Identity Management and RIAS November 2010

Don SmithOIT, Rutgers University

Electronic Identity

– Know your netid

– Select a strong password, don’t forget it, and DON’T share it

– Change it occasionally

– Avoid using your netid as part of your email address

November 2010 2

Rutgers Email Domain

– Whatever you are using today WILL continue to work

– Select an email address within the rutgers.edu domain

• don.smith@ rutgers.edu => dsmith@oit.rutgers.edu

• Put the rutgers.edu address into the University directory

• Use the rutgers.edu address as your from address

– Coming Soon

3November 2010

Eliminating SSNs

– Remove SSN from Databases – especially as a key

• Use RCPID to index Rutgers electronic records

– We are planning to remove SSN from RU ID cards

• Requirements gathering will begin this fall

• Recarding will begin after January 2012

November 2010 4

Single Sign On

– CAS handles Authentication

– Once authenticated, CAS moves between Casified application

– Applications handle Authorization

November 2010 5

New Hire Process

– Goal: Hit the ground running

– Required to get started : New Hire’s existing email address

– “license plate netid” will be assigned to new hires (e.g., des735)

• User can remotely set up

– password, rutgers email address, directory info, etc.

November 2010 6

Changing Times – Robert Huchins: University of Chicago 1929-1951

• described the modern university as a series of separate schools and departments held together by a central heating system

– Clark Kerr: Berkeley 1952-1967

• In an area where heating is less important and the automobile more, I have sometimes thought of Berkeley as a series of individual faculty entrepreneurs held together by a common grievance over parking

– RIAS-III (Rutgers 2010)

• In a time when heating and parking seem less important and online systems more, some might say that Rutgers has occasionally acted as a group of individual faculty entrepreneurs held together by a common grievance against central ERP services.

November 2010 7

Rutgers Integrated Administrative System

RIAS Phase III

Human Capital Management HCM/Payroll

November 2010 Sandy Russell

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Scope of Phase III Project Human Capital Management System (HCM)

- Current and historical employee data- Payroll - Time Entry – Commitment Accounting– Self-Service for employees

Data Warehouse and Reporting

Project implementation date is January 1, 2011

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How does it impact you?

Elimination of paper-based processes Timely access to information More employee engagement Access to your own payroll information Quicker processing of changes to employee

records Easy to use web based application with user

friendly data retrieval and reportingand reporting

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Self Service – Employee and Department Administrator

Faster payroll on-boarding (in advance) Online pay slip details and W-2 statements Online forms processing such as W-4’s and direct

deposit Complete payment history for the last year View and maintain personal information

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Self Service – Direct Deposit

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Why Will You Like The New HCM/Payroll System ? Positions the University to take advantage of the

latest technological advances

Provides access to a single integrated source of information about yourself, your staff, your department’s payroll and finances

Provides enhanced reporting tools to view standard reports and access to data to allow you to create your own HR/Payroll reports

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Why Will You Like The New HCM/Payroll System? Streamlines administrative processes with fewer

steps from start to finish

Provides an automated approval process

Quicker processing of changes to employee records

You will be maintaining your own personal information, direct deposit information, etc.

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Why Will You Like The New HCM/Payroll System?

You can access the system anytime and from anywhere

The system is very user-friendly

The system is far more efficient allowing you to focus on more mission critical functions.

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New Business Processes Hourly employees will have assignments Ten month employees will not expire I9 process will be paperless Credit Union “deductions” will now be

direct deposits Direct Deposit advices will no longer be

printed

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New Business Processes Employee Self Service will be available in

Spanish

Every employee will have a unique employee ID replacing the current social security number as an identifier

Paid time-off balances will appear on your payslips

Co-adjutant appointments will no longer require positive input of time report forms

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What can you do to get ready? Data Collection Effort

Instructional Efforts– Classroom instruction and lectures for targeted audiences– View online demonstrations on the RIAS website

http://rias.rutgers.edu– Implementation open houses through February 2011

(By Appointment)

Communications regarding transitioning to the new system will be forthcoming

Make sure people are aware of their NetID

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Resources RIAS Website

http://rias.rutgers.edu Website information includes:

Online demonstrations Step by Step guides Glossary of Terms FAQs Presentations and Announcements Much more…..

Help Desk Will be available, customer service oriented, responsive

and supported by Human Resources and Payroll

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Questions and Answers