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Understanding the Identity and Access Management (IAMS) On-Boarding Process
Understanding the Identity and Access Management (IAMS)
On-Boarding Process
Agenda
• Features• Flow• Questions
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Features
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• On-Boarding has been made available to the Agency Liaisons in addition to the manager• The ability to change the manager by a member of the Agency Liaisons Group• Exclude a certain set of users from the Onboarding process• Forward request to a different user across the agency to complete the on-boarding
On-Boarding Processes
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The on-boarding process for a new hire employee can be initiated by one of the following two modes:1. IAMS Driven
• During this mode, IAMS launches the on-boarding to a manager (if identified and/or an Agency Liaison Group)
2. Manually Driven• During this mode, a Liaison or a manager can launch the on-boarding for a new hire
manually on-demand
On-Boarding Steps IAMS Driven
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IAMS
New Hire has a manager Defined
Agency has On‐Boarding Liaisons Defined.
When is this Applicable?
On-Boarding Steps IAMS Driven
New Hire/Joiner Claim On‐Board
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Process Flow
Claim
• A new hire’s information can now be sent to the manager as well as the Liaison.
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NewEmployee
On‐Boarding Claim Email
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New Employee On-Boarding Claim Form
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Once the link in the email is clicked, you will be redirected to the form similar to the one shown below.
Claim Process As a manager or a Liaison
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Continue to On-Board Forward
On-Board
Experience as manager• The following flow represents the process when a manager chooses to on-board the new hire. The
process begins with an email notification being sent to the manager from the IAMS System.
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Transition to On-Boarding Form from the Claim Form
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New Hire & ManagerInformation is Pre‐filled
On-Boarding Completion Confirmation Email
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On‐Boarding Confirmation Email
On-Boarding - Liaison
Experience as Liaison• The flow below shows the process when a liaison on-boards a new hire after receiving the
on-boarding claim notification from IAMS.• Unlike a manager, the liaison navigates to the on-boarding form by either accessing the claim
confirmation email or by accessing the link under the ‘Latest Forms’.
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On-Boarding - Liaison Access On-Boarding Form
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Claim Confirmation Email Latest Forms
Click to Access the On‐Boarding Form
Click to Access the On‐Boarding Form
Liaison Perform On-Boarding
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Liaison has the ability to change the manager
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Onboarding – (continued)
On-Boarding – (Continued)
“Asset Tags” are stickers on MTA provided devices (i.e. laptop, desktop, monitors, etc.) that allows MTA IT to keep track of our assets.
A “Data Jack” is the jack that the network and phone at the desk connect to … sometimes they may go to the same data jack, sometimes they may go to different jacks.
Note: If prompted to provide an Asset Tag and Data Jack info, the screen shots below show where to locate this information.
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On-Boarding – (Continued)Select the email type that is appropriate for the new-hire
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On-Boarding – (Continued)
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If a new hire requires Shared Drive Access, the hiring manager can select a current direct report whose access they want to clone by either clicking on the drop down arrow or by manually entering the names of the shared drive(s) the new hire will need access for their role.
On-Boarding Manually Launched
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There maybe instances when a new hire does not have a manager or liaisons listed. There can also be instances where a manager or liaison is present but has not taken any action
to on-board the new-hire. Should one of the above occur IAMS provides a capability to manually launch the on-boarding
process for a new hire on demand. This can be done by accessing the IAMS Workflow System by following the steps noted on pages 21-26.
This action can be performed by a manager at MTA or by a MTA on-boarding liaison. 1. Go to the IAMS Portal (https://myaccess.nymta.info/)
ClickAdd
Access IAMS Workflow System
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IAMS Workflow System –As Manager
• As a manager, you can use the ‘Claim & On‐Board’ Workflow Tile during the following instances:• BSC PeopleSoft has not
identified you as the manager during a New Hire creation.
• You have been Identified as the manager, however you have missed the on‐boarding Item and it has expired.
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IAMS Workflow System – As Initiators
• As a MTA Initiator, you can use the ‘Claim & On‐Board’ Workflow Tile during the following instances:• A manager has not been identified
during the New Hire on‐boarding, during which case as an Initiator you can use the ‘Claim & Onboard’ to on‐board a new hire and set a manager.
• A manager is already present, however you have been tasked with performing the on‐boarding (or) A manager is present but incorrect. During such scenarios, you have the option to On‐Board and also change the manager.
