For many years, the creation, maintenance and removal of staff accounts has been a manual process. Considerable work has been undertaken to automate this process. This will result in a significant amount of staff time saved and ensure that the creation, maintenance and removal of staff accounts happens at the appropriate time. The effect of this for new staff, current staff and leavers is as follows: -
New staff
The new starter process will be triggered once a new staff member has completed their onboarding process, which will then create a record in the HR System iTrent. If a new starter does not complete the onboarding process, they will not receive an email account. Recruiting managers will also need to ensure they give 3-4 weeks for the onboarding process to be completed, especially when large numbers of new staff are being recruited.
New starters will be informed of their user account including email address, very early morning on the day they start via their personal email address used during the onboarding process. Information will also be sent to their recruiting manager. Consequently, recruiting managers will no longer have to request the creation of new starters login credentials via the Service Desk. New starters will be issued with a non-name based user account. This means to say that their name will not form part of their user account name. For returning staff, every attempt will be made to provide users with the same account details they had before they left.
Please note, the process for creating accounts for affiliate temporary staff has not changed.
Current staff
If a member of staff changes their preferred name within ESS (Employee Self Service) or their preferred name is changed on their behalf, their email address will be changed to reflect this name change. Any emails sent to their old address will now be directed to their new email address. Please note, a change to a users preferred name will NOT automatically result in a change to their user account name.
If a current member of staff changes their role and as a result, their system access changes, they will automatically be informed of this change via an email to their university email account.
Please note, staff are expected to manage any required changes to their preferred name(s) themselves via ESS.
Leavers
Staff leaving the university will be informed via email that an end date to their employment contract has been entered into the HR system and that they are due to leave within 14 days. This will then give them the opportunity to take action if they feel that the end date recorded is incorrect. Staff are encouraged to download any important information such as payslips, P60s or their P45, during this time. Once their end date has been reached, staff will still retain access to ESS only, for 60 days. After the 60 days is up, access to University systems will be removed.
As a result of the system automation described above, requests pertaining to the creation, maintenance or removal of university user accounts or email accounts for paid members of staff should no longer be made to either the Service Desk or the iTrent Systems Support team. However, as always, support and guidance is available via https://www.port.ac.uk/itsupport.