All posts by Mel

A new technology platform for UCTV (UC’s Temporary Vacancy System) is coming

The University of Canterbury’s Temporary Vacancy System (UCTV System) was a successful initiative to streamline and standardise the appointment process for our temporary vacancies across the University. It has been in place for 5 years and we have over 150 system users across UC,. On average around 1600 offer letters per year (fixed term academic support and casual roles) are issued via UCTV.

Background:

At the end of last year, the People and Culture Team gathered feedback from users on the current UCTV system to identify and understand any issues or challenges Schools/Departments were facing with the system. We considered the feedback in the first few months of this year. We concluded that our current system had a range of limitations that meant we were unable to fully address the issues raised by our users.

What is happening?

After a comprehensive consideration phase, and to address the challenges identified in the feedback, we have commenced on a project to replace the current PeopleSoft UCTV System with the cloud-based technology platform Snaphire. This system is currently used for our continuing staff recruitment process. It is an intuitive and user friendly system and is used by other NZ Universities for bulk/high volume recruitment.

Some of the benefits of the new technology platform are:
  • requesters can easily share jobs and applicant pool amongst a team of Administrators,
  • easier for applicants to access, including using mobile devices and apply for roles one time only,
  • online on-boarding for applicants including all payroll related forms,
  • easier and faster process improvements and system enhancements possible,
  • cost savings.

Whilst the platform will look and feel slightly different, it is important to note that the process itself remains the same. E.g. the platform will capture applicants and letters of offers will be sent from within the platform.

You can find additional further information on the UCTV Technology Platform Replacement project on the HR Intranet (staff access only).

When is it happening?

The new platform will rollout from Q3/2020 . We anticipate that all current users of the PeopleSoft UCTV system will transition to the new platform by the end of this year. That means all users will utilise the new system for summer school 2020/2021 and bulk and casual contracts for 2021.

Training will be provided in due course.

Who is involved in the project from UC?

The project team is supported by a reference group that was established earlier this year to provide input and feedback.

If you would like to join the reference group, please email: pay-hr@canterbury.ac.nz.

Over the coming months we will keep you updated on how the project is progressing and provide you with opportunities to be involved (e.g. user testing).

If you have any questions in the meantime, please do not hesitate to contact us at pay-hr@canterbury.ac.nz .

Ngā mihi nui

Amanda Derry

Director – People and Culture

People and Culture ǀ Pūmanawa Tangata

 

New general password tool and Identity & Access Management platform is now live (Jade/Oracle Financials not affected).

Tēnā koutou katoa,

After a long weekend of implementation work by the project team UC’s new IAM solution is in production.

The new method of migrating data allowed the data to be entered into the new environment within the allocated change window.

Testing was successfully completed on staff, student and visitor data, with all tests meeting the required standards.

 

IAM Project
IAM Project

The project team is ready to carry out support of the environment for the next couple of weeks as things settle down.

I would like to thank the project team for their hard work over the weeks building up to today and the long hours worked this weekend.

The UC ITS website pages and links have been updated accordingly.

Where can I get help?

Please contact the IT Service Desk for assistance.

What has changed?

Find out what has changed for students, staff and visitors on the IAM Intranet site.

Note: Jade SMS and Oracle Financials are not affected. Those systems manage passwords themselves. There is no change to how password changes will occur in Jade SMS and Oracle Financials.

Further questions?

If you have any questions regarding the IAM Programme, please do not hesitate to email identityproject@canterbury.ac.nz.

Ngā mihi o te Kirihimete me te Tau Hou | Seasons greetings for Christmas and the New Year

Paul O’Flaherty

Executive Director – Human Resources | Kaihautū Matua Pūmanawa Tangata
IAM Project Sponsor


See previous IAM related communication:

A new general password tool and Identity & Access Management platform is now going live this weekend (Jade/Oracle Financials not affected)

Tēnā koutou katoa,

Due to technical issues outside the control of the UC team the implementation of the new IAM solution was postponed.

The new general password tool, together with the new Identity & Access Management (IAM) platform, will now go live this weekend.

Note: Jade SMS and Oracle Financials are not affected. Those systems manage passwords themselves. There is no change to how password changes will occur in Jade SMS and Oracle Financials.

IAM Project
IAM Project
What is happening?

The IAM platform is replacing the aging and unsupported back end solution of the current IDMS system with the aim to modernise and future proof the IAM solution within UC. This means that the back-end technology will change and a new password tool will be implemented. As a result there will be some technology and process changes for staff, students and visitors.

When is it happening?

The new IAM platform will go live on the weekend of 7 and 8 December 2019.

What does this mean for you?

The upgrade will allow UC to provision accounts and accesses much faster and more accurately than in the past. It also allows UC to integrate with cloud-based solutions in future.

UC staff, students and visitors will use the new general password tool to change their password as required.

