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Description: A student registers for the semester or quarter, they should automatically have library privileges, to enter building, use library workstations, circulate books, recall books, other services, also access electronic resources licensed by the library. When they are no longer registered, privileges change. Privileges may vary based on geographic location (e. g. e-resources licensed for access to Chicago campus, not Beijing or London).
User(s): Students
Business Owner(s): Registrar
IdM Opportunity: Seamless provisioning solutions that automatically grant access specific to needs based on entitlements a user has streamlines their ability to immediately get the information they need. It also allows for those that need to disseminate the information, to worry less about how it gets out and if it gets out and to focus on the content instead.
Kuali OLE: Provisioning and De-provisioning
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non-university, non-federated users
Description: As people are hired or change positions, many times it leads to delays and requires multiple contacts/requests be made to ensure they have the correct library privileges (see students). Additionally, when they leave, the removal of access is often a catch up process. Privileges may vary based on geographic location (e. g. e-resources licensed for access to Chicago campus, not Beijing or London)library adds non-university researchers, they should automatically have certain library privileges, to enter building, use library workstations, circulate books, recall books, other services, also access electronic resources licensed by the library. Privileges vary with type, may be visiting researchers in Special Collections, special libraries that purchase access to certain resources, general public accessing a Federal Documents Depository. When they are no longer registered privileges change.
User(s): Facultyexternal borrowers, Staffreaders
Business Owner(s): HR, ProvostLibrary
IdM Opportunity: Provisioning and De-Provisioning tools and logic with configurable notifications or workflow associated with these processes would ensure that employees are quickly “onboard” or removed from access setups where necessary when they move or leave.
Kuali OLE:
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Federated Identity Data
Description: Students who are taking courses at multiple schools, should be setup easily and cleanly across those schools systems. Still provide local control, not quite batch syncing, but more seamless. Includes faculty that instruct across different universities/schools; persons that are interacting with multiple institutions at the same time. Consortia of libraries may use a single OLE system and need to add students/faculty/staff from multiple institutions. A group of libraries may have a Reciprocal Borrowing agreement, although they have separate library systems (OLE or other). Library privileges may vary by agreement. Hathi Trust will offer access to copyright restricted materials for disabled studentsDescription: As library adds non-university researchers, they should automatically have certain library privileges, to enter building, use library workstations, circulate books, recall books, other services, also access electronic resources licensed by the library. Privileges vary with type, may be visiting researchers in Special Collections, special libraries that purchase access to certain resources, general public accessing a Federal Documents Depository. When they are no longer registered privileges change.
User(s): external borrowers, readersFaculty, Staff, Students
Business Owner(s): LibraryInstitutional IdM administrators
IdM Opportunity: Provisioning and De-Provisioning tools and logic with configurable notifications or workflow associated with these processes would ensure that employees are quickly “onboard” or removed from access setups where necessary when they move or leave.
Kuali OLE: Duplicate/Matching Logic
A federated identity structure would allow more institutions to interact with each other more efficiently when faculty, students, and staff are engaged in activities with multiple campuses or institutions. With the data federated, parts of the person data, their roles and groups wouldn’t necessarily have to exist in both systems, the receiving system could honor/use those from the sending system. Done right, this type of interaction could lead to a more widely adopted and richer system.
Kuali OLE: Relationships to Person
Description: For granting proxy access to library privileges. It is common for a faculty member to assign his/her library privileges to a graduate student helping them with research
User(s): FacultyDescription: Often times there are multiple users entering new students into a system; this can lead to the creation of duplicate system ids for a single person. Registrar accreditation is dependent on this. i.e., student leaves and comes back later, making sure that the record is maintained over time (can’t just make a new person each time).
User(s):
Business Owner(s): Library?
IdM Opportunity: Create an IdM service that allows application areas to specify the attributes that are checked when adding a new person to determine potential duplicatesBacked by Role Management, a person could identify the role of another person thereby giving them proxy or access to select pieces of their information and to their library privileges.
Kuali OLE:
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Role Management
Description: Former students or alumni may have more limited library privileges. E-resource licenses usually do not include them. Borrowing privileges expire although they may continue to enter the building and use resources on site. They may purchase additional borrowing privileges from the library. Even when privileges expire library retains records for items still checked out and fines still owed. When an employee is terminated their library privileges end. Library retains records for items still checked out and fines still owed. A student who works at library, when they stop working need to have permissions to update/edit records removed. Grace periods may vary. Email and e-resource for student stay for 6 months. Library borrowing privileges expire immediately on graduation. Need Expiration date for library borrow privileges. Also if Library fees are not paid and materials returned, often students are not allowed to graduate or register for classes. Ability to share this restriction with Registrar system would be useful.
