HRMS provisioning and de-provisioning

HRMS provisioning

Basic HRMS access is provisioned automatically at point of hire and no special action is required by the department or the new hire. This includes:

  • Access to Faculty and Staff Self-Service to update contact information, review and print pay stubs and tax slips, create and monitor job applications, etc.
  • Access to electronically approve HRMS transactions.

For provisioning to be successful, a new hire must have a CWL account with their employee ID attached to it.

HRMS de-provisioning

HRMS access is de-provisioned (removed or reduced) when a person ends UBC employment (terminates, retires) or goes on leave.

  • If present, Admin, Workflow and other types of specialty access are removed and a person is left with just Self-Service access.
  • For those on leave, HRMS access is automatically restored at the end of the leave period.
  • If a person terminates employment or retires, Self-Service access persists for 18 months post end-of-appointment.  After 18 months self-service access is also automatically removed.
  • HRMS security administrators have the ability to override the results of automated de-provisioning to accommodate special circumstances.

Removal of HRMS access can be automatically postponed if the de-provisioning process detects certain employment conditions. These postponements are called grace periods (see below).

De-provisioning grace periods

Removal of HRMS access can be automatically postponed if the de-provisioning process detects certain employment conditions. These postponements are called grace periods.

Grace periods are based on the Action/Reason codes entered in HRMS (see bracketed info below for each grace period rule).

At end of appointment:

  • No removal of access occurs when:
    • Termination is due to end of Sessional benefit period (TER/BEN) as it is assumed the person will be back for the next sessional term.

One-month grace period occurs when:

  • Termination is due to End of job (TER/EOJ).
  • Termination is due to Staff Appointment End (TER/STA).

While on leave:

  • No removal of access occurs when:
    • Faculty member is on full-leave on a Shadow salary being paid by another source (LOA/SHA).
    • Partial paid leave is due to Admin Leave (PLA/ADM).
    • Partial paid leave is due to Sabbatical Study (PLA/SAS).
    • Partial paid leave is due to Study Leave (PLA/STU).
  • Three- month grace period occurs when:
    • Partial paid leave is due to Medical reasons (PLA/HEA).
    • Partial paid leave is due to Leave on paid assignment (PLA/LPA).
    • Partial paid leave is due to Military service (PLA/MIL).
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