The new general password tool will be accessible via the ITS Website and users will be re-directed to an external site with a url name of okta.com.

Existing Staff, students visitors

Existing staff, students and visitors can login with their current user code and password and need to enter the following:

  • a personal email address – mandatory (not shared with other systems) – when added you will receive a confirmation email to this address
  • a mobile phone number – not mandatory (not shared with other systems),
  • and choose a security image (see selection image for an example. Once set the image will be displayed each time you login)

New staff, students, visitors

New staff, student and visitors will be sent a welcome email to their nominated private email address with a link to the new password tool (okta.com) to set their password. They have to enter the same details as above.

Note: Personal email addresses and mobile phone numbers in the new password tool are not shared further and are only held in the password tool for the purpose of an additional source of authentication (i.e. verification email or text message code). The additional source of authentication is used to send either an email or a text message to verify the change/set of the password.

Visit the IAM Intranet site (staff access only) to see in detail what is changing for each group at UC.

Automated email to staff from Okta

This is to let you know that later this week all existing staff and visitors will receive a system generated email from Okta (which is part of the new IAM solution).

Students will have received an email very similar to this over last weekend.

There are no actions required from your side.

The system generated email will look similar to this one:

IAM Okta Automated Email

 

 

Who has been consulted and involved about the changes?

The IAM programme is supported by a technical and non-technical User Reference Group (URG) and the IAM Business Champion Group with more than 140 representatives from across UC who provided feedback and input to the current solution over the past 2 years.

Where can I get help?

Please contact the IT Service Desk for assistance.

If you have any questions regarding the IAM Programme, please do not hesitate to email identityproject@canterbury.ac.nz.

Ngā mihi nui,

Paul O’Flaherty

Executive Director – Human Resources | Kaihautū Matua Pūmanawa Tangata
IAM Project Sponsor


See previous IAM related communication:

 

‘UC Jobs’ – the new Staff Recruitment Platform is now live

‘UC Jobs’ – the new Staff Recruitment Platform is now live

We are pleased to announce that our new Staff Recruitment platform is now live.

HR has replaced the UCPeople/PeopleSoft recruitment module for continuing and long term fixed term staff recruitment with new a recruitment platform.

The new recruitment platform is named ‘UC Jobs’.

Note:

  • the new platform works best with Chrome or Mozilla Firefox.
  • University of Canterbury Temporary Vacancy System (UCTV) is not affected at this stage.
What does that mean for Hiring Managers?

Hiring managers who want to commence a recruitment process for continuing and long-term fixed term roles now need to create an Online Recruitment Business Case via UC Jobs (Recruitment Platform).

At the time that you are ready to raise a business case, please contact your HR Advisor or the Recruitment Team who will step you through the process of accessing UC Jobs and entering your business case for approval.

Please refer to User Guide for Hiring Manager: UC Jobs – Academic (PDF) and User Guide for Hiring Manager: UC Jobs – General (PDF) in the HR Toolkit for assistance or contact the HR Recruitment Team at WorkatUC@canterbury.ac.nz .

What does that mean for candidates/applicants?

Internal applicants can now apply for jobs advertised on the UC Jobs platform via UC Jobs – Internal Candidates login. To apply for a job as an internal applicant:

  • Select the job
  • Click apply at the bottom of the advertisement
  • Click sign in
  • Use ‘I’m new here’ and register.

Please note: there is currently no integration with UC People available. If you apply for the first time using UC Jobs, you will need to create an account and remember the login details.

External applicants can apply via our new UC Jobs platform for external applicants. They need to register first and create an account. Previous registrations from UCPeople/PeopleSoft are not transferred over into the new system.

What is happening with previously advertised roles in UCPeople/PeopleSoft?

All roles that were previously advertised through our UCPeople platform closed on the 19th November. The recruitment team is working through these roles with the hiring manager until they are filled/closed.

Where can I get help?

Please contact your HR Advisor for further information or contact our HR Recruitment Team via WorkatUC@canterbury.ac.nz.

Alternatively visit:

Ngā mihi

Paul O’Flaherty

Executive Director – Human Resources | Kaihautū Matua Pūmanawa Tangata


Related Communication:

 

IAM go-live postponed

Tēnā koutou katoa,

Due to technical issues outside the control of the UC team, the implementation of the new IAM solution has been postponed.

We will communicate again with you when the change is rescheduled.

Automated email from Okta

This is to let you know that later this week all existing staff and visitors will receive a system generated email from Okta (which is part of the new IAM solution).

Students will have received an email very similar to this over the weekend.

There are no actions required from your side.

The system generated email will look similar to this one:

IAM Okta Automated Email

 

 

If you have any questions regarding the IAM Programme, please do not hesitate email us at  identityproject@canterbury.ac.nz.

Thank you for your understanding and continuing support of the IAM project.

Ngā mihi nui,

The IAM Project Team


See previous IAM related communication: