I’ve heard that setting up a new employee as a Person of Interest (POI) helps to jumpstart the employee’s access more quickly. What services does this POI affiliation grant access to in speedier way?
Refer to the Person of Interest (POI) HCM Records Practices page. This describes the services that OIT provides and the HCM POI record that receives those services. It’s important to note that the POI type should be the basis of the decision, not the services to provide.
Here is the standard timeline (the days of the week are arbitrary and used for illustration):
- The HR representative for the employee creates the POI in HCM on or before 4 am on Monday.
- The HCM data feed sends the change over to OIT at 4 am on Monday.
- OIT processes the change at 5 pm on Monday.
- The OIT provisioning system creates the Identikey account at 1 am on Tuesday.
- OIT creates the Exchange email account at 6 am on Tuesday.
This scenario is the quickest path to Exchange account creation. There could be several hiccups along the way. The timing can slip if any of the UIS or OIT systems are experiencing downtime due to scheduled maintenance or an unplanned outage. Another source of delay is when a duplicate account exists. See our guidance in this FAQ for what to do about duplicate accounts.
What happens when an IdentiKey is given to a new employee?
The new employee will be able to use applications and services that use an IdentiKey for authentication. The applications and services that are available to the new employee depend on the affiliation of that employee. Authorization (if an employee is allowed to use an application or service) is determined by the application or service owner.
What Person of Interest affiliation type (e.g. POI_Pre-employment, POI_Security Access, POI_Summer Employment Gap) will create an Exchange email and calendaring account?
See our Person of Interest (POI) HCM Records Practices page. This describes the services that OIT provides and the HCM POI record that receives those services. It’s important to note that the POI type should be the basis of the decision, not the services to provide.
What about individuals that were formerly University of Colorado students and are now being hired as staff? Do we need to request a POI affiliation type in order to set up an Exchange account for the new staff member?
If the individual is an alumni (received a degree from CU Boulder), their email will be automatically migrated from Gmail to Exchange after their graduation date.
If they require access to an Exchange account prior to their migration date, or they did not graduate from CU Boulder, please fill out a New Exchange Mailbox Request form for the new employee. You will need to be connected to the CU Boulder VPN to access the form.
A different POI affiliation type is not necessary when hiring employees that were once students.
If someone receives a POI-Pre-employment affiliation, will they get duplicate accounts if they previously had a sponsored affiliation?
Matching a person in our registry is determined by
Employee number, SID, or SSN (if an existing number is found, the match will be based solely on that)
Exact spelling of the person’s last name AND first name
Date of Birth
When those data points are matched for a person, the account information is merged into one person record in the Enterprise Database and that person record has on Identikey. If a mistake has been entered or incorrect information was provided by the employee in two different offices (such as the BuffOne Card office vs. the OIT IT Service Center), this will result in a duplicate Identikey account.