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HomeMy WebLinkAboutF06.0 Employee Accounts �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- EMPLOYEE ACCOUNTS SECTION. F NUMBER: 6.0 PREPARED BY- Information Technology REVISED DATE: 02/01/2014 PAGE: 1 of 3 PURPOSE 6.1 The purpose of the Employee Accounts policy is to provide uniformity throughout the City in the creation of computer accounts for new-hires, and removal or "lock-out" of computer accounts at termination or during a disciplinary action. POLICY 6.2 Definitions: 6.2.1 An "employee" is a person who has been entrusted with access to the City of Grapevine Computer Network. At time of employment, the Department Head will request the creation of a "new employee account." Each employee in the City is assigned a unique computer network account giving them access to those areas within the network that have been designed to facilitate their job duties. This system has been designed to provide a secure network environment that is functional for all employees. 6.2.2 Each employee is responsible for the contents and use of their individual "employee account." Some features of an "employee account" are assigned automatically, some must be created, and others are optional. These features assign certain restrictions, privileges, and rights to the employee. 6.2.3 Access to all City network resources is granted on a "Least Privilege" basis. 6.3 Employee Account - Creation 6.3.1 When a new employee is hired, the Supervisor submits a "New Employee Request Form" from the Intranet at least three days in advance of the new hire's start date. This form is located on the City Intranet under Computer & Phone Request". Select "New Employee Setup". 6.3.2 Upon receipt of the: New Employee Request" form IT creates an employee account for the individual, and notifies the requestor of the assigned login name and temporary password for this new account. �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- EMPLOYEE ACCOUNTS SECTION. F NUMBER: 6.0 PREPARED BY- Information Technology REVISED DATE: 02/01/2014 PAGE: 2 of 3 6.4 Employee Account - Activation The IT department creates the employee account with a temporary password. This new employee I.D. (login), along with its temporary password is sent to the Supervisor. The new employee logs-in with the new employee I.D. and the temporary password. At this time, the Network prompts the employee for an immediate password change. The employee must change the password at this point. When this is accomplished, the new account will be fully activated. 6.5 Employee Training Software application training for employees is the responsibility of each individual Department. The IT Department is focused on providing a reliable network environment and not on the application training of employees. IT Personnel are available should an application malfunction; however employee training should be sought through a suitable training center. 6.6 Employee Account - Deactivation 6.6.1 When an employee is terminated the Supervisor must submit a"Computer& Phone Request"from the City Intranet; using a "Problem Type" of"Network Issues" and "Sub-Problem Type" of "Delete Employee Account". 6.6.2 IT deactivates the employee's account for 60 days before deleting the account. IT also copies the employee's home directory to the Supervisor's home directory. 6.6.3 For disciplinary termination or upon disciplinary suspension, or other circumstances such as an internal investigation, it is the responsibility of the Department Head, his designee or the Personnel Director to immediately notify the Director of IT or Assistant Director of IT that a specific employee account needs to be deactivated. 6.6.4 The IT Director or Assistant Director immediately deactivates the specified employee's accounts, preventing any unauthorized access. Upon termination, the employee's home directory is copied to the Supervisor's home directory. CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- EMPLOYEE ACCOUNTS SECTION. F NUMBER: 6.0 PREPARED BY- Information Technology REVISED DATE: 02/01/2014 PAGE: 3 of 3 6.7 Employee Account — Reactivation Employee accounts that have been de-activated for disciplinary reasons may only be reactivated by a request from the Department or Personnel Director.