Process Control Information. Office of Human Resources, Technology Services, Facilities. Contingent Worker Provisioning and De-Provisioning

Transcription

1 Process Name Agency/Department(s) Policy Process Control Information Contingent Worker Provisioning and De-Provisioning Office of Human Resources, Technology Services, Facilities Contingent Worker Provisioning and De-Provisioning Background To describe the contingent worker provisioning and de-provisioning processes as governed in the Contingent Worker Provisioning Policy. Definitions Acceptable Use Acknowledgement All City employees and all contingent workers must sign the acceptable use acknowledgment form prior to gaining access to the City s network. It is the supervisor s responsibility to ensure that the contingent worker acknowledges this form as part of the onboarding process. Access control - is a security technique used to regulate who or what can view or use resources in a computing environment based on job responsibilities. Contingent Worker - anyone who accesses the City s network, has badge access to facilities, or is doing work for, or anticipating to work for, the City more than 40 hours per year, but is not classified as a City employee. Contingent workers include but are not limited to: o Contractors o Volunteers o Unpaid Interns o Unpaid Trainees o Vendors o Outside auditors (i.e., auditors outside of the City s Auditor s Office or not City employees) o Other non-paid worker types De-provision/Deprovisioning - The act of removing system and network access upon termination. Employee ID (EmplId) refers to the unique identification number assigned to a Workday profile. Employment Screening Form A form submitted by the supervisor to OHR Talent to request a background check. Refer to Executive Order 135 for information on background check policies. PII - Personally Identifiable Information - First name or first initial and last name in combination with any one or more of the following: Social Security number, Driver s license number or ID card number, Account number or credit or debit card number. Provision/Provisioning: Provisioning is a combination of the duties of OHR, TS, and Facilities where (1) users are given access to data repositories or granted authorization to systems, applications and databases based on a unique user identity, and/or (2) users are appropriated hardware resources, such as computers and (3) users are granted badge access to secured areas of facilities. The process requires that the access rights and privileges of these users are For Internal Department Use Only 1

2 monitored and tracked to ensure the security of the City s resources. TS, OHR and Facilities rely on Agencies to provide accurate information to appropriately provision contingent workers. Regulatory Data - Data protected under any state or federal regulation including but not limited to the following: o PCI: Payment Card Industry (e.g., credit card, bank, or financial information such as tax data) o HIPAA: Health Insurance Portability and Accountability Act (e.g., health records) o CJIS: Criminal Justice Information Services (e.g., safety related information, criminal history records) o FERPA: Family Educational Rights and Privacy Act (e.g., education records) o COPPA: Children s Online Privacy Protection Act (e.g., online data for children under the age of 13) Support Now Computer User Form An online form created by TS to provision users, including contingent workers. Once an Employee ID has been assigned to the contingent worker in Workday, it is the Agency s responsibility to submit the online form to TS. Unpaid Interns - The City has a formal internship program, supporting both paid and unpaid internships with oversight by OHR. All hiring of interns, paid or unpaid, should follow the standard recruit-to-hire procedures, to include position request, job posting, candidate selection, background checks, system and badge access. Workday The official system of record for OHR. For Internal Department Use Only 2

3 High-Level Process Flow - Provisioning Process - Provisioning 1. Agency Hiring Manager determines the need to hire a contingent worker (CW). 2. Agency Hiring Manager creates the position and job requisition in Workday (WD). 3. Agency Hiring Manager collects the CW s information based on CW types. 4. Agency Hiring Manager requests background check if required. 5. Agency Hiring Manager completes Contract Contingent Worker in WD. 6. The following system processes occur: WD created employee ID OIM integration creates Active Directory (AD) and Service Now accounts WD launches CW onboarding WD sends to CW s external account with link to login to WD For Internal Department Use Only 3

4 7. Contingent Worker completes onboarding in WD which includes: Emergency Contact Sign Acceptable User Agreement (AUA) 8. Agency Hiring Manager completes Service Now Computer User Account request form with start date, s/equipment requests. 9. Technology Service (TS) Service Desk provisions CW and sets up s/equipment. 10. Contingent Worker(CW), on the first day, reports to hiring manager for first day activities. 11. Agency Hiring Manager, on CW s first day, fills out ID Badge Form and submits it to Facilities. 12. Facilities issues badge to CW. For Internal Department Use Only 4

5 High-Level Process Flow De-Provisioning Process De-Provisioning 1. Agency Hiring Manager enters CW End Date into Workday (WD) upon hire. Notes: If the terminate date is unknown, the default termination date should be set to six months. If the hiring manager knows the actual termination date, the actual termination date should be entered into the system. 2. Agency Hiring Manager reviews WD report for approaching CW end dates. 3. Agency Hiring Manager enters revised end date in WD if needed. 4. Agency Hiring Manager performs End Contingent Worker Contract task in WD (if CW is leaving). 5. Agency Hiring Manager opens ServiceNow request to disable accounts. 5-a. TS Service Desk disables AD, accounts, and other system accounts. 6. Agency Hiring Manager collects badge from CW and turn in the badge to Facilities. 7. Facilities disables badge access upon notifications. For Internal Department Use Only 5

6 Revision History Date Modified By Revision Comments 12/15/2016 Samantha Shih, IT Compliance Initial creation Analyst 12/27/2016 Jessie Craney, Sr. HR Professional Minor edits 12/29/2016 Samantha Shih, IT Compliance Added section for de-provisioning Analyst 12/29/2016 Tricia Scherer, IT Governance Review and minor edits Manager For Internal Department Use Only 6