Staff Joiners

Generally staff accounts should only be created by HR from details entered into iSAMS, this will usually be the case for users on the MHSF payroll. Sometimes however IT have to create accounts outside the HR process, generally for generic accounts or other reasons. Note that once a user account has been fully enabled in iSAMS, it can still take 24-48 hours for all other connected accounts (Email, Firefly, SOCS etc.) to be created.

The process for Joiners is generally as follows:

HR enter new joiner details into iSAMS (School tab), initially the system status is “Applicant”.

HR enter core staff details (General tab) into iSAMS (either directly or via iTrent), ensure Staff Group, Primary Job Title, and Data of Birth are completed.

HR to enter School details (School tab), ensure Teaching Staff, School Division, and System Status are completed:

HR In the Enrolment tab, enter the expected start date:

HR to define Job Titles (note that Roles are now deprecated, so can be used for other purposes) using the Primary, Secondary, Tertiary Job Titles under the General tab. Users whose Primary Job Title is “Pensioner” will not be processed.

Proposed change 18/4/2023 - revert to Roles as this may eventually be synchronised from iTrent.

Data Manager will receive alerts when a school email address is required. Users whose email is set to “NoEmailRequired” will not be processed.

IT Services to enter School Telephone and Mobile Phone (if applicable). [and tick "Laptop" and "Tablet" as applicable to record equipment handed-over. Data Manager to create iSAMS custom fields for this purpose.]

HR to tick “HR Checks Complete” (General tab) only when they have completed all checks and authorise that a log-in account can be created. If the HR checks are complete, and it is within 6 weeks of the start data, then Salamander will to create computer logon accounts, email accounts, and Firefly accounts. Salamander will send an email to HR giving the logon details.

Data Manager can now manually create the iSAMS User Account via control panel.

Overnight (01:00) the Salamander Service will create the account and email HR and IT the logon details. IT Services can manually run the Salamander account creation process by logging-in to the M-SALSOFT server using the Salamander service account and running scheduled task “Salamander_AD”.

Staff Leavers

HR to enter expected leaving date into iSAMS Enrolment tab. 

Salamander will disable the active directory account shortly after midnight on that date.

Once the member of staff has left HR should change the system status from “Current” to “Archived/Former”.The daily email alerts will remind HR if this needs to be done. Within 7 days Salamander will remove the logon account. IT Services still to define how, if necessary, to forward emails and protect data from deletion after the retention period.

HR should avoid adding a Leaving date at the same time as moving the staff member to “Former/Archived” as this would prevent a Leavers ticket being generated. IT to see if any additional alerts can be created if this occurs.

The daily email alerts should identify users who have school mobile phones.

Staff Joiners / Leavers Email Alerts

Currently IT and HR receive daily email alerts showing the status of joiners and leavers. Note that It may be sensible to separate the joiner/leaver emails as these are higher priority. 

The alerts show the department (e.g. HR, IT, Data Manager) responsible for completing a task. Checks are also made for:

Division not defined, Email not defined, spaces in Email address, spaces in SchoolCode/Initials, Role not defined, Staff Group not defined, Staff Date Of Birth, Missing Academic Photo, Applicants, leaving dates, iSAMS logon created, corresponding computer login account, accounts using classic authentication. Did not process users whose PrimaryJobTitle is Pensioner or whose email is set to NoEmailRequired.

The daily email alerts should also identify users who have school mobile phones.

IT Note that towards the end of August it can be useful to free-up A3 Faculty licences by downgrading the staff leaving to A1 Faculty licences.

** Staff Leavers Ticket Creation (added 6/2/23)

A Helpdesk ticket will be automatically created when a leaver is within 30 days of their leaving date. Bill Choi will be identified as the originator of the ticket.

Changes to Staff Emails / Divisions

Changes to a staff email address or Division in iSAMS must be co-ordinated with IT Support and the user. Changes will not propagate automatically, and IT Support must consider updating AD group membership / AD proxy address / AD email address / AD UPN. The user will be unable to logon to certain services whilst the changes replicates (AD 2 hours, Firefly overnight). Changes to iSAMS School Initials will have no wider impact.

Rollover

During the Summer rollover the Salamander service (on server M-FIRE-UPLOAD) can be suspended whilst pupils are moved to the correct year groups. This may impact staff creation and deletion. Note that pupil sub-task can be disabled via the Salamander GUI.

Pupil Joiners

In order that Firefly Parent accounts are created, Admissions should move Pupils to “Current” as soon as possible (before their arrival), in order to not interfere with reports and registration pupils can be left in a dummy Year group. Once the pupil is about to start, move to the correct Year group.

Pupil logon accounts will only be created by Salamander on the enrolment date, therefore the Data Manager should ensure that enrolment date is temporarily set at least 2 days before the pupil arrives on-site (note that boarders arrive early). 

Once the account has been created the correct enrolment date should be re-applied.

Salamander software will automatically update the iSAMS School Email Address field at the time of account creation, and assign the correct Student AD group membership.

Pupil Leavers

Pupils leaving in the Summer can be temporarily placed into NC Year 31 (Grimsdell), 32 (Belmont), 33 (MHS), 34 (MHI). The Summer pupils leaving date and details should only be entered once pupil accounts (and therefore Parent Firefly accounts) are no longer required. Data Manager to enter “IT Services End Date” which is the date that the account is actually going to be disabled. Note that future academic years may use different temporary year groups.

Teams - School Data Sync (SDS)

In August a new Staff Data Sync profile should be created for the coming Academic year. Once the profile has been created, liaise with Salamander to automate the creation and update of Teams. Note that old Teams can be archived – certain Teams (i.e. 2 year courses) should not be archived. The Salamander process will automatically synchronise SDS every day, note that if a Form or Class is renamed then the previously-named Team may be removed.

Classroom Teams are only initially created for the main teacher (Owner) of the Class. Where a class is taught by multiple teachers the main teacher must add their colleagues as Owners.