the cico (check in/out) system training...

Page last revised on 11/16/2017

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THE CICO (CHECK IN/OUT) SYSTEM TRAINING MANUAL

By Jay Martin

For system help, contact Elizabeth Hunziker at 29056.


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HR Flowchart Start

HR Process

Edit Employee?

Delete Employee?

Add Supervisor?

Edit Supervisor?

Add Owner?

Delete Employee Access?

Check-out Employee?

Select Employee from Drop-down List

Edit Employee Information

EDIT

DELETE

Select Supervisor from Drop-down List

Enter/Edit Supervisor Information

SAVE

YES

YES

YES

YES

DELETE

Edit Owner?

NO

NO

NO

NO

NO

NO

NO

Enter Owner

Information

SAVE

YES

Select Owner from Drop-down

List

Edit Owner Information

SAVEDELETE

YES

OR

OR

OR


Enter End Date, Email Address,

Check All 4 BoxesSAVE2 Week

OR


Check Access(s)

you want to delete

SAVE


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Supervisor Flowchart

Start

Check Out

SelectEmployee

FromDrop-down

List

Enter End Date

Supervisor Menu

SelectEmployee

FromDrop-down

List

CheckRequested

Forms/Access(s)

Supervisor Process

SIS/AIS?Select 1 COPYID/

Role

NEXTEnter

Additional Request/

Comments

2 Week Notice?Click 2 Week

Check All 4 Checkbox’s

YES

NO

YES

NO


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Start

OwnerProcess

Access Checkout

SelectEmployee

FromDrop-down

List

CheckCompleted

Forms/Access(s)

NEXT

Owner Menu

SelectEmployee

FromDrop-down

List

CheckCompleted

Forms/Access(s)

Owner Flowchart


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Table of Contents (TOC)

Misc. Page

I. Logging Into The CICO System 6 II. Changing Your Password 7

HR Section

I. Add a New Employee 9 II. Edit an Existing Employee 11

a. Enter End Date for Email Notifications 12 III. Check-out Existing Employee 14 IV. Delete an Existing Employee 16 V. Add a Supervisor 17 VI. Edit an Existing Supervisor 18 VII. Add an Owner 19

Supervisor Section

I. Adding Employee Access(s) 21

a. Work Study Considerations 22 II. Update Employee Access(s) 23 III. Checking SIS 24 IV. Checking AIS 25 V. Checking Out an Existing Employee 26 VI. Periodic Audits for Supervisors ********************* 27 VII. Periodic Supervisor SIS/HR/AIS Audits ************* 28 VIII. Periodic Data Owner SIS/HR Role Audits 29

Owner Section

I. Recording Access(s) Complete 30 II. Access Checkout 31 III. Periodic Audits for Access Owners ***************** 32


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Back to TOC Logging Into the CICO System

1. From the Germanna web page top menu, you can access the CICO system as shown below.

2. From the Check In/Out Login, put in your userid (employee id or assigned number) and your password and click ‘Login’


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Back to TOC Changing Your Password

1. From the Check In/Out Login, type your userid (employee id or assigned number) and password then click ‘Change Password’.

2. On the next screen, type your original password again then your new password twice and click ‘Update Password’.

3. If you receive the message ‘Your password change was successful!’ then your change was complete. If not, follow the on-screen directions to complete. NOTE: You can also reset your password to ‘default’ by clicking the link above the login named ‘Reset Password to ‘default’. (Without the single-quotes)


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HR Section


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Back to TOC Add a New Employee

Adding a new employee to the CICO system should happen when the new employee is hired. 1. From the HR Menu page (first page you’ll see after you successfully log in), type the employee’s first name, middle initial and last name. 2. Select Initial Status from drop-down. See descriptions on page. 3. Select Supervisor assigned to employee. 4. Select Campus or building employee will be based at. 5. Type the employee’s room number. 6. Type the employee’s birthday. (xx/xx/xx) 7. Type the employee’s EmplID. 8. Type the employee’s position number. 9. Type the employee’s start date. (xx/xx/xx) 10. Click ‘Save’


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11. Click ‘OK’

11. If you receive the message ‘Your submission has been accepted!’ then your change was complete. If not, follow the on-screen directions to complete. NOTE: An email will automatically be sent to supervisor informing them of new employee.


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Back to TOC Edit an Existing Employee

Edit an existing employee if their last name changes or other information such as their supervisor.

1. From the HR Menu, click ‘Edit Employee’ from the submenu below the top menu.

2. From the ‘Edit’ page, select your employee.

3. Change your employee information and click ‘Edit’. (be sure to reselect the correct supervisor and campus before saving!

4. Click ‘OK’.

5. If you receive the message ‘Your update was successful!’ then your change was complete. If not, follow the on-screen directions to complete. NOTE: An email will automatically be sent to the supervisor informing them of the edit.


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Back to TOC Enter End Date for Email Notifications

Enter the last date the employee will or did worked for Germanna in the End Date field and send termination notification to have accesses removed. 1. From the HR Menu, click ‘Edit Employee’ from the submenu below the top menu.

