2024-11-22 Affiliates Gibson access

Was originally a paper form, but is now a SN form. Some modifications from Provost, Jeremy, and Registrar.

Affiliates come in from all over the place with different categories. They need access to some things full time employees need. No capture of all information, esp with duplicates.

Makes it difficult to alert them when there’s an incident on campus.

Contingent workers - don’t have systems access but are doing work on campus. Have foundation to bring them in in the future.

In EBS today, we only keep people paid by payroll. Even some adjuncts are not in EBS.

In Oracle we will have employees and non-workers, each with sub-types. The only way to get someone in is to post requisition or someone manually hires. Building integration between OC and SN, they’ll be brought into OC and will feed the same way all others are fed for ID number and email assigned and will be updated in OC. There will be a suspense file that will need to be worked.

The majority of the combos have been captured, but open to more scenarios. The goal is for us get out of making these changes manually, but may be some speed bumps.

Banner is on-prem. Using an integration to have OC to push a list of active emps and affiliates to identity management tables. When ID created it pushes it back into the table and pushes it back to OC.

Student workers - priority is Banner. Non-TU student workers live in EBS today - the problem is there’s no way to indicate whether or not they’re with TU. No clear way to tell Banner who this person is. Identity management process has been mapped and Mary working on it for future state. Indicator in Banner that they’re a non-Tulane student worker. Mary will send us the info so that we can tell who’s who. Is there a better way?

IT will have a first pass at role calculation. Will follow up.

Administrators and librarians and emeritus will be considered employees. Visiting Scholar will be non-worker. Unpaid Faculty is currently under Nonworker. Retiree is non-worker currently.

Need to define Affiliate role’s access.

Walk through of affiliate form and changes. Form will be changed when OC goes live.

Need to understand how Steph D researches when she is contacted by a non-TU student worker.

Review Staff tab/Faculty tab to determine what the various roles do/don’t have in Gibson. WFMO in SW in SPAIDEN > Biographical > More Information