User(s): Alumni and former students; Former employees
Business Owner(s): Library
IdM Opportunity: A robust Role Management infrastructure would allow for permissions and access to be limited based on the role (Alumni, Former Student, etc.) of the accessing person
Description: Students who are taking courses at multiple schools, should be setup easily and cleanly across those schools systems. Still provide local control, not quite batch syncing, but more seamless. Includes faculty that instruct across different universities/schools; persons that are interacting with multiple institutions at the same time. Consortia of libraries may use a single OLE system and need to add students/faculty/staff from multiple institutions. A group of libraries may have a Reciprocal Borrowing agreement, although they have separate library systems (OLE or other). Library privileges may vary by agreement. Hathi Trust will offer access to copyright restricted materials for disabled students.
User(s): Faculty, Staff, Students
Business Owner(s): Institutional IdM administrators
IdM Opportunity: A federated identity structure would allow more institutions to interact with each other more efficiently when faculty, students, and staff are engaged in activities with multiple campuses or institutions. With the data federated, parts of the person data, their roles and groups wouldn’t necessarily have to exist in both systems, the receiving system could honor/use those from the sending system. Done right, this type of interaction could lead to a more widely adopted and richer system.
Kuali OLE: Merging Duplicates
Description: Even with complex matching logic, there are still cases where a single person may be added into a system with multiple ids. Having a single id is essential to keeping a clean and complete record of a person. Need to make sure there are not duplicate records for same person because they are both faculty and student, merge and keep affiliations so they get the highest level privilege they can, faculty have indefinite loan period, student must return book at end of quarter
User(s):
Business Owner(s):
IdM Opportunity: An IdM service that would provide a quick and seamless tool for merging multiple records into one would allow for cleaner data and a complete record of a person for current and historical purposes.
Kuali OLE: Relationships to Person
Description: For granting proxy access to library privileges. It is common for a faculty member to assign his/her library privileges to a graduate student helping them with research
User(s): Faculty
Business Owner(s): Library?
IdM Opportunity: Backed by Role Management, a person could identify the role of another person thereby giving them proxy or access to select pieces of their information and to their library privileges.
Kuali OLE: Role Management
Description: Former students or alumni may have more limited library privileges. E-resource licenses usually do not include them. Borrowing privileges expire although they may continue to enter the building and use resources on site. They may purchase additional borrowing privileges from the library. Even when privileges expire library retains records for items still checked out and fines still owed. When an employee is terminated their library privileges end. Library retains records for items still checked out and fines still owed. A student who works at library, when they stop working need to have permissions to update/edit records removed. Grace periods may vary. Email and e-resource for student stay for 6 months. Library borrowing privileges expire immediately on graduation. Need Expiration date for library borrow privileges. Also if Library fees are not paid and materials returned, often students are not allowed to graduate or register for classes. Ability to share this restriction with Registrar system would be useful.
User(s): Alumni and former students; Former employees
Business Owner(s): Library
IdM Opportunity: A robust Role Management infrastructure would allow for permissions and access to be limited based on the role (Alumni, Former Student, etc.) of the accessing person.
Kuali OLE: Distributed Sessions
Description: Changes to a piece of data, if you’re in an application to request transcriptions, receive a financial warning block, click on a link, passing where the user came from and what their context is. Sharing that information across applications. Monitoring timeouts for stale sessions. Need to let library correct data, like an address and let it propagate back to the rest of the IdM system. Shouldn’t have to call up registrar to get them to fix and wait for a feed.
User(s):
Business Owner(s):
IdM Opportunity: Presence, Location, and Authorization pieces of an IdM system should work together to recognize when person is operating in multiple sessions across applications and react appropriately (adjusting time outs, etc.) when this is happening.
Kuali OLE: Connectibility
Description: Address and their accuracy over time are critical to an institution’s ability to effectively maintain in contact with faculty, students, and employees over time. Library needs to provide timely feedback on items recalled, on hold, fines and fees, providing a link to a requested item obtained for the person, etc.
User(s):
Business Owner(s):
IdM Opportunity: External vendors provide plug-in options for validating address information in real time during entry that many institutions have found to be extremely effective in collecting clean/correct addresses. While the creation of a service within would be optimal, at a minimum an IdM could provide easy ways for institutions to continue with these plug-in options.
Kuali OLE: Life Long ID and Person Registry
Description: Alumni and Retirees (Endowment), work w/CRM. Keeping a single ID for person over the life cycle of the person. Even after termination or retirement Library retains data for items never returned and fines and fees not paid.
User(s): Faculty, Staff, Alumni, Retirees
Business Owner(s):
IdM Opportunity: A single, institutional source to store all persons, with a single ID that remains with the person for all phases of their interaction with the institution allows for clean, long term, historical data while reducing the potential for a single person having duplicate IDs. Without this, a person may exist in multiple systems and thus result in a fragmented and incomplete representation of the person in all.
Kuali OLE: Batch Processing/Syncing
Description: Fewer sources of data, with better security around it, the better off and cleaner the data will be and easier to keep up-to-date. A consortial library system may need to sync data from more than one institution.
User(s): Library
Business Owner(s): HR, Registrar
IdM Opportunity: Allowing efficient updating or information as status of user, address, and contact information changes. An efficient way to capture changed information and passing changes to other campus systems.
University of Arizona: Connectibility
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