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IAMS Workflow System – As Initiators
Manager Selection
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On‐Boarding – Next Steps
• A confirmation email is sent to the Service Desk agent who is managing on-boarding
• The Service Desk agent will creates ServiceNow tickets for the Items requested during the on-boarding process.
• As the requester (manager or liaison), you will be receive an email confirming the creation of the ServiceNow tickets. This will allow you to track their status from ServiceNow.
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How can I add an Employee or Contractor as my Direct Report?
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How can I add an Employee or Contractor as my Direct Report?
Employee By claiming an employee, this allows IAMS to send notifications for any approval to the
manager such as a request for access. Re-certification of Application Accesses (Future Release)
Contractor Once a contractor is claimed by a manager this will allow IAMS to notify the manager when a
contractor is reaching the contact end date. This notification will allow the manager, if desired, to either extend the date, terminate immediately or take no action.
IAMS will use the manager information of a contractor to launch the re-certification process. IAMS will use the manager information when converting a contractor to an employee
(Future Release)
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How can I add a Employee or a Contractor as my Direct Report?Steps below explain the process by which a manager can add an “existing” employee or a contractor as the direct report.
Access IAMS Workflow System Click “Claim & Onboard Users”
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How can I add an Employee as my Direct Report? – (continued)
1. Search the user you’d like to add as your “Direct Report”.
2. Options will be displayed based on the information in IAMS.
3. Choose the Action. In this case“Update Direct Report”
1
2
3
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How can I add a Employee as my Direct Report? - (continued) Select “Update Direct Report” Action and hit continue to complete. Confirmation Email
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During the contractor on-boarding process IAMS forces the manager to select a the Contractor End Date for the contractor in case one is not visible.
How can I add a Contractor as my Direct Report? - continued
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How can I remove an Employee or Contractor as my Direct Report? 1. Search for the “Direct Report”
or contractor you would like to remove in the user search field.
2. Once selected available actions will appear below the user info section.
3. Since the user is already a direct report, IAMS will present an option to “Remove Direct Report”.
4. Select “Remove Direct Report” and Continue.
5. An email confirmation will be sent notifying the manager of the removal.
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Contractor Onboarding ProcessClick on the “Contractor OnBoarding” widget on your Dashboard.
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Contractor Onboarding Process
Enter the Contractor’s Start and End Date.
Note: The end date cannot be greater than six months after the start date (180 Days), per MTA policy.
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Contractor Onboarding Process – (continued)
Answer the next question: “Will the Contractor require a new desk telephone?” Select the appropriate response from the drop down.
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Contractor Onboarding Process – (continued)
Select the Email Type that the contractor will need (from the drop down list), if email is required.
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Contractor Onboarding Process – (continued)
If the Contractor requires Shared Drive Access, the hiring manager can select a current direct report whose access they want to clone by either clicking on the drop down arrow or by manually entering the names of the shared drive(s) the new hire will need access to for their role.
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Contractor Onboarding Process – (continued)
If there are any other instructions or information that the hiring manager wants to bring attention to, they can enter their concerns in the “Additional Comments” field and then click “Submit”!
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Contractor Onboarding Process – (continued)
The manager will receive an email confirmation that will list all of the selected IT resources (example above).
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Contractor Onboarding Process – (continued)
Additional Notes / Recap:
• It will be the responsibility of the hiring manager to initiate the contractor on-boarding process in IAMS.
• Both the contractor and the manager will get an email notification starting 14 days out from the contract end date, reminding the manager to update the Contract End Date (if required).
• Only the very basic IT resources can be requested by the manager at this time (computer, phone, email type, and shared drive access) – In the future, the IAMS team will roll-out enhancements to the on-boarding request form and integrate additional resources into the onboarding process.
• The Service Desk can be reached at 646-252-8888 for anyone that runs into technical difficulty during the contractor on-boarding process.
Process Complete!
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Contractor Extension Process
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Contractor Extension Process
High Level Overview:
• Only managers or a “delegated” employee (admin, colleague, support staff), can complete the contractor extension process. To learn more about how to “forward” a contractor approval to a colleague to complete, visit http://web.mta.info/IAMS/IAMS_WorkflowSystem.htm, and read the “Tips and Tricks” guide.
• Managers must ensure that they have claimed their contractor as a Direct Report using the “Update My Direct Report” feature in IAMS Workflow System.
• Beginning 14 days out, the manager (and the contractor) will receive an email notification, asking them to complete the Contractor Extension Form.
• Contractor’s must be “recertified” every six months.
