** Transitional Retiree Process **

Tags employee work

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Not for distribution directly to end user

Overview

Senior leadership has requested that the technology process be brought into alignment with the Senate policies for retiree accounts and accounts for the employees separating from the college.  Current college policy states that a new email account will be offered to employees who are officially retiring and that the old accounts, regardless of if the employee is retiring or not will have the password changed and an out of office message applied to it.  The current Microsoft Identity infrastructure does not readily allow for these processes to be automated.  

Audience

ITS Staff

Process

  1. An employee who intends to separate from the institution submits the appropriate paperwork to Human Resources.
  2. Human Resources evaluates if the employee is officially retiring or just separating from the institution.
  3. Human Resources goes to https://ccbcmd.us1.teamdynamix.com/tdapp/form/retireeacct .  This page is restricted based on the user login.  See the page belowUploaded Image (Thumbnail)
  4. Human Resources fills in the users 900# and performs a lookup by pressing the Lookup button and confirms it is the correct person. 
  5. If the person is retiring and not just separating, they check the The Person is Retired radio button.
  6. Regardless if the employee is officially retiring, Human Resources then needs to fill in the employees’ end date.
  7. Once Human Resources hits Submit, it launches an iPaaS workflow. 
    1. The workflow calls another flow for terminating their original AD account
      1. The terminating workflow calculates the number of days between the form submission and the employee’s end date.
      2. The terminating workflow then waits for the calculated number of days.
      3. Once the calculated number of days has passed, the terminating workflow changes the users original password to a random string.
      4. The terminating workflow then sets an out office message for the users original email account.
    2. The workflow checks if The Person is Retired. If yes,
      1. The workflow emails the employee informing them they have the option to have an email address moving forward but the account will not have any access to CCBC administrative resources. 
      2. If the user selects they do not want an account, the workflow ends after the terminating workflow outlined above finishes.
      3. If the user selects they do want an email account
        1. The workflow creates a new account based on their current account.  The account format places a period in between the first character and the rest of the current account.  For example, jsmith24@ccbcmd.edu will become j.smith24@ccbcmd.edu .  The new account will have the employees 900# as the description.  The account will be created in TRANSITION/RETIRED/FACSTAFF OU.
        2. The workflow then adds the add new account into the M365 retiree group which also licenses the new account.
        3. The synchronization processes which create the new account in M365 will run as it is currently setup. (Synchronization takes place 30 minutes after the end of the last run as of the writing of this document)
  8. An email is sent to the employee providing them with their credentials
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