UNC-CH Information Technology Services

Affiliate Management System streamlines HR processes

How long would you like to go without e-mail or building access when you start a new job?

When contract employees, research associates, visiting scholars, and others categorized as “affiliates” join the campus network, they receive key identifiers such as a PID, One Card and Campus Directory listing. These are the things that make it possible to get going on campus - for example, to log into key systems and to receive e-mail. Thanks to ITS, the time it takes to obtain these services has gone from a few days to a few hours.

The One Card application support team in ITS Enterprise Applications designed Affiliate Management System, an application that synchronizes the campus systems for PIDs, One Cards and the Campus Directory. The system provides a secure and standardized method of submitting new affiliate requests, along with a faster turnaround for PID creation.

Before the Affiliate Management System, HR facilitators had to fill out paperwork and fax it to the PID office to add an affiliate, then wait for the request to be processed by various campus offices. Now, the HR facilitator simply logs into the system and enters the appropriate information. The process can be completed within 24 hours.

“This application is, above all, a big timesaver,” said Mike Jennings, advanced applications analyst. “It’s a collaboration between ITS, the One Card Office and the PID office.”

HR facilitators can now log into the application and use it to add new affiliates to their department. It was previously piloted by a small test group of HR facilitators.

“The people who have used it so far have been very pleased,” said Jennings. “It gives them a quicker turnaround, and it’s more user-friendly than the old system.”

To learn more about the Affiliate Management System, view the training video at https://s4.its.unc.edu/affiliateweb/training/trainingvid.jsp.