DICE Account Creation
●
Where does the information come from?
●
How do IDM/VRS and Theon interact?
●
What should happen when new staff join?
●How to get a visitor account.
●
What should happen when someone leaves?
●
Changing from staff to visitor.
Where does the information come from?
●
First of all the person needs to have a UUN (Unique
User Name) allocated at the University level, either
as a visitor (on VRS) or as a member of staff (on
IDM).
●
For staff and visitors, an entry then needs to be
added manually on Theon. In the majority of cases,
this is done by HR.
●
A DICE account is then automatically created using
the same UUN as created at the University level. The
data in Theon is checked hourly for new accounts.
Where does the information come from?
●
First of all the person needs to have a UUN (Unique
User Name) allocated at the University level, either
as a visitor (on VRS) or as a member of staff (on
IDM).
●
For staff and visitors, an entry then needs to be
added manually on Theon. In the majority of cases,
this is done by HR.
●
A DICE account is then automatically created using
the same UUN as created at the University level. The
data in Theon is checked hourly for new accounts.
How do IDM/VRS and Theon interact?
●
For staff and visitors, there is no automatic
feed of information (yet).
●
It is important though that information is
consistent at the University and School
levels.
●
If not, there is a risk that a University
account may be archived/deleted
(including email) but the user’s DICE
account remains active.
What should happen when new staff join?
●
HR finalise the contract, the person’s details appear
in IDM and then HR add the details to Theon
triggering the automatic account creation process.
●
HR complete a New Staff form and submit this to
support.
●
Account details – either sent to HR or new staff can
use password portal.
●
Commodity desktop provision – grant vs core.
●
Email lists plus additional roles.
How to get a visitor account (1)
●
All visitors need an entry in VRS (added by admin
offices) EXCEPT people currently employed/studying
elsewhere within the University.
●
All visitors need a sponsor.
●
HR will add visit details to Theon.
●
Visitor dates in Theon and VRS must match.
●
Short-stay options.
●
Getting a visitor a machine.
●
Don’t need multiple tabs in Theon for multiple visits –
How to get a visitor account (2)
●
What type of visitor should they be in Theon?
●
Temporary Visitor – if they are not being paid
by us.
●
Visiting Student – this category should not be
used.
●
Temporary secretarial/reception staff will be
added by HR.
Changing from staff to visitor.
●
A visitor account must be created on VRS.
●
HR must ‘reconcile’ the new visitor account with the
old staff account so that the user keeps the same
username.
●
If a member of staff wants to retain their staffmail
account, staffmail must be selected from the list of
services and they must not be entered on VRS as a
‘Visiting Student’.
●
Ensure visit dates are kept in sync between Theon
What should happen when staff leave?
●
Contact support as soon as possible using the form:
● www.inf.ed.ac.uk/systems/support/form/new_staff_or_move_form.html
●
Theon must be updated to show an end-date.
●
Records Management Checklist
●
University-bought kit must be returned.
●
Could we compile a document to be given to
leavers?
●
Support have compiled a letter to be given to
‘leavers’. Is this being circulated?
●
‘Leaving’ includes change of status from staff to
DICE Account Creation
● Where does the information come from?
● How do IDM/VRS and Theon interact?
● What should happen when new staff join?
● How to get a visitor account.
● What should happen when someone leaves?
● Changing from staff to visitor.
Where does the information come from?
● First of all the person needs to have a UUN (Unique User Name) allocated at the University level, either as a visitor (on VRS) or as a member of staff (on IDM).
● For staff and visitors, an entry then needs to be added manually on Theon. In the majority of cases, this is done by HR.
● A DICE account is then automatically created using the same UUN as created at the University level. The data in Theon is checked hourly for new accounts.
It’s really important to select the correct services when creating a visit on VRS. Trying to correct this retrospectively is not
something that Informatics can do and requires IS intervention. Do not enter a visitor as a Visiting Student particularly if they
Where does the information come from?
● First of all the person needs to have a UUN (Unique User Name) allocated at the University level, either as a visitor (on VRS) or as a member of staff (on IDM).
● For staff and visitors, an entry then needs to be added manually on Theon. In the majority of cases, this is done by HR.
● A DICE account is then automatically created using the same UUN as created at the University level. The data in Theon is checked hourly for new accounts.
It’s really important to select the correct services when creating a visit on VRS. Trying to correct this retrospectively is not
something that Informatics can do and requires IS intervention. The category ‘Visiting Student’ should not normally be used on
How do IDM/VRS and Theon interact?
● For staff and visitors, there is no automaticfeed of information (yet).
● It is important though that information is
consistent at the University and School levels.
● If not, there is a risk that a University
account may be archived/deleted (including email) but the user’s DICE account remains active.
A user will be sent an email from IS when their University account is due to expire. However, sometimes the user claims not to have received the email or chooses to ignore it. Their DICE account continues to work but any Services provided by IS (e.g. staffmail) will stop working. If this goes un-noticed for any length of time, their UUN will expire and CANNOT be resurrected.
