IT Provisioning - Information for Receiving Agency Automation - Entry of instructor information (for Placing and Receiving Coordinators)

Placing Agency Related Guide (PARG) Receiving Agency Related Guide (RARG)

Summary:

This guide is applicable only to Alberta at the moment.

This guide explains how placing agencies can track receiving agency-specific information on instructor profiles, for purposes of automating IT provisioning of receiving agency services. IT provisioning data entered on the instructor profile and on placements is included in the Security/Access Listing web service API by which IT teams on the receiving agency can access HSPnet placement and student data. These receiving agency-specific pieces of data include:

a unique ID (specific to the receiving agency) tracked on the instructor profile (e.g. AHS IGUID)
a existing login ID for the instructor on receiving agency networks (provided by the receiving agency, e.g. Login ID or Network ID)
whether the instructor requires a receiving agency-issued email address
whether the instructor is a current or previous receiving agency employee
a current or previous receiving agency email address tracked on the instructor profile
whether the instructor requires in-class training at the receiving agency for a specific placement
one or more receiving agency-specific IT provisioning roles (selectable from a list specified by the receiving agency)

In addition, basic instructor information such as their name, school-issued email address, and day and month of birth is accessed for purposes of IT provisioning.

Enter the instructor's day and month of birth (for Placing Coordinators)

Ensure the instructor's days and month of birth have been entered on the staff record. This can be done either when the staff record is added to HSPnet, or updated after the fact.

Add or update day and month of birth in Staff & User Maintenance

Enter RA IT Provisioning information on instructor profiles

Open the instructor profile (e.g. by clicking the profile icon next to the instructor's name once assigned in the Contacts tab of the placement details screen, or in Staff Maintenance)
Access the RA IT Provisioning tab
Create an entry for a Receiving Agency Click the Add icon (green plus sign) Select the Receiving Agency for which data is being entered Enter any relevant details: - Receiving Agency Login ID (e.g. existing Network ID or Receiving Agency Login ID for the instructor) Receiving Agency Email Required (yes/no) Current or Previous RA Employee (yes/no) Current or Previous RA Email Save with the green check-mark
Edit and updated data on an existing entry Click the Edit icon (pencil) Add or update any of the data Save with the green check-mark

NOTE:

The RA IT Provisioning entry on the instructor (staff) profile is persistent, and will be applicable to all placements within the selected agency. For agencies with multiple zones (e.g. AHS), one entry is sufficient (in any zone) and will be automatically applied for every zone
Instructors who already have an RA IT Provisioning entry should be reviewed and updated with additional information
Using the trash can icon will delete the RA IT Provisioning entry completely

Enter RA IT Provisioning information on placements

Open the Placement Request Details screen
Enter RA-specific IT Provisioning Roles for the placement (e.g. Epic/Connect Care roles) Access the Placement Information tab Click the IT Provisioning Roles field Select a Role in the list Click the X on a previously select role to remove it from the selection NOTE: Roles are assigned to the placement and are applied to all students and instructors (staff) assigned to the placement Multiple roles may be selected and associated to a placement For split* placements, entry of the RA IT Provisioning Roles is done separately on each component placement of the split, in the respective Details screen*
Access the Contacts tab Click the icon next to the instructor name to indicate whether classroom training for the selected IT roles is required for this placement on the receiving agency If necessary, click the calendar icon to enter a comment regarding preferred training dates If the instructor does not need the RA-specific IT Provisioning Roles entered on the placement and applicable to other instructors or students, click the exclude from IT Provisioning Roles icon
Mass Update Exclude from IT roles option for instructors If all instructors in a course need to be assigned to placements but do no need Receiving Agency IT Provisioning Roles, the exclude from IT Provisioning Roles option can be enabled by default for the course: Locate the course in the Cohorts screen Click the pencil icon to edit the course settings Mark the Exclude instructors from IT Provisioning Roles check-box Mark the Apply this setting to all instructors assigned to existing placements in this course if you wish to enable this option on any existing placements Save with the green check-mark If this option is used, there is no need to manually mark the exclude from IT Provisioning Roles option on each placement separately.

Remember:

The list of RA IT Provisioning roles is specified and maintained by the receiving coordinators. Specific roles for each placement may be entered and updated by the placing coordinator or the receiving coordinator
Roles are assigned to the placement and are applied to all students and instructors (staff) assigned to the placement
If instructor(s) are assigned and the receiving coordinator makes a change to IT roles on a placement, they should notify the placing coordinator to ensure the classroom training requirement is updated is necessary
RA IT Provisioning details on the instructor profile may be entered and updated by the placing coordinator or the receiving coordinator
RA IT Provisioning details on the instructor profile are retained across multiple placements
RA IT Provisioning information and roles is accessed by receiving agency IT teams via the Security/Access Listing web service API