Addressing the challenges of automatic account creation

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The document discusses the challenges of automating account creation at the University for the Creative Arts. It notes that the university has 6000 students, 1200 hourly staff, and 800 fixed term employees. Currently, account creation is managed through a complex PowerShell script that is difficult to maintain. The university plans to implement an identity management system to standardize the account creation process and make it more efficient, secure and scalable. Key steps will be defining authoritative identity sources, constructing identity profiles, and ensuring governance and compliance with data protection regulations.

Technology

Addressing the challenges of
automatic account creation
George Ford, head of IT operations, University for the Creative Arts

Oskar Woinski, BA(Hons) Computer Gaming Arts

University
for the
Creative Arts
Canterbury
Epsom
Farnham
Rochester
uca.ac.uk
The University for the Creative Arts
Epsom
Canterbury
Farnham
Rochester
6000 Students
1200 Hourly paid Staff
800 Fixed Term Employees
Sunday Times Modern University of the Year

Business Case for Automation
The Mitigation of Resourcing Complexity

Time
Complexity
University
for the
Creative Arts
Canterbury
Epsom
Farnham
Rochester
uca.ac.uk
Resourcing Complexity

University
for the
Creative Arts
Canterbury
Epsom
Farnham
Rochester
uca.ac.uk
Automation
Input Process Output
Governance
Enablers

Identity Management
Understanding Business Processes and Issues with Managing Identity

University
for the
Creative Arts
Canterbury
Epsom
Farnham
Rochester
uca.ac.uk
Defining Authorititive Sources of Identity
Students
UCA
IAM
Human
Resources
(iTrent)
Agency
DirectAcademic
Registry
(SITS)
UCAS
Agency
Direct
Subsidiary
Staff
Finance
(Agresso) Agency
University
Academic
Staff

University
for the
Creative Arts
Canterbury
Epsom
Farnham
Rochester
uca.ac.uk
Identity Construction
Students
(SITS)
Student
Student
Student
Student
Staff
(iTrent)
Staff
Staff
Staff
Staff
Student
Numbers
Staff
Numbers
ID Prefix
Mail Suffix
ID Prefix
Mail Suffix
UCA
IAM
UCA
Services
Student
Selection
(Status)
Staff
Selection
(Status)

Mechanics and History
Challenges, costs, outcomes and limitations

University
for the
Creative Arts
Canterbury
Epsom
Farnham
Rochester
uca.ac.uk
Powershell
• Large Code Base (40 pages)
• Transient Powershell Skill Set
• Required SQL to extract the data
• Connections are not secured
• Limited capability with alien systems
…

University
for the
Creative Arts
Canterbury
Epsom
Farnham
Rochester
uca.ac.uk
MIM
SQL
A/D
Email
SSO /
Apps

University
for the
Creative Arts
Canterbury
Epsom
Farnham
Rochester
uca.ac.uk
Biztalk
Data
Warehouse
Blackboard
(Hosted)
SITS
Enterprise Service Bus
• Decoupled Applications
• Standardised Connections Method
• Data Warehouse Enabler
• Secure Data Transport
• Performant Data Transport

University
for the
Creative Arts
Canterbury
Epsom
Farnham
Rochester
uca.ac.uk
In Summary
 Processes must be consistent and repeatable
 Lines of authority and accountability must be clear and agreed
 Automated processes must also be governed and monitored
 Source data checks must be first point diagnostics
 Coded automation must be understood and maintained
 Solution must be GDPR compliant

University
for the
Creative Arts
Canterbury
Epsom
Farnham
Rochester
uca.ac.uk
Principles
 IT are not experts in managing people
 You are not the first person to automate
 Data is an Asset
 Garbage in = Garbage Out
 Keep It Simple
 Precedent is not a strategy
 Hope is a four lettered word

customerservices@jisc.ac.uk
jisc.ac.uk
Thank you
George Ford (Head of IT Operations)
Addressing the challenges of automatic account creation.
gford2@uca.ac.uk
University for the Creative Arts, Falkner Road, Farnham

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Addressing the challenges of automatic account creation

