and WCU business practices • Clarifying early access / late access based on stakeholders/audit requirements • Created efficiencies • Provide timely service to campus • Accountability

  21. Conclusion, cont. • Future direction: • Completely automating the process • Further training & communication • Exceptions, exceptions, exceptions – how to handle exceptions to group membership based exclusively on HR data vs. organizational vs. adhoc

  22. Conclusion – Future directions, cont. General Groups Faculty Instructor Student Employee Automated Groups Organizational Groups Department Head Dean Department Functional Groups Financial User Travel Administrator Work Order Requester Manually Managed

  23. Questions? • Diana Catley – dcatley@wcu.edu • Patti Johnson – pjohnson@wcu.edu • Stan Hammer – shammer@wcu.edu

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