Affiliate Access
Affiliate Access allows for PCC Managers to request authorization for contractors, vendors, or similar guests not employed by the College, so they can access facilities, information systems and other secured resources, which are typically only available to PCC employees. Approved applicants can receive a standard MyPCC account, Active Directory profile, and wireless access. Advanced services such as Banner, Argos, and Remote Access / VPN require additional authorization and training.
Overview
PCC’s new Affiliate Request solution utilizes a combination of Google Forms, AODocs, Kace, and DocuSign technologies to streamline and improve the Affiliate Request process.
An Affiliate, in this instance, refers to a partner, intern, vendor, contractor, or other long-term guest who is not an employee of PCC. This process allows a PCC manager to request access to PCC technology resources for an Affiliate, such as wireless or remote access.
1. Intake
Sponsoring managers can access the Affiliate Request form from their MyPCC > Employee tab > Manager page > Manager Forms and Tools channel.
Completing and submitting the Google form initiates the request process.
Once the Google form has been submitted, AODocs takes over and generates a series of Service Desk tickets as part of the Intake process:
- The Service Desk Manager reviews each request for completeness and may contact the manager for clarification, as needed.
- The Contracts Department reviews the request next. If the request is for a vendor or contractor and a contract is already established, no MNDA (Mutual Non-Disclosure Agreement) is required. However, if no contract is in place, the Affiliate will be required to sign an MNDA form.
- When an MNDA is required, AODocs sends an MNDA Questionnaire to the sponsoring manager for more information.
- Upon submission of the MNDA Questionnaire, AODocs automatically creates the MNDA and, using DocuSign, sends it to the Affiliate for signature. Once signed by the Affiliate, the MNDA is routed to PCC’s CIO for signature. After both parties have signed, the completed MNDA is distributed to the Affiliate and attached to the Affiliate’s AODocs record.
- At this point, the Affiliate is required to complete Information Protection Orientation (IPO) training. AODocs generates a ticket for the Service Desk, who creates a training account for the Affiliate. The Affiliate then receives an email with instructions on how to proceed.
- After IPO training is completed, AODocs automatically generates a Service Desk ticket and the Affiliate’s G Number and AD Username are created. The Affiliate is then sent an email with instructions for claiming and logging into their MyPCC account.
2. Resource Provisioning
Part of the initial Google form completed by the sponsoring manager during Intake is the identification of technology resources required by the Affiliate.
After the Intake process is complete, AODocs launches a Service Desk ticket for each requested resource simultaneously. As resources are provisioned, AODocs assembles an email with instructions for accessing each resource. When the final resource is provisioned, AODocs sends the finished email to the Affiliate, who now has access to and instructions for all requested resources.
3. Banner
Because Banner is PCC’s system of record and contains protected information, when an Affiliate requires access to either the Banner system or any of its records, additional information and training is required. Therefore, Banner, as a resource, is provisioned separately.
- AODocs sends an email to the sponsoring manager requesting additional information in the form of a Google Form.
- Upon completion and submission of the Google Form, AODocs sends a ticket request to the Service Desk, who creates a Banner account for the Affiliate. The Banner training process requires an active Banner account.
- Once the account is created, AODocs automatically sends the Affiliate an email with instructions on how to proceed.
4. Handoff
At this point, the Affiliate Request process is completed. AODocs notifies the sponsoring manager that the Affiliate has been provided all requested resources. The Service Desk now has “ownership” of the Affiliate if further assistance is needed.
Benefits
- One step process for manager to request special access
- Automatic access expiration
- Regular review and auditing of affiliate access
Service availability
24/7