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Person of Interest (POI) HCM Records Practices

Background: Campus Computing Accounts (IdentiKey) are created automatically and updated based on information that is stored in University Enterprise Source Systems, HCM and CU-SIS. 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 HCM 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 HCM 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 Employee Services step-by-step guides.

*Note for HR Liaisons: Do not enter a dummy SSN as it will result in a provisioning/system error and the POI will not be able to activate their account.

POI TypesHCM POI DesignationTypical Service RequirementsNotes
Type A: IdentiKey Only
  • POI_Other (00010)
  • POI_Volunteer (00020)
  • POI_Volunteer Clinical Faculty (00017)
  • POI_Training Access (00033)
Needs a campus login to access services such as university or campus portals or to appear in the online search directory.

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.

Note: You may need to contact the IT Service Center to complete account activation after an account is provisioned in HCM.

Type B: InfoEd Access Only
  • POI_Electronic Research Admin (00032)
POI appointment creates Employee ID number (EmplID) needed to obtain access to InfoEd. No identiKey account provisioned.Allows access to the InfoEd service for those who do not already have an EID.
Type C: IdentiKey, Email, VPN, Microsoft A1 license and Google account
  • POI_Affiliate (00012)
  • POI_External Instructor (00018)
  • POI_External Trainee (00007)
  • POI_Visiting Scholar (00021)

Similar to Type B,  but also likely to need a campus email. Creates a email address on Exchange (Outlook) and additional account (Active Directory) that supports lab access and online file storage services. Provides a Microsoft A1 license*, which does not come with desktop apps access.

*If a Type C POI is issued a university purchased laptop, they will receive a Microsoft A5 License, which provides desktop apps access.

Note: You may need to contact the IT Service Center to complete account activation after an account is provisioned in HCM.
Type D:  IdentiKey, Email, VPN, Microsoft A5 license and Google account
  • POI_Pre-Employment (00013)
  • POI_Security Access (00015)

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 HCM POI records for account continuation and matching purposes.

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.
Other POI Types:  No Services
  • POI_Affiliate - NCAR/UCAR
  • POI_Student Athlete
  • All other POI Designations
Currently no services are provided for other HCM POI designations.No accounts are created.

POI Guidance: Faculty and Payroll liaisons should enter POI types according to Employee Services guidelines (see POI 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. If you feel that the POI type you have been given does not have access to the appropriate level of services, you will need to work with your HR Liaison. If you are an HR Liaison who feels an employee has been given the correct role in HCM, but is not being provisioned access to the right level of services you will need to work with OIT's IAM team to update the provisioning for this job record.

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. Learn more about sponsored affiliate accounts.