Purpose of this Article: This solution article provides information from the April 13, 2021 POI Process for Contractors and Other Non-Employees Live Event presented by the Department of Technology (DT) and Controllers Systems (CON Systems) Division. This article includes the slide deck presented, a link to the recording of the live event, and the attendees’ questions and the answers provided by DT and CON Systems.

Audience: POI Submitters (HR System Access Approvers & Designated IT Staff for POI Requests) and POI Sponsors

Author: Alexis Cruz Eusebio

Version/Update Date: 1.0 / 4/30/2021

 

The Department of Technology and Controllers Systems Division presented the POI Process for Contractors and Other Non-Employees Live Event on April 13,2021 to provide POI Submitters information regarding the POI process. The slide deck presented is attached at the bottom of the solution article, and you can click the image below to view the recording.

 




Q&A from the Live Event

 

Q1. How will POI Sponsors know if there's already an existing POI or DSW# prior to submission request?

A1. There are three ways for POI Sponsors to determine if there is already an existing POI or DSW#:

  1. POI Sponsors must verify directly with the contractor if they’ve ever worked with CCSF as an employee or contractor, and if so what their DSW# or POI# was.
  2. POI Sponsor can ask for their department IT administrator’s assistance in validating the information in their MyApps Helpdesk Administrator page.
  3. POI Sponsors can also work with the department’s HR System Access Approver (HR SAA), since they can access this information in SF People & Pay.

 

Q2. Will this deck be made available for future reference?

A2. Yes, this deck will be available in the April 13, 2021 POI Process for Contractors and Other Non-Employee Live Event solution article.

 

Q3. What if the POI was a retired employee returning to us as a non-department hire? This has occurred before for C3 Moscone staffing for the current COVID event. We had some mix up and couldn’t use the standard POI workflow.

A3. Since a Retiree already has an existing DSW #, we cannot create another ID. If a Retiree returns to your department as a non-employee, please submit a ServiceNow (SNOW) ticket to DT so they can assist with creating an account directly in the Citywide Active Directory (CWAD).

 

Q4. There are some long-term contractors (on multi-year contracts). Can DT set up a system for these contractors to coincide with the contract term?

A4. As per City Cybersecurity IAM policy, all the City contractors maximum contract period is only 9 months max, but the sponsor can extend to another 9 months before 30 days of the current contract expiration.

 

Q5. We currently have two POI sponsors within IT. Can we request for additional POI sponsors now or in the future?

A5. To clarify, there are no limits to the number of POI Sponsors a department can have. Each POI can only have one POI Sponsor, but the total number of POI Sponsors a department can have is at the department’s discretion. The number of POI Submitters on the other hand, is a different matter. POI Submitters are HR System Access Approver and Designated IT Staff responsible for vetting and submitting POI requests. Departments are limited to a maximum of two HR SAAs and two Designated IT Staff for POI requests. The total number of POI Sponsors is limited to ensure accountability for POI records.

 

Q6. Will the non-POI sponsors get the notification that their POI's account is about to expire?

A6. The person you list on the POI request as the POI Sponsor will receive the 30-day expiration notice and all subsequent expiration notices. If the POI Sponsor does not extend the POI’s Planned Exit Date seven days as of the expiration date, the POI and the DISOs will also receive the 7-day expiration notice.

 

Q7. Will POI sponsors, who are not POI submitters, be able to access contractor management through MyApps and extend or terminate POI accounts?

A7. Yes, all POI Sponsors are able to access the Contractor Administration page in MyApps. POI Submitters must inform POI Sponsors that they are responsible for managing their POI’s Planned Exit Date, and inactivating their POI account when the POI is no longer associated with the department.

 

Q8. Why 9 months and not 1 year?

A8. The maximum 9-month expiration date is based on cybersecurity best practices and standards. 

 

Q9. If an employee had a name change, how will sponsors know if they had an existing POI/DSW?

