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Expiration Notification.

Jon Finke

Rensselaer Polytechnic Institute

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Data Sources

• Employee (HR/Banner)• Students (Registrar/Banner)• ID Desk (Id_Guests/Simon)

– Help Desk

• RCS Guests (being retired)• Emeriti (Provost/Simon)• Hartford Directory (RIP – July 2008)

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Data Destinations

• RCS Userids• ID Cards (Access)

– Parking Transponders– Meal/Dining cards

• Directory• Library• Support Systems (FIXX, Insite,

Pinnacle)

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Old Approach: EmployeesHR/Banner

Employees

LoginsPeople StatusDir_Master

LDAP, etc ID CardsLibrary

etc

RCS,Windows,

Etc

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Old Approach: StudentsRegistrar/Banner

Students

LoginsPeople Status

LDAP, etc ID CardsLibrary

etc

RCS,Windows,

Etc

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Old Approach: GuestsID Desk

ID_People

LoginsPeople StatusDir_Master

LDAP, etc ID CardsLibrary

etc

RCS,Windows,

Etc

Eleanor/Simon Help Desk

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Old Approach

• Students – ok• Employees – ok• Guests

– Three Stop Shopping– Different Expiration dates– Not Ok

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New Approach: People Status

HR/Banner

Employees

Logins

People Status

Dir_Master

LDAP, etc

ID CardsLibrary

etc

RCS,Windows,

Etc

Registrar/Banner

Students

ID/Help Desk

ID People

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People Status: Benefits

• Guests– Most Entry via ID Desk– Defined process for each type of guest– Control delegated to departments– Consistent expiration date– One Stop Shopping

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Process Today

• Procedures established in 1992– Email was new and not generally available.– Keep cost of “undoing” expiration down– Little “cost” in keeping accounts active– Programmatic interface to email crude.– Expiration processing added 9 months after

creation processing

• Hasn’t changed too much since then.

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Termination

• Students – Coded by registrar• Employees

– Fixed Term• True Separation

– Resignation/Retirement– RPI Initiated

• Guests– Expire Date at point of entry– Annual renewal required

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RCS Expiration: Student

• No Longer “Active Students”• In May – set expiration to July 1st • In December – set expiration to

February 1st.• Otherwise – 2 weeks• Email sent out when we set the

expiration date

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RCS Expiration: Employees

• Terminated in Banner– True Separation handled.

• Expiration date set – 2 weeks– Fudge at end of semesters

• Email sent out– Screams from adjuncts– Convert to Guest for off season

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RCS Expiration: Guests

• Expiration passed in GUESTS table• Expiration set in LOGINS• No email warning

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Current Characteristics

• Expiration date in logins set on termination date.

• Notification sent on termination date.

• No Advanced warning• Termination is always late.

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Proposed Changes

• Phase out GUESTS (RCS)• Most driven by ID Guests

– ROTC, Vendors, Visiting ….– Entry via ID Desk– Renew/expire via Departments

• RCS - ID Guests– No ID Card – never on campus.

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Proposed Changes, cont

• Expiration date propagated through to Logins as soon as available– Some Employees– All Guests

• Notifications based on time left– Multiple Notices Possible– Notices based on type– Addressee based on type

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Notifications

• Initially driven by RCS accounts– But Status based messages can override

default messages

• Eventually driven by Status – Awaiting new departmental admin tool

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Email Forwarding

• Notice of forwarding• Cancel Forwarding URL• Periodic poll/cleanup