IDM Affiliate ID Process

IDM PROCESS

  1. The user logs in.
  2. The form checks to see if the individual is one of the following and proceeds accordingly:
    1. DDDH                                         (automatically approved – see step 4 )
    2. IDM Affiliate sponsor                    (automatically approved – see step 4)
    3. Approver                                    (automatically approved – see step 4)
    4. *Submitter                                  (must be approved)
    5. Unauthorized user                        (no access)
  3. *SUBMITTER
    1. The form notifies and requests a response from the APPROVER (DDDH, Affiliate Sponsor or Alternate Approver) via email
    2. The span class="yellowhighlight">APPROVER has 14 days to respond
      1. APPROVER – NO ACTION AFTER 14 DAYS
        1. TIME EXPIRES.
          1. The form checks to see if the SUBMITTER is an APPROVER or just a SUBMITTER
            1. APPROVER –
              1. The form notifies the APPROVER (Time expired)
            2. SUBMITTER
              1. The form notifies the SUBMITTER and APPROVER (Time expired)
        2. PROCESS ENDS
      2. APPROVER – DENY
        1. The form notifies the submitter (will include a reason why)
        2.  PROCESS ENDS
      3. APPROVER – APPROVE – see step 4                        (90 day IDM process begins)

NOTE:  Once the form has been approved (automated or manually) – the process has 90 days to be completed or it will automatically terminate.  If access is still required, the form must be re-submitted.

IDM PROCESS

  1. The form checks to see if an INACTIVATION is required.
    1. YES – the form notifies IDM via email
      1. IDM has 14 days to complete the inactivation request
        1. IDM – NO ACTION (After 5 days)
          1. Form notifies IDM manager
        2. IDM – NO ACTION (After 5 additional days)
          1. TIME EXPIRES
            1. The form checks to see if the SUBMITTER is an APPROVER or just a SUBMITTER
              1. APPROVER –
                1. The form notifies the APPROVER and IDM (Time expired)
              2. SUBMITTER
                1. The form notifies the SUBMITTER, APPROVER and IDM (Time expired)
            2. PROCESS ENDS
        3. IDM – COMPLETES THE REQUEST
          1. The form checks to see if the SUBMITTER is an APPROVER or just a SUBMITTER
            1. APPROVER –
              1. The form notifies the APPROVER (Process is complete)
            2. SUBMITTER
              1. The form notifies the SUBMITTER and APPROVER (Process is complete)
          2. The form notifies Access Control, Library and Parking Services via email to terminate all access
          3. PROCESS ENDS
    2. NO – see step 5
  2. The form checks to see if the request is for GTA.
    1. YES – the form notifies IDM via email
      1. IDM has 14 days to complete the GTA request
        1. IDM – NO ACTION (After 5 days)
          1. Form notifies IDM manager
        2. IDM – NO ACTION (After 5 additional days)
          1. TIME EXPIRES
            1. The form checks to see if the SUBMITTER is an APPROVER or just a SUBMITTER
              1. APPROVER –
                1. The form notifies the APPROVER and IDM (Time expired)
              2. SUBMITTER
                1. The form notifies the SUBMITTER, APPROVER and IDM (Time expired)
            2. PROCESS ENDS
        3. IDM COMPLETES THE REQUEST
          1. The form checks to see if the SUBMITTER is an APPROVER or just a SUBMITTER
            1. APPROVER –
              1. The form notifies the APPROVER (Process is complete)
            2. SUBMITTER
              1. The form notifies the SUBMITTER  and APPROVER (Process is complete)
          2. PROCESS ENDS
    2. NO – see step 6
  3. The form checks to see if the request is for a FOREIGN NATIONAL.
    1. YES – the form displays a message with details describing what to do
      (SIDE NOTE:  Office of International Programs will send FN to IDM to get their BANNER ID / ID Card – Once this has been completed – the Sponsoring Department can then complete the requests for Parking Services, RBD Library and AC via the Online Access Request Form)
    2. NO – see step 7
  4. The form checks to see if there is an ACTIVE AU BANNER ID.
    1. YES – the form notifies IDM via email
      1. IDM has 14 days to complete the request
        1. IDM – NO ACTION (After 5 days)
          1. Form notifies IDM manager
        2. IDM – NO ACTION (After 5 additional days)
          1. TIME EXPIRES
            1. The form checks to see if the SUBMITTER is an APPROVER or just a SUBMITTER
              1. APPROVER –
                1. The form notifies the APPROVER and IDM (Time expired)
              2. SUBMITTER
                1. The form notifies the SUBMITTER, APPROVER and IDM (Time expired)
            2. PROCESS ENDS
        3. IDM COMPLETES THE REQUEST
          1. The form checks to see if the SUBMITTER is an APPROVER or just a SUBMITTER
            1. APPROVER –
              1. The form notifies the APPROVER (Process is complete)
            2. SUBMITTER
              1. The form notifies the SUBMITTER  and APPROVER (Process is complete)
          2. PROCESS ENDS
    2. NO – see step 8
  5. The form sends 2 notifications via email
    1. NOTIFICATION ONE is sent to the SUBMITTER (which include the DDDH, IDM Affiliate Sponsors, Alternate Approvers acting as SUBMITTERS or the SUBMITTER) with instructions describing what to do next
    2. NOTIFICATION TWO is sent to IDM notifying the office that the individual in the request will be coming into the office.
  6. The Affiliate has 90 days to come into the IDM office
    1. AFFILIATE – NO ACTION 30 days prior to the 90-day expiration
      1. The form sends a reminder email to the SUBMITTER.
    2. AFFILIATE – NO ACTION 10 days prior to the 90-day expiration
      1. The form sends an email to IDM to make sure they did not miss a step in the process
    3. AFFILIATE – NO ACTION 5 days prior to the 90-day expiration
      1. The form sends an email to IDM  manager
    4. AFFILIATE – NO ACTION AFTER 90 DAYS
      1. TIME EXPIRES.
        1. The form checks to see if the SUBMITTER is an APPROVER or just a SUBMITTER
          1. APPROVER –
            1. The form notifies the APPROVER (Time expired)
          2. SUBMITTER
            1. The form notifies the SUBMITTER AND APPROVER (Time expired)
      2. PROCESS ENDS
    5. AFFILIATE – COMES INTO IDM – see step 10
  7. IDM processes the request (in person or via “trusted agent”)
  8. IDM provides a BANNER ID & GID and completes the task
  9. The form checks to see if the SUBMITTER is an APPROVER or just a SUBMITTER
    1. APPROVER –
      1. The form notifies the APPROVER (Process Complete with BANNER ID & GID)
    2. SUBMITTER
      1. The form notifies the SUBMITTER and APPROVER (Process Complete with BANNER ID & GID)
  10. The form checks to see if other request have been made to other departments – AC, PS, RBD Library
    1. YES
      1. The form notifies all other department associated with the request
      2. OTHER DEPARTMENT PROCESSES BEGIN
      3. IDM PROCESS ENDS
    2. NO
      1. PROCESS ENDS

KEY THINGS TO REMEMBER

  1. The APPROVER has 14 days to approve the request
  2. The Affiliate has 90 days to get their BANNER ID/GID or ID card.
  3. If a request expires – a new form must be completed if access is still required.
  4. This process is automated – IDM cannot add days to the process.

Last Updated: Mar. 14, 2013