Division of Information Technology

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Identity and Group Management System (IGMS)

Introduction

The IGMS consolidates information from a number of systems used throughout the university including Banner Finance, Banner Student and Alesco. It has many features and more will be added in coming development phases. It fully manages an identity throughout its lifecycle whilst reducing complexities and streamlining many processes.

IGMS can be accessed from a CSU owned computer on campus using a web browser. It cannot be accessed over the Internet outside of the CSU network.

Real time updates

When a new staff member is entered into Alesco or a new student is entered into Banner their account is created and ready for use within minutes instead of having to wait until the next day. Similarly changes to information in source systems are reflected in the IGMS in less than 5 minutes. Source systems are called External Resources in the IGMS. Examples which currently provide information to the IGMS include Banner (used for Student and Finance records), Alesco (used by Human Resources for staff records) and Temporary Access (used by permanent staff to create temporary accounts).

Security

Logging into the IGMS

The IGMS is only available from the CSU network

IGMS permissions

The information which can be viewed and managed depends upon the system group you are a member of. They are outlined in the table below.

If you require additional access please contact your section's System Administrator. If you do not have a System Administrator in your team log a job with the IT Service Desk.

Although you can view your own identity you cannot modify your identity, group or service memberships (this includes System Administrators). This is a security feature to prevent unauthorised elevation of permissions.

Group Name Abilities in the IGMS
System Administrator View all screens and perform all functions
Identity Lookup View Identity and Reconciliation History only, cannot make changes
Identity Management View and make changes to identity information
Reconciliation Management View and make changes to resolve Reconciliation issues
Groups and Services Lookup View Group and Service information, cannot make changes
Groups and Services Management View and make changes to Groups and Services
External Resource Lookup View External Resources, cannot make changes
External Resource Management Manage External Resources

Identities

An Identity is a person (not an organisation) that has a formal affiliation with the University and requires access to our online services. In the IGMS each person has one central identity record which is reconciled against all other identities. This Identity is allocated a unique CSU Identification number (CSU_ID) which is independent of any other application (eg Banner and Alesco).

Attributes may change (e.g. maiden name to married name) but not the identity of the person.
While each person’s identity will be retained indefinitely at CSU, if the identity does not meet the criteria to be a member of a group they will lose access to services.

There should only be one identity per individual. Events such as changes (to last name) and typographical errors during data entry can result in duplicate identities for one individual. The IGMS automatically audits and compares identities to ensure there are no duplicates before they are created in the IGMS. If any are detected they are displayed in the Reconciliation History List where they can be checked and resolved.

Groups

A group is a collection of Identities that share common attributes such as Staff or Students. Groups are used to support business functions and membership determines the services which are available to each identity. When active, all Identities belong to at least one group.

Group membership can be automated using criteria based on attributes and new groups can be created manually to continue to effectively manage the access needs of particular sections throughout the university.

To request creation of a new group

To request a change of criteria for an automated group

To request removal of a group

For all other enquiries regarding Groups please email igmssupport@csu.edu.au

Services

A service is an application or technology that supports a business function. User authentication controls access to services.

Services are linked to the groups that need access to them and so the majority of services are automatically assigned according to group membership. There are, however, additional services which can be manually added to particular identities in particular groups.

Examples of services include Internet and Wireless Network Access.

To request creation of a new service

For all other enquiries regarding Services please email igmssupport@csu.edu.au

Navigation tip

Always use the left hand menu or the breadcrumb navigation (to the right of the top menu item) to display the feature or function you require.

Do not use the browser's Back button as this will take you back to the login screen.

Menu

The menu items available on the left hand side of the screen are dependent upon the role (level of access) that you have been granted.

A plus sign (+) to the left of a menu name (see Fig 1. below) indicates it's a top level menu.Clicking on it will display the submenu items (see Fig 2. below).

When you move your mouse over an item in the left hand menu the text will change to red and underline will appear. If you hover your mouse over a menu item a tip will popup to advise the functions available in its submenu (see Fig 1. below).

Screenshot of tool tip

Fig 1. Identity Management menu and tooltip

Screenshot of Identity Management menu expanded

Fig 2. Identity Management menu expanded to show submenu items

Automatic timeout period

If there is no interaction with the IGMS for 30 minutes you will be automatically logged out. When you login again you will not be returned to the screen you were using, you need to navigate back to it.

Logging out

Remember to logout when you have finished using the IGMS.The Logout link is located in the top right hand corner of the system (next to the name of the person who is currently logged in).

Further help and support

A question mark icon is provided on every screen to enable you to access context sensitive help.

If you cannot login to the system, access particular functions or experience any other problems log a request for assistance with the IT Service Desk.

Reconciliation Failures

Reconciliation Failures are displayed upon login to those in the Identity Lookup and Reconciliation Management group. The Administration Console screen which provides a shortcut to Reconciliation Failures can be displayed at anytime by pressing the refresh button in your browser or using the keyboard shortcut (F5 in Internet Explorer). Those in the Identity Lookup group can view the failures but they cannot make any changes.

Reconciliation Failures are grouped by External Resource (source system). The number which appears in square brackets next to the name indicates how many Reconciliation Failures have been detected and require action.

To view Reconciliation Failures

  1. Click the External Resource name

The Reconciliation History List will open. See the steps below To view Reconciliation Details to learn how to sort and change page results.

To view Reconciliation Details

  1. Click the red 9 digit number in the Identifier column to view the reconciliation details for that item

To sort in ascending order

  1. Click the column title you wish to sort by once to sort in ascending order. The up arrow will display next to the column title to indicate its sort status

To sort in descending order

  1. If the column is already in ascending order, click the column title you wish to sort by once to sort in descending order, otherwise click the column title twice. The down arrow will display next to the column title to indicate its sort status

To view the next page of results

  1. Click the page number or the Next button (underneath the results)

To change the number of results displayed on one page

  1. Underneath the Identity Results List click the drop down arrow and then select the number of results you would like displayed. Options are 5, 10 (default), 20, 50 or 100

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