1. 1 Expiration Notification. Jon Finke Rensselaer Polytechnic Institute

2. 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) 2

3. Data Destinations RCS Userids ID Cards (Access) –Parking Transponders –Meal/Dining cards Directory Library Support Systems (FIXX, Insite, Pinnacle) 3

4. Old Approach: Employees 4 HR/Banner Employees LoginsPeople StatusDir_Master LDAP, etcID Cards Library etc RCS, Windows, Etc

5. Old Approach: Students 5 Registrar/Banner Students LoginsPeople Status LDAP, etcID Cards Library etc RCS, Windows, Etc

6. Old Approach: Guests 6 ID Desk ID_People LoginsPeople StatusDir_Master LDAP, etcID Cards Library etc RCS, Windows, Etc Eleanor/Simon Help Desk

7. Old Approach Students – ok Employees – ok Guests –Three Stop Shopping –Different Expiration dates –Not Ok 7

8. New Approach: People Status 8 HR/Banner Employees Logins People Status Dir_Master LDAP, etc ID Cards Library etc RCS, Windows, Etc Registrar/Banner Students ID/Help Desk ID People

9. 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 9

10. 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. 10

11. Termination Students – Coded by registrar Employees –Fixed Term True Separation –Resignation/Retirement –RPI Initiated Guests –Expire Date at point of entry –Annual renewal required 11

12. RCS Expiration: Student No Longer “Active Students” In May – set expiration to July 1 st In December – set expiration to February 1 st. Otherwise – 2 weeks Email sent out when we set the expiration date 12

13. 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 13

14. RCS Expiration: Guests Expiration passed in GUESTS table Expiration set in LOGINS No email warning 14

15. Current Characteristics Expiration date in logins set on termination date. Notification sent on termination date. No Advanced warning Termination is always late. 15

16. 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. 16

17. 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 17

18. Notifications Initially driven by RCS accounts –But Status based messages can override default messages Eventually driven by Status –Awaiting new departmental admin tool 18

19. Email Forwarding Notice of forwarding Cancel Forwarding URL Periodic poll/cleanup 19