Future reconciliations of this account cannot be done so the user has to start all over again with a new UUN which causes
What should happen when new staff join?
● HR finalise the contract, the person’s details appear in IDM and then HR add the details to Theon
triggering the automatic account creation process. ● HR complete a New Staff form and submit this to
support.
● Account details – either sent to HR or new staff can use password portal.
● Commodity desktop provision – grant vs core. ● Email lists plus additional roles.
● Other IT equipment.
All staff are entitled to a commodity desktop. For RA’s, where the grant has allocated funds for IT equipment, this must be used. Where there are no grant funds, a core-funded desktop will be provided but this will not be a new machine.
Where staff require more than a basic commodity machine, the difference in cost must be met by the grant/Institute.
Staff automatically are on the staff@inf list. Provided a room entry
has been made in Theon, they will also appear on the
appropriate building/floor, inf-general and sys-announce email lists.
How to get a visitor account (1)
● All visitors need an entry in VRS (added by admin offices) EXCEPT people currently employed/studying elsewhere within the University.
● All visitors need a sponsor.
● HR will add visit details to Theon.
● Visitor dates in Theon and VRS must match. ● Short-stay options.
● Getting a visitor a machine.
● Don’t need multiple tabs in Theon for multiple visits – just extend the end date.
Use https://www.inf.ed.ac.uk/systems/support/form/hr-form.html to notify HR about a new (or extended) visitor account.
If a member of staff or student from another part of the University is visiting, then check their UUN on IDM and use that in their Theon entry.
A sponsor must be a current member of academic staff.
It’s really important that the dates in Theon match IDM/VRS. If the end date in Theon exceeds what is in IDM/VRS, this will cause problems.
Does the visitor even require an entry in VRS? For short stay, sometimes a wireless account is all that is required.
Let HR know if your visitor is new, is extending an existing visit or is making a return visit.
We do not have an endless supply of visitor machines. All the visitor rooms, however, are equipped with DICE machines. These are not public-access machines and have to be ‘allocated’ to a named person before they can use them. Some Institutes also have spare machines that visitors can use – speak to support.
When you are extending an existing visit in Theon, you only need to edit the end date. There is no need for multiple visit tabs and indeed this can just lead to confusion!
How to get a visitor account (2)
● What type of visitor should they be in Theon?
● Temporary Visitor – if they are not being paid
by us.
● Visiting Student – this category should not be
used.
● Temporary secretarial/reception staff will be
added by HR.
● What services should I select ?
Any external student who is taking one of our courses will be taken care of by ISS. A student who is visiting us and NOT taking any courses, is not a student as far as Informatics is concerned and should be entered as a ‘Temporary Visitor’ so ‘Visiting Student’ should not be used.
Temporary Visitors are excluded from the staff@inf mailing list but
they do appear in the less well-known list - allstaff-allmail@inf.
They don’t appear in the if-people@inf list. They do appear in
temp-visitors@inf and inf-general@inf. If they do not wish to appear on these lists, they need to be manually excluded. They will have an entry in
http://www.ed.ac.uk/schools-departments/informatics/people/visiting http://www.ed.ac.uk/schools-departments/informatics/people/telephone The services that need to be selected are Central Authorisation,
Active Directory, EASE, Central Wiki Service, MyEd portal, Wireless and CCD. If they require a staffmail account i.e. an @ed.ac.uk mail address, then staffmail should be selected. Important for staff becoming visitors!
Changing from staff to visitor.
● A visitor account must be created on VRS.
● HR must ‘reconcile’ the new visitor account with the old staff account so that the user keeps the same username.
● If a member of staff wants to retain their staffmail account, staffmail must be selected from the list of services and they must not be entered on VRS as a ‘Visiting Student’.
● Ensure visit dates are kept in sync between Theon and VRS.
See
https://www.wiki.ed.ac.uk/display/insite/IDM+Reconcile+Process+Guide
Reconciliation can only happen where a UUN is still active. It won’t work if the account is either suspended or archived.
Let support know about the change in status as this changes the person’s entitlement to Services and IT equipment.
What should happen when staff leave?
● Contact support as soon as possible using the form: ● www.inf.ed.ac.uk/systems/support/form/new_staff_or_move_form.html ● Theon must be updated to show an end-date. ● Records Management Checklist
● University-bought kit must be returned.
● Could we compile a document to be given to leavers?
● Support have compiled a letter to be given to ‘leavers’. Is this being circulated?
● ‘Leaving’ includes change of status from staff to visitor.
We need to know as soon as possible to discuss handing back equipment and handing over ownership of data. If this isn’t done before people leave, it can cause problems which require HoS involvement. School bought equipment belongs to the School and the University has a legal obligation to keep accurate inventory records and to ensure safe disposal.