• Manager’s (or their delegate) can only perform the contractor recertification after they’ve been prompted by IAMS to do so, starting 14 days out from the contractor’s end date.
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Contractor Extension Process – (continued)Step 1. Beginning 14 days out from the Contractor’s End Date, the manager will receive an email notification from IAMS, asking the manager to complete the Contractor Extension Form.
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Contractor Extension Process – (continued)Step 2. The manager will see the pending Contractor Extension Form in the Latest Forms section of their IAMS Dashboard.
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Contractor Extension Process - continued
• Step 3. In the Contractor Extension Form, the manager only needs to provide the “New End Date”, which cannot be greater than six months from the present.
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Contractor Extension Process – (continued)Step 4. Select a “New End Date”, and click “Extend Contractor”.
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Contractor Extension Process – (continued)Step 5. The manager will receive an email notification, confirming that the Contractor Extension process is complete.
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Contractor Extension Process – (continued)
PROCESS COMPLETE
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Forwarding - Delegating On-boarding ResponsibilityStep 1. When the BSC creates the record for the new employee in PeopleSoft,
the new hire’s manager will receive an email notification, alerting them that they need to complete the MTA Employee Onboarding Form.
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Forwarding - continuedStep 2. The manager that receives the on-boarding notification should either follow the link in
the notification email or manually log into IAMS (http://myaccess.nymta.info) – click on application on Launchpad to get into IAMS.
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Forwarding – (continued)
Step 3. On the Dashboard, under the “Latest Forms” section, the manager will see the request for the new hire that needs to be onboarded.
Step 4. Click on the “All >” button at the bottom of that section.
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Forwarding – (continued)
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Step 5. Right click on the Work Item.
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Forwarding – (continued)Step 6. Select “Forward”
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Forwarding – (continued)
Step 7. Now the manager can select the individual that they want to complete the Onboarding Request Form on their behalf.
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Forwarding – (continued)Step 8. Simply type in the colleague’s name or BSC ID to find the colleague that
the manager wants to complete the Onboarding Request Form.
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Forwarding – (continued)Step 9. While it is not required, it’s best practice for the manager to leave a
comment for the individual that they are asking to complete this form, on their behalf.
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Forwarding – (continued)
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Step 10. Now the on-boarding request will no longer appear on the manager’s list of Work Items, and the email notification requesting that this form be completed will be sent to the individual that the manager selected.
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Forwarding – (continued)Step 11. The individual selected by the manager to complete the Onboarding Request
Form, will receive an email notification, alerting them to the request, asking them to take action and complete the request.
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Forwarding – (continued)Step 12. The link in the email will take the individual directly to IAMS. Using IAMS they will fill out the
Employee Onboarding Request Form, and request the IT resources that the new hire will need for their role.
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Forwarding – (continued)After filling out the form and clicking Submit, both the individual that completed the Onboarding Request Form, AND the original manager, will get a confirmation email, notifying them that this request is now Complete!
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Step 13.
Alternative to Forwarding via PreferencesStep 1. Log into IAMS, and click on the Setup Forwarding Tile on your dashboard and navigate to
Preferences.
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Alternative to Forwarding – (continued)
Step 2. You’re now on the Edit Preferences page, where you have the opportunity to select a Forwarding User, that you want all Onboarding Notifications to go to directly.
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Alternative to Forwarding – (continued)Step 3. Important to note that you’ll need to select a Start and End Forwarding Date. Once those
dates have been entered, click Save.
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Alternative to Forwarding – (continued)Process Complete!
• The manager has now updated their Preferences so that all Onboarding Requests that normally would come to them will instead be forwarded to the user that the manager selects, during the time period provided!
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How to Add a Direct Report in IAMSRecap of Details Covered in this Walkthrough!
• All managers logging into IAMS for the first time, should be sure to add all of the employees that report to them to their list of Direct Reports.
• Once you’ve found your Direct Report and you’ve reviewed their employee information to confirm it is correct, click Submit!
• Navigate to the “Update My Direct Report” widget on your Dashboard, and search for your Direct Report’s name, using their First & Last Name, or BSC ID.
• That user will then show up on your Dashboard page, under your list of Direct Report’s. You should repeat this process until all of your Direct Report’s have been added to your Direct Report list.
• Reach out to the IAMS team at [email protected] with any questions about how to add users to your list of Direct Reports within IAMS.
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Resources Available
The following resources are available to assist with questions about the IAMS Workflow System
• The Manager Reference Guide
• IAMS Workflow System FAQs
• http://web.mta.info/mta/IAMS.html
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