2. From the ‘Edit’ page, select your employee.

1. Enter the last physical end date the employee was or is going to be employed at GCC.

2. Click Edit button.

The highlighted field below is to be used to send email termination notifications to all access owners and the supervisor.


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Below are examples of emails that are sent by this process.

After the supervisor receives the above notification, they have three days to check the employee out of the system. If they do not meet that deadline, a reminder email will be sent to them with the Application Support manager copied on it. NOTE: This DOES NOT begin the check-out process for the employee. This is totally separate from the check-out option HR has on their HR Menu.


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Back to TOC Check-out Existing Employee

Checking out an employee is the employee’s supervisor’s responsibility but due to untimely checkouts of some employee’s, HR has been given the ability to initiate the check-out process.

1. From the HR menu, click the link called ‘Check-out Employee’.

2. From the drop-down menu, select the employee you wish to check-out of the CICO system.


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3. Fill in/check ALL the highlighted fields shown in the graphic below (comments are optional) and click ‘Save’ button. If all highligted fields are not filled in or checked, the check-out will NOT be successful. Note: The Email Address is the employee’s Germanna or VCCS address. If they have already left GCC, you can enter your own email address.

4. After you click ‘Save’, emails will be sent to the access Owners for that employee. No additional steps are needed unless prompted by future system emails.


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Back to TOC Deleting an Existing Employee

Deleting an employee would occur if you entered an employee by mistake and want them removed from system. Deletion can only occur if no employee access has been requested, granted or removed.

1. From the HR Menu, click ‘Delete Employee’ from the submenu below the top menu.

2. Select the employee to delete.

Click the ‘Delete’ button.

Click ‘OK’

3. If you receive the message ‘Your deletion was successful!’ then your request was complete. If not, follow the on-screen directions to complete.


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Back to TOC Add a Supervisor

Use this if you need to add a supervisor that will be hiring employees at Germanna.

1. From the HR Menu, click ‘Add Supervisor’ from the submenu below the top menu.

2. Enter the supervisor’s employee ID. 3. Enter the supervisor’s first and last name. 4. Select the supervisor’s department. 5. Select the campus their home office will be at. 6. Choose if the supervisor will also be an Owner of application(s), forms or other security items. 7. Click ‘Save’

8. If you receive the message ‘Your submission has been accepted!’ then your change was complete. If not, follow the on-screen directions to complete.


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Back to TOC Edit an Existing Supervisor

Edit an existing supervisor if their information changes such as deparment.

1. From the HR Menu, click ‘Edit Supervisor’ from the submenu below the top menu.

2. Select the supervisor to edit.

3. Change the supervisor information and then click ‘Save’.

4. Click ‘OK’.



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Back to TOC Add an Owner

Add a new Owner if they will be responsible for giving access(s) to applications, forms or other security items.

1. From the HR Menu, click ‘Add Owner’ from the submenu below the top menu.

2. Enter the owner’s employee ID. 3. Enter the owner’s first and last name. 4. Select the owner’s department. 5. Enter the owner’s email address. 6. Choose if the owner is also an approver of applications, forms or other security items. 7. Click ‘Save’



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Supervisor Section

*** Disable Pop-up Blockers ***


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Back to TOC Adding Employee Access(s)

Select/Add employee’s access(s) they will need after they have been entered into the system.

1. From the Supervisor Menu, select an employee to bring up their information.

2. Check the boxes beside the access’s you want to give the employee. (note: some are automatically checked when pulling up the employee. 3. Add any additional request or comments in the text box. Note: You can click ‘Descriptions’ to see a description of the applications/forms. 4. Click ‘NEXT’

NOTE: After finalized, an email will automatically be sent to owners requesting they give access(s) you chose.


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Back to TOC Work Study Considerations

Work studies do not receive certain accesses that full or part-time employees receive. Below is an image of accesses that are automatically checked by the system. It does include things that work studies may not get access to. CICO will allow you to uncheck some ‘Required’ accesses so email notifications will not be sent to unintended access Owners. Required accesses that can be unchecked are highlighted below. Please uncheck the accesses under ‘Required’ that the work study will not need access to.


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Back to TOC Update Employee Access(s)

Use this to update access information and send mails to owners.

1. From the Supervisor Menu, select an employee to bring up their information.

2. Check/Uncheck the access’s you want to give the employee. 3. Change any request or comments in the text box.

4. Click ‘Next’ button


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Back to TOC

Checking SIS

The below applies if you checked ‘SIS’ as one of the applications the employee will need access to.

1. If you checked SIS when choosing the employee access’s in Update Employee Access’s’ then

you will receive a page asking you to check the reports/roles that the employee needs.

2. After you make your selections (you may choose only 1 role in 1 department), click ‘Next’ button.

3. When you are taken back to the supervisor page, you’ll notice that SIS has ‘Edit’ beside it. You

can click that to make edits to your SIS role.


