Service Request for Visitors (POI Form) now available as online form

The IAM (Identity and Access Management) project is pleased to announce the digitisation of the Service Request of Visitors form (aka POI form).

What is happening?

The form is now available as a Service Request for Visitors – Online Form and can be found via the Provide Services for Visitors Using online form process via the Systems & Services drawer of the HR Toolkit.

The form encompasses confirmation and workflow approval emails though the entire process.

For further details on the process refer to the SharePoint User Guide – Service Request for Visitors – Online (PDF) or the SharePoint User Video: Create a Visitor (POI) Request – online (3.40 minutes) and the FAQ’s in the Systems & Services drawer of the HR Toolkit.

What is the advantage of the online form?

Here are some of the advantages for having an online form:

  • completing the form by the Host is much quicker
  • accuracy of the provided information is improved as visitor can provide their personal details
  • increased process visibility due to email notifications (i.e. awaiting visitor to complete personal details, awaiting approval, reminders etc.)
  • process efficiency and sustainability efforts  – requester no longer have to complete, print and scan the form to Pay & HR

Why is it happening?

The IAM project aims to modernise and future proof the IAM (Identity and Access Management) solution within UC. It is about ensuring the right people have the right access to the right resources at the right time. And that the ‘wrong’ people don’t have access. For further details about the project refer to the IAM Project Intranet site.

The project identified a greater need and desire for online forms to grant access to enterprise systems across schools and departments.

As an interim solution the project has developed the Service Request for Visitors – Online Form.

Please try the new online form with your next visitor!

While we believe we have setup your access correctly, SharePoint permissions and access sometimes does not work as expected.  If you experience issues, please contact us in the first instance we will work with you and ITS to resolve your access as quickly as possible.

Any feedback regarding the form can be provided to:

Thank you for supporting this initiative.

Ngā mihi nui

The IAM Project Team