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Office of Information Technology (OIT)

UT Arlington
OIT: Office of Information Technology

helpdesk@uta.edu ·  Work Order · 817-272-2208 · System Status

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IDM - Automating Account Management

Table of Contents

What is Identity Manager (IDM)?

  • IDM is an account management tool that
    • Replaces our existing legacy account management tool
    • Acts as interface between multiple systems (PS, AD, LDAP, etc.)
  • IDM provides role-based provisioning
    • Access granted based on organizational role (student or employee)
  • IDM automates account activities
    • NetID, e-mail, and J-drive creation
    • Changes to access (create, lock, or remove NetIDs and associated files)
    • Prevents reuse of NetIDs (except by returning student or employee)

Benefits of Identity Manager

  • Provide increased security of University information resources by properly provisioning access based upon employment or academic status
  • Allow originating departments to control access through Human Resource appointments
  • Simplify on and off boarding activities for departments
  • Eliminate account request forms

Campus Impact

  • Student Account Automation Impacts
    • Current student automations such as NetID, e-mail, and J drive creation will remain the same
    • Student NetID and J-drive and associated contents deleted 30 days after status changes to Inactive
  • Employee Account Automation Impacts
    • This applies to New Employees only. Current employees will keep their current NetIDs.
    • Employee (including student worker) NetID, e-mail, and J drive access created automatically after department completes appointment in UTShare
    • Employee NetID, e-mail account, and J-drive and associated contents deleted 30 days after status changes to Inactive
  • Departmental K Drive Access Provided Upon Request
    • Existing employees will maintain current K drive access
    • Departments can request K drive access for new employees as necessary
  • Updates to Name Result in Updated E-Mail Address
    • Legal name changes submitted to Human Resources will result in the creation of a new primary e-mail address
  • Requesting Support 
    • Departmental administrative assistants provide support for employee appointment creation
    • Undergraduate Admissions and Graduate School supports student record creation
    • Help Desk provides support for malfunctioning account creation process

Account Triggers

If an employee or student record indicates Active, Inactive, On-Leave, or Retired, then IDM will trigger the following actions:

  • Active
    • Create account within 24 hours
    • Send account notification to student off-campus address or employee manager
  • Inactive
    • Disable account for 30 days
    • Remove account after 30 days
    • Delete all associated files and employee e-mails (students retain e-mail even after they leave UTA)
  • On-Leave
    • Treat as Active until Inactive
  • Retired
    • Treat as Active until deceased

What is Active?

Students

  • Generally one year after program ends or until are all charges are paid
  • Some status variability between by academic programs and/or residency

Staff

  • Start date is greater than the termination date or the termination date is blank
Faculty (Job Code Less Than 100)
  • Start date is greater than the termination date or the termination date is blank
  • Remains active until 8/31 if appointment ends in May, June, July, or August
  • Remains active until 1/31 if appointment ends in December or January

Affiliated Worker (Non-Traditional Employee Performing Work for UTA)

Account Defaults

Student Accounts
  • NetID: [First Initial + Middle Initial (or X if none) + Last Intial + Last Four Digits of ID number]
    • Example: Mary Jane Jones 1000123456 = [mjj3456]
    • Collisions result in increment of last four digit number
  • E-Mail Default: First Name (15 characters) + dot (.) + Last Name (15 characters) + @mavs.uta.edu
    • Example: John Smith -- [john.smith@mavs.uta.edu]
    • Collisions include numbers appended after name starnting with the number 2
Employee Accounts
  • NetID: [Last name (up to 12 characters) + First Initial + Middle Initial (or none)]
    • Example: Mary Jane Jones = [jonesmj]
    • Collisions include numbers appended to end
  • E-Mail Default: First Name (15 characters) + dot (.) + Last Name (15 characters) + @uta.edu
    • Example: John Smith -- [john.smith@uta.edu]
    • Collisions include numbers appended after name starnting with the number 2
Affiliate Accounts
  • NetID: [a + six digit number]
    • Example: 123456 = [a123456]

Integration to LDAP

  • MyMav information better reflected in LDAP data
  • Improved reliability and consistency of LDAP data
  • Increased frequency of updates to LDAP
  • Enterprise level support for LDAP
  • Greater access to useful information
  • Improved ability to add information to LDAP data

Changes to LDAP

  • Format of course names
  • Legacy attributes deprecated
  • Attribute case capitalization
    • Applications should handle attributes in a case-insensitive manner
      • utaGender
        • old value: f
        • new value: F
  • Attributes data updated to matcha data in MyMav