Sponsored
User Process Update for Department Approvers - 4/22/13
IT
Services is pleased to announce that the changes to the automated Sponsored
User process for the upgraded Oracle Identity Management system are now
complete and have been implemented as of Friday, April 19th.
Below is some background information about the changes, some details on how
these changes will affect you as a Department Approver, and some tips for using
the new system relative to Sponsored Users.
Background
Since
the launch of the OIM 11g upgrade in early January, the automated management of
Expiration Dates for new and previously existing Sponsored User accounts was
put on “hold” until the required changes could be developed and
implemented. As you know, reminders have not been sent out notifying you
of impending Sponsored User account expirations nor have any users been
disabled due to expiration. With the activation of the revised process,
Department Approvers (DA) will again begin to receive renewal reminders.
However, because of the renewals that have accumulated during the “holding”
period, and the accounts that have imminent expirations, we wanted to ensure
that you wouldn’t be inundated with a large batch of renewals requiring
attention at the same time. To help alleviate this situation, Systems
Development performed a one-time reset of Expiration Dates as outlined in the
table below. You can expect to receive reminders about your users
according to the schedule in the table.
|
|
Existing Sponsored
User Accounts
|
|
#
|
Category
|
Revised
Expiration Date
|
|
1
|
Sponsored
User accounts that do not have assigned Expiration Dates (accounts created
since 1/4/13).
|
October
20, 2013
|
|
2
|
Sponsored
User accounts that expired in January 2013.
|
May
24, 2013
|
|
3
|
Sponsored
User accounts that expired in February 2013.
|
May
29, 2013
|
|
4
|
Sponsored
User accounts that expired in March 2013.
|
June
3, 2013
|
|
5
|
Sponsored
User accounts set to expire in April 2013.
|
June
8, 2013
|
|
6
|
Sponsored
User accounts set to expire in May 2013.
|
June
13, 2013
|
New
Expiration Process for Sponsored User Accounts
1.
When Sponsored User accounts are within 30 days of expiration, reminder
notices will automatically be sent out to DA’s.
2.
When Sponsored User accounts are within 15 days of expiration, reminder
notices will automatically be sent out to DA’s and to the individual Sponsored
Users’ external email addresses.
3.
On the day after the expiration date, Sponsored User accounts that have not
been renewed will be disabled.
Sponsored
User Account Renewal/Termination Process
You
are now in control of when you approve and terminate your Sponsored User
accounts. (Note: when you receive a renewal notice, please confer
with department sponsors to determine whether or not a renewal is needed.)
1.
To renew a Sponsored User, log into OIM (Passport), look up the user,
and change the Expiration Date to a new date up to a maximum of 180 days in the
future. [Tip: To quickly reset the date to 180 days, you can
choose any date beyond 180 days and the system will default the date to exactly
180 days.]
2.
To immediately terminate a Sponsored User account before the expiration
date, log into OIM and change the Expiration Date to any date in the past.
3.
You can also adjust the Expiration Dates for your Sponsored Users at any time.
If
you have any questions about the new process, please call the Helpdesk
(303-724-4357) and ask to speak with the Systems Development Team.