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Back to TOC Checking AIS

The below applies if you checked ‘AIS’ as one of the applications the employee will need access to.

1. If you checked AIS when choosing the employee access’s in Update Employee Access’s’ then you will receive a page asking you to check the reports/roles that the employee needs.

2. After you make your selections (you may choose only 1 role in 1 department), click ‘Next’

button.

3. When you are taken back to the supervisor page, you’ll notice that AIS has ‘Edit’ beside it. You can click that to make edits to your AIS role.


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Back to TOC Checking Out an Existing Employee

Use this if the employee has left the company or will be leaving soon.

1. Beside the Supervisor Menu button, click the Check Out button.

NOTE: Supervisor Menu must be selected to see ‘Check Out’ button

2. Select an employee to check out.

3. If sending a 2 week notice (used to inform owners of returnable items of impending termination) to owners then a. Enter ‘End Date:’. b. Click ‘2 Week’ button. OR If checking out employee that has left then

a. Enter ‘End Date:’. b. Check box if employee is coming back as an adjunct c. Check all checkboxes d. Click ‘Save’ (this will send emails to access owners that employee has left and their access(s)

need to be removed. NOTE: If clicking ‘2 Week’, email(s) will automatically be sent out to owners of items that are returnable such as keys and badge.


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Back to TOC Periodic Audit for Supervisors

It is very important for Supervisors to check employees out of the system in a timely manner. Checking your employees out of the system takes only a few minutes and speeds up the process of removing employee access(s). Suggestion: Set a monthly or quarterly calendar event to remind you to check for employees that need to be checked out of the CICO system. Supervisor

1. Periodically log into the CICO system and check-out any of your employees that no longer work for Germanna.

2. Check your checked-in employee list by clicking the ‘Active Report’ under your Supervisor menu as shown below.

3. Example drop-down listing. If you see any that have been terminated, they need to be checked out asap.

Note: When checking an employee out of the system, put in an end date, an email address and check all four boxes before clicking ‘Save’.


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Back to TOC Periodic Supervisor SIS/HR/AIS Audits

Periodically, a request will be sent out for Supervisors to view and approve employee SIS/HR/AIS access. Suggestion: Set a yearly calendar event around November to remind you that he audit request will be arriving soon. Supervisor

1. From your supervisor menu, click the link named ‘SIS/HR Access Audit Report’. Open or save the document. Repeat these steps for ‘AIS Access Audit Report’ link if applicable.

2. Review, initial each page and sign the last page. Enter any changes or additions you have on the related page. Below is an example report snipit.

.


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Back to TOC Periodic Data Owner SIS/HR Role Audits

Periodically, a request will be sent out for Data Owners to view and approve employee SIS/HR role access. Suggestion: Set a yearly calendar event around November to remind you that he audit request will be arriving soon. Data Owner

1. From your supervisor menu, click the link named ‘SIS/HR Data Owner Role Approval Audit Report’. Open or save the document. Repeat these steps for ‘AIS Access Audit Report’ link if applicable. Note: The described link will only display if you are a Data Owner.

2. The report will only show the roles that you own and all the employees that have access to

that role. Please review and add your comments, mark-ups including strike-through to remove, etc. Note: The employees Supervisor is listed also. Please confer with the employee’s supervisor about any roles you think they don’t need. Sign your form at the end and send back to me electronically or by inter-office mail.


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Owner Section


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Back to TOC Recording Access(s) Complete

After the supervisor has requested access, owner must sign in and check access(s) off as they are completed.

1. From the Owner Menu, select an employee to bring up their information.

2. Check the access(s) as they are completed. 3. Press ‘NEXT button to update the list of access(s) you have completed.


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Back to TOC Access Checkout

After you receive mail from supervisor that employee is terminating, you need to sign into system and use this menu to check access(s) as you remove them.

1. From the Access Checkout page, select the employee to bring up their information.

NOTE: Access(s) will only show up if the Supervisor has checked the employee out. 2. Check the access(s) as you remove them. 3. Click ‘NEXT button’ to update the access(s) you have completed.


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Back to TOC Periodic Audit for Owners

It is very important for Access Owners to record accesses granted and remove checked out employee’s access(s) in a timely manner. Recording access(s) granted or removed in CICO should only take a few minutes. Suggestion: Set a monthly or quarterly calendar event to remind you to remove terminated employee access(s) and record in the CICO system. Access Owners

1. Periodically log into the CICO system and record access(s) granted or remove any terminated employee access(s) that you are responsible for.

2. You can check employee access(s) that need to be recorded by clicking the ‘Pending Access Report’ link under the Owner menu as shown below.

3. You can check employee access(s) that are pending removal by clicking the ‘Pending Access Checkout Report’ link under the Access Checkout menu as shown below.


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4. You will receive message ‘Nothing pending at this time’ as shown below if you have no access(s) to remove. This is what you want to see. If you have employee access(s) to remove, you will see a listing of employees with what access(s) need to be removed. Note: You may see access(s) you aren’t responsible for removing. Only remove access(s) you are responsible for.

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