1. Addressing the challenges of automatic account creation George Ford, head of IT operations, University for the Creative Arts

2. The University for the Creative Arts Creative: Arts | Business | Technology

3. Cristian Romero-Geschier, UCA Farnham

4. Curtis Parratt

5. Oskar Woinski, BA(Hons) Computer Gaming Arts

6. University for the Creative Arts Canterbury Epsom Farnham Rochester uca.ac.uk The University for the Creative Arts Epsom Canterbury Farnham Rochester 6000 Students 1200 Hourly paid Staff 800 Fixed Term Employees Sunday Times Modern University of the Year

7. Business Case for Automation The Mitigation of Resourcing Complexity

8. Time Complexity University for the Creative Arts Canterbury Epsom Farnham Rochester uca.ac.uk Resourcing Complexity

9. University for the Creative Arts Canterbury Epsom Farnham Rochester uca.ac.uk Automation Input Process Output Governance Enablers

10. Identity Management Understanding Business Processes and Issues with Managing Identity

11. University for the Creative Arts Canterbury Epsom Farnham Rochester uca.ac.uk Defining Authorititive Sources of Identity Students UCA IAM Human Resources (iTrent) Agency DirectAcademic Registry (SITS) UCAS Agency Direct Subsidiary Staff Finance (Agresso) Agency University Academic Staff

12. University for the Creative Arts Canterbury Epsom Farnham Rochester uca.ac.uk Identity Construction Students (SITS) Student Student Student Student Staff (iTrent) Staff Staff Staff Staff Student Numbers Staff Numbers ID Prefix Mail Suffix ID Prefix Mail Suffix UCA IAM UCA Services Student Selection (Status) Staff Selection (Status)

13. Mechanics and History Challenges, costs, outcomes and limitations

14. University for the Creative Arts Canterbury Epsom Farnham Rochester uca.ac.uk Powershell • Large Code Base (40 pages) • Transient Powershell Skill Set • Required SQL to extract the data • Connections are not secured • Limited capability with alien systems …

15. University for the Creative Arts Canterbury Epsom Farnham Rochester uca.ac.uk MIM SQL A/D Email SSO / Apps

16. University for the Creative Arts Canterbury Epsom Farnham Rochester uca.ac.uk Biztalk Data Warehouse Blackboard (Hosted) SITS Enterprise Service Bus • Decoupled Applications • Standardised Connections Method • Data Warehouse Enabler • Secure Data Transport • Performant Data Transport

17. University for the Creative Arts Canterbury Epsom Farnham Rochester uca.ac.uk In Summary  Processes must be consistent and repeatable  Lines of authority and accountability must be clear and agreed  Automated processes must also be governed and monitored  Source data checks must be first point diagnostics  Coded automation must be understood and maintained  Solution must be GDPR compliant

18. University for the Creative Arts Canterbury Epsom Farnham Rochester uca.ac.uk Principles  IT are not experts in managing people  You are not the first person to automate  Data is an Asset  Garbage in = Garbage Out  Keep It Simple  Precedent is not a strategy  Hope is a four lettered word

19. customerservices@jisc.ac.uk jisc.ac.uk Thank you George Ford (Head of IT Operations) Addressing the challenges of automatic account creation. gford2@uca.ac.uk University for the Creative Arts, Falkner Road, Farnham

Editor's Notes

Good afternoon Four letter words - HOPE / CASH / GDPR <Click>
It gives me great pleasure This afternoon Give context
Teaches creative arts Definition of art everything you touch / see / use - designed / art. <click>
Applying artistic skills to a career Photography - Light Graph <click>
Understanding tech Computer gaming arts <click>
We deal in complexity Exponential growth Resources are deployed Panic <click>
Enablers - people / process / allies / cash Garbage in - Garbage Out Automate a process Monitor <Click>
Authentication = Authorisation WHOs Authority? <Click>
Rehash names to make credentials BAD Student Number / Staff Number Login ID is a door key, it’s not someones identity. <click>
Four lettered word - CODE GPDR - encryption SQL + Powershell.
CODE again CASH GDPR is OK.
CODE and COST again Much more flexible

Addressing the challenges of automatic account creation

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