This is where you will find answers to the most frequently asked questions about the NIBS project and the new system, IDAC, which is to implemented in KI at the beginning of 2018.
What are IDAC and NIBS?
The new IDAC system is replacing KIMKAT, the present solution for managing identities and rights at KI. IDAC stands for identity access control. NIBS is the name of the project organisation responsible for developing the new IDAC system. NIBS is also the Swedish acronym for “new identity and rights system”. The project organisation will be phased out in line with the administrative organisation taking over the IDAC system.
What do you mean by "identity" and "credentials"?
The identity is an electronical counterpart for you as a person. It is connected to a physical verification that you are you, e.g. your Social Security Number or the number of your passport. This electronic identity goes by the name of KI ID.
Your credentials work as a key in order to access information in KI's different software. Which information you're able to access with your "key" is based on your role or which organisation you belong to.
What is the biggest difference between IDAC and KIMKAT?
The biggest difference will be in the affiliation process (e.g. affiliating visiting research fellows or consultants). Furthermore, access to a file folder in KI’s system is initially to be applied for and approved directly in IDAC with, unlike up until now, no need to involve IT support.
Currently, one of the things that has to be done is altering personal information in several different systems. When IDAC is in place, information will be saved in only one place. This will mean that we always have correct and up-to-date information about the people who, in one way or another, are active at KI. Information being kept up-to-date in each source system is an essential requirement here.
This is why we have chosen not to store information directly in IDAC. Instead, IDAC collects all data from various sources such as Primula, Ladok and UBW.
To you as an HR administrator
How is an affiliation made in IDAC?
IDAC, unlike KIMKAT, cannot be used for managing affiliations. Instead, affiliations are to be made in KI’s UBW accounting system. At the same time, the process is being automated, simplified and adapted to the new affiliation rules (PDF in Swedish) that have been in force at KI since 1 July 2017. Concrete instructions for how to affiliate a person in UBW will be published along with training details.
How can I change a title or address in IDAC?
We have chosen not to store information directly in IDAC. Instead, IDAC collects all data from various sources. This means, for example, that rather than changing titles and addresses in IDAC, it is done in the respective source system (Primula for employees, Ladok for students and UBW for affiliates). In this way, information only needs to be saved in one place. This will mean that we always have correct and up-to-date information about the people who, in one way or another, are active at KI. Additionally, we escape the duplication of updating in several places.
What types of user can I add to IDAC?
IDAC will manage five user types: employee, affiliate, doctoral student, student and external/support. More information is available on the User types in IDAC page.
I need to add a user type other than the five that have been defined. What do I do?
Our ambition is that all types of users should be covered by the five that have been developed. If you have a suggestion for a future development, please do get in touch with the project manager, Pernilla Hulth.
Will my present responsibilities as a KIMKAT administrator remain?
Because much of what currently requires manual intervention in KIMKAT is to be automated in IDAC, your everyday work will be easier. For example, users will be able to change their passwords themselves, even if they have forgotten their old ones. You will still have the important task of keeping track of the people who belong to your department.
To you as a manager
Why do managers have to use the system and approve, for example, affiliations and rights?
There are two reasons for this. One is that KI must comply with the authorisation procedure and the regulations regarding approval. The other is that we are replacing a manual process with a digital one. This means that, instead of writing on a physical piece of paper, an email will automatically be sent out with a link for approving an affiliation or right. Thus, even if a manager is travelling, an affiliation or right can still be approved.
If I, as a manager, do not have access to email during a holiday or while travelling on official business, what do I do?
The system will make it possible to delegate your duties to another person for a specified period.