Provisioning form

This form is used to request services for an employee or contractor.

They must have a computer account and email address before requests can be made.

You must be logged into Our People to use this form properly.

Who is requesting services?

Email of the hiring manager/resource administrator:

Email to which THIS FORM will send a submission confirmation (often a shared departmental mailbox):

Tell us about the person

Name of the person who needs resources:

Their RRU email address:

Are they new to RRU or an existing resource?

This is a new person

They already work here

Their relationship with RRU:

Employee (paid by Payroll)

Contractor (paid by Finance)

Department:

Position title:

Start date (mandatory if this is a new person):

Will they be working on campus?

Yes

Has the hiring manager or delegate consulted with space planning to get an office, keys etc?

Yes

Please connect with Space Planning via the Space Request form to organize a space. You'll need to come back to this form once you've done that.

Office building:

Office room number:

General comments (person section):

Tell us what they need

List keys required for additional spaces (usually not their office or building because the space planning people take care of those)

Attention: IT Services

List email addresses for those who should be a participant on this ticket, separated by commas:

Does the person need IT to bring computer equipment (includes laptop or desktop, external monitors, keyboard and mouse)?

Yes

Is there already a computer in their office?

Yes

Please enter the asset tag numbers from the computer and monitors in their office.

Does this person need IT to bring them a desk phone?

Yes

Is there already a phone in their workspace?

Yes

What is the phone local?

Specify the full path of the O: drive folder(s) they need to access (ie. "O:\staff\IT-Services\private\confidential"). Then choose the kind of access they need for each folder. You do not need to list O: drive folders they will access by default.

O: drive folder 1

Type of access:

Read

Full

O: drive folder 2

Type of access:

Read

Full

O: drive folder 3

Type of access:

Read

Full

List distribution lists to which we should add them, separated by commas:

Do they need access to shared mailboxes (you must have the authority to give access)?

Yes

List here by writing the email address completely, like "sharedmailbox@royalroads.ca, comma separated:

Comments for IT Services:

Attention: Finance

Will they have financial signing authority?

Yes

Comments for Finance:

Attention: web strategist

Faculty bio on corporate website

Use this information the Our People site to ask for a faculty bio.

Attention: business owners of corporate applications

Everyone has basic access to Avanti (Payroll) to check pay stubs, CMMS to put in work orders, EMS to book rooms etc.

If the person needs a higher level of access please indicate below.

Avanti/HR Smart (to manage Payroll & HR systems)

CMMS (to manage Ops & Resilience work orders)

CRM (manage relationships with prospects, agents etc.)

Provide the name of a person at RRU with the same CRM access required. If there is no one, explain the type of access needed.

Destiny One (to manage student and course data for non-credit courses)

	EMS Group
EMS web app (everyone gets this)	EMS web app (everyone gets this)
EMS 2020 Account (sys admins only)	EMS 2020 Account (sys admins only)
This person is in an EMS Web User group (like GLBMGMT-MA)	This person is in an EMS Web User group (like GLBMGMT-MA)
This person is an EMS delegate	This person is an EMS delegate
This person needs access to book restricted space in EMS	This person needs access to book restricted space in EMS

What is the name of the EMS Web User Group? (like GLBMGMT-MA, for example)

For whom is this person an EMS delegate?

What is the name of the EMS process template needed?

JIRA (to manage the IT/CTET ticket system)

	Moodle Group
Moodle (credit course content and administration access)	Moodle (credit course content and administration access)
Moodle (non-credit course content and administration access)	Moodle (non-credit course content and administration access)

Papercut Cashier (to manage money on student print accounts)

Parking System (to manage parking passes)

Raiser's Edge (to manage records in the Raiser's Edge system)

	Readerboard Group (used to manage the kiosk display at the top of the hill)
This person needs to make requests for display on the readerboard	This person needs to make requests for display on the readerboard
This person needs to modify and update the schedule	This person needs to modify and update the schedule

	Thesis and Dissertation Group (for employees)
Dissertation Manager SP site for employees	Dissertation Manager SP site for employees
Thesis Manager SP site for employee	Thesis Manager SP site for employee

	Thesis and Dissertation Group (for supervisor and committee members)
Dissertation Manager SP site for a supervisor/committee member	Dissertation Manager SP site for a supervisor/committee member
Thesis Manager SP site for a supervisor/committee member	Thesis Manager SP site for a supervisor/committee member

	Unit4 Group
Unit4 Financial (people who need access to budget and other financial information)	Unit4 Financial (people who need access to budget and other financial information)
Unit4 Student (people who need access to student data for credit courses in the Student Information System)	Unit4 Student (people who need access to student data for credit courses in the Student Information System)

Enter the name of a person at RRU in a similar role with the same Unit4 Student access required. If there is no one, explain the type of access needed.

Note: an email will be sent to the new person asking them to sign the required confidentiality agreement for access to the STUDENT system. Once that’s signed and returned and the permissions have been verified, the ASW Administrator will instruct IT Services to provide permissions. No further action is required by you.

Comments about corporate applications

Other software/licenses

Survey Monkey

Zoom license

Note: the new person will receive an email with a link to a form where they can request a Zoom license. This is necessary because they must accept responsibility for the license.

More software options!

Software that isn't considered 'corporate software' is requested through IT Services and sometimes requires manager approval. You can see the list on this Computer Services Knowledgebase page. It may make sense to review the page and submit one ticket to IT Services asking for multiple pieces of software.

Training

Check the boxes if the new person needs training in the following systems:

EMS (room bookings for meetings and events):

Note: the EMS scheduling people will invite the new person to the next EMS training session.

PCI (mandatory if they handle payment card data or access financial systems)

Note: Finance will contact the new person about PCI training.

I want CTET to contact the new person about free development opportunities

Note: CTET will contact the new person in a few weeks to make them aware of free development opportunities.

From SharePoint site & MS Teams owners

Access to SharePoint and Teams is automatically provided to those who qualify.

Employees may be added to MS Teams and/or MS Sharepoint sites automatically if any exist that are university-wide. But many of these are owned and managed by individual departments or groups. To get access to them, you must contact the owner(s) directly and request permission.

We do not have a master list of sites you may need to access so perhaps looking at your own membership in Teams and Sharepoint is a good starting point in identifying what your new person needs.

Microsoft Teams:

Email the Team's owner to ask them to add your new person.

SharePoint:

Option 1: Email the site owners to ask them to add your new person

Option 2: Send the person a link to each of the sites so they can open the site and click the "I want access" link to make the request themselves.