1) Get a copy of the monthly termination spreadsheet from UltiPro BI. You will need to pull two reports due to BI's set up. 1. Termination Detail for IT - SC Initiated. 2. Termination - Outpunch. Copy final punches from the Termination Detail for IT - SC report from Termination - Outpunch. It is easiest to pull up last month’s report, perform a VLOOKUP based on the employee numbers and then copy and paste the remaining punches. Jennifer, Meghan, or Jessie have access to run these reports.
2) Create a new folder for the month you are working on and save a copy in F:\InformationTechnology\Users\Audit_Data\Monthly Audits.
3) Make a copy of the previous month's audit and save it in the new folder. Sort the data in the monthly term spreadsheet by termination date, double checking that all of the terms near the end of the previous month were on the previous audit, if they're missing include them in new audit. Paste the current terms into the user audit spreadsheet starting with the employee number column and then sort by Employee Name.
4) Log into Adaxes click on the HHSC_CO link, then in the upper left enter the first or last name of the employee in question in the Filter look up:
5) If the user has been deactivated they should have a small red x next to their icon and a disable date in the description, if the date is missing just enter a “yes” into the audit spreadsheet. If they have not been deactivated, click on their name, and then click on Disable account in the left-hand menu and yes on the pop up. Click on the circle icon with the pencil to edit the user. Enter in the date and your initials in the General > Description, in the Account section make sure the Account is disabled box is checked and then click the round icon with the check mark to save your changes. In the user audit spreadsheet highlight any deactivation dates that you entered. If they do not come up in Adaxes, enter N/A into the Vision, Last TS, Last Vision, and Adaxes date boxes on the spreadsheet.
6) Next log into MyUnity/Vision, navigate to the Setup>Security>Users>Update User Privileges. Search for each Adaxes user and verify that they have an inactivation date entered and the Also terminate from personnel file box is checked. Enter the Inactive date into the Vision Inactive Date field. If they haven't been inactivated or the box is not checked, enter the current date/check and highlight the date on the spreadsheet.
7) Next log into the HMX server and open SQL. IOpen up the folder under: \\vg-cor-f3\Cor-DATA$\SupportServices\IT-filesAccessThruSW\BusSysApplications_COR\Netsmart_Custom_Reporting\Monthly Admin Queries and open User activity audit - full listing query. Execute the query against the Master database, it takes a bit for the query to run, so grab a snack.
Scroll to find each user and enter in the Last TS and Last Vision access dates, double checking they aren't after the term date. If there is activity after the term date jump to step 8. If the dates are blank it means they never logged into the touchscreen/Vision, enter N/A into the user audit.
8) If user activity is listed after the employee's last punch date or termination date, you'll need to look up their log in activity. First, you'll need to look up the EntityUserSys from the Vision.Entities table. Run an open query for the top 1000 lines and then find the person you are looking for by searching for their DisplayName. Once you have their EntityUserSys number you can look up their activity in the Secure>Views>dbo.hmxvwAudit table. Search for their UserSys and review any activity that is after their last punch/term date. Copy and paste the data into an excel spreadsheet and report immediately to Jessie or Debbie. To decipher the type of activity you can look up the AuditActivitySys in the Secure.dbo.AuditActivities table to view the ActivityDesc index.
9) To check when users were disabled in Active Directory, log into KnowBe4 and navigate to Users and change the status filter to Archived. Search for each user, click on username, navigate to the User Info tab and look for the Archived-On date in the User Account Details. Enter this into the AD Inactive Date field on the audit. If they do not show up under the Archived notify Tyler or Hector to deactivate them in Active Directory and notify Kitt or Debbie so we can begin an investigation for user activity after their termination date.
10) In the search bar in Fresh service, search for termination and the last name of the employee to look up the termination ticket date. Enter this date into the Ticket Received field.
11) Close out the ticket, noting any staff who weren't deactivated correctly in the resolution notes.