HRMS Provisioning and De-provisioning

HRMS provisioning and de-provisioning refers to the automatic creation and removal of HRMS access. This occurs at hire, termination, retirement and leave.

HRMS Provisioning

Basic HRMS access is provisioned automatically at point of hire and no special action is required by the department or the new hire. This includes:

  • Access to Faculty and Staff Self-Service to update contact information, review and print pay stubs and tax slips, create and monitor job applications, etc.
  • Access to electronically approve HRMS transactions.

For provisioning to be successful, a new hire must have a CWL account with their employee ID attached to it.

HRMS De-provisioning

HRMS access is de-provisioned (removed or reduced) when a person ends UBC employment (terminates, retires) or goes on leave.

  • If present, Admin, Workflow and other types of specialty access are removed and a person is left with just Self-Service access.
  • For those on leave, HRMS access is automatically restored at the end of the leave period.
  • If a person terminates employment or retires, Self-Service access persists for 18 months post end-of-appointment.  After 18 months self-service access is also automatically removed.
  • HRMS security administrators have the ability to override the results of automated de-provisioning to accommodate special circumstances.

Removal of HRMS access can be automatically postponed if the de-provisioning process detects certain employment conditions. These postponements are called grace periods (see below).

De-provisioning Grace Periods

Removal of HRMS access can be automatically postponed if the de-provisioning process detects certain employment conditions. These postponements are called grace periods.

Grace periods are based on the Action/Reason codes entered in HRMS (see bracketed info below for each grace period rule).

At end of appointment:

  • No removal of access occurs when:
    • Termination is due to end of Sessional benefit period (TER/BEN) as it is assumed the person will be back for the next sessional term.

One-month grace period occurs when:

  • Termination is due to End of job (TER/EOJ).
  • Termination is due to Staff Appointment End (TER/STA).

While on leave:

  • No removal of access occurs when:
    • Faculty member is on full-leave on a Shadow salary being paid by another source (LOA/SHA).
    • Partial paid leave is due to Admin Leave (PLA/ADM).
    • Partial paid leave is due to Sabbatical Study (PLA/SAS).
    • Partial paid leave is due to Study Leave (PLA/STU).
  • Three- month grace period occurs when:
    • Partial paid leave is due to Medical reasons (PLA/HEA).
    • Partial paid leave is due to Leave on paid assignment (PLA/LPA).
    • Partial paid leave is due to Military service (PLA/MIL).