A9. Before requesting that a POI Submitter send a request for a POI record, we recommend that POI Sponsors ask POIs if they’ve ever:

  • Been employed by the City, and if so what their DSW# was
  • Worked with other City departments in a non-employee capacity, and if so, what their POI# was
  • Used a different name

It is critical that a conversation takes place between the POI Sponsor and the POI to verify identity, and it is the POI Submitter’s ultimate responsibility to determine if a new POI record and ID is truly necessary based on the POI Sponsor’s findings and records in SF People & Pay. Again if you are a POI Submitter and do not have access to confirm person identity in SF People & Pay, please work with your Department HSS to confirm this data on your behalf.


Q10. What process do depts use when a POI request comes from POI sponsor to POI submitter? Is there a form template?

A10. We don’t believe there is a template that departments use, but CON Systems and DT can work together on creating a template to facilitate the data gathering and onboarding process.

 

Q11. If we only need a shared email, do we still create it through CWAD or is this considered POI?

A11. POI records can only be created for people, and never for general or shared accounts. If you need a shared email account, please submit a DT SNOW ticket for assistance with creating this account in the CWAD.

 

Q12. As department POI sponsors, are we supposed to verify the requester's identity? Sometimes, it could be hard to tell if someone has an existing AD account or not if we are not provided with accurate information.

A12. Yes, we understand that verifying a POI’s identity can be challenging at times. As previously mentioned, it is critical for POI Sponsors to have a conversation with the POI to ask if they’ve ever worked for the City, worked with other City departments in a non-employee capacity, or if they’ve ever used other names. Again, ultimately it is the POI Submitter’s responsibility to determine if a POI record and ID is truly necessary based on the POI Sponsor’s conversation with the POI, information available in the MyApps Helpdesk Administrator page, and the data in SF People & Pay. A reminder that if a POI Submitter does not have access to this data in SF People & Pay, the POI Submitter must coordinate with the HR SAA to confirm this information.

 

Q13. If a POI transitions into an employee, is the POI going to keep the POI# as the DSW # or [will] the POI will get a new DSW#, since the MyApps portal login ID is either the POI# or DSW#?

A13. Yes, if the POI transitions into an employee, that individual is to reuse the same ID# when they become an employee. In fact, the document that department HR staff submits to the Department of Human Resources for appointment validation addresses whether the new hire has an existing DSW or POI # in SF People & Pay so we can reuse the same ID.

 

Q14. Is there a report of who are the Dept POI Sponsors are?

A14. There is currently no report of Dept. POI Sponsors. However, DT will be auditing this information on a quarterly basis, and you will be provided a list of your POIs and their POI Sponsor. 

 

Q15. For long term multi-year contractors, will [we] be able to have a POI account activated for 9 months, then renew for another 9 months, then another?

A15. The original creation of a POI record can have a maximum expiration of one year. You can then continue to extend the POI’s Planned Exit Date for a maximum period of 9 months at a time.

 

Q16. Most of us do not have proper training in personal information verifications. Is there an official documentation on the steps we need to take to verify the requester's identity? As sponsors, what are the consequences if we mistakenly approved and requested a POI account?

A16. Please view the response to Q1 for the three different ways that POI Sponsors can confirm if the individual has an existing POI or DSW#. CON Systems and DT will also work together on developing an onboarding template to facilitate this process. There are various issues that can occur when multiple IDs are created for a single individual. For starters, multiple IDs result in login issues, and your department will have to work with DT to merge the accounts. Additionally, any SF Learning training your POI may have taken under their first ID will not be linked to their new ID, so it will appear as though they never fulfilled prior training requirements. 

 

Q17. I have created several POIs in the last 30 days, but they are not showing up in the report table from the My Apps Portal. Why is that? Has it been updated yet? 

A17. Prior to MyApps v3 going live on Friday, April 9, POI Sponsors were only able to view POIs with a Planned Exit Date within 30 days as of the view date. However, MyApps v3 now allows POI Sponsors to filter the Planned Exit Date, so you can enter a Planned Exit Date up to one year as of today’s date. If you still cannot view your POI based on a filtered date, please submit a DT SNOW ticket.

 

Q18. Let's say you have two dept. managers that are designated POI sponsors, and two dept IT POI sponsors. Would all the sponsors get the notification email that access is about to expire?

A18. Please see response to Q6.

 


Additional Questions?

More information is available in the Submitting POI Service Requests solution article. You can also reach out and we'd be glad to assist!



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