IDAC FAQs

Denna sida på svenska

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.

About IDAC

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.

Which source system applies for individuals who are both employees and students?

Primula will be the main source system for these individuals. The information held in Ladok will also be fed down to till IDAC.

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.

Can individuals be added to IDAC invisibly?

Yes, IDAC takes into account protected personal data and protected positions.

Which reports will I be able to generate in IDAC?

You will be able to generate the same reports in IDAC that are currently available in KIMKAT. If you need or have suggestions for additional reports, you can get in touch with the project team and then with the IDAC administration team.

How do we deal with additional employees who receive hourly-based wages?

When IDAC is commissioned, you will still need to affiliate those individuals for whom “mini reporting” is carried out. There has been a request to investigate whether it will be possible to transfer them automatically to IDAC. This will also require clear rules about what applies in relation to identity and authorisation for this user group.

How are projects and project numbers being migrated from KIMKAT to IDAC?

This depends on what you mean by project number.

Project numbers, who indicate in which projects employees work, are only present in Primula today, not in KIMKAT. They will also be available in UBW Anknutna. IDAC will collect these project numbers from these two source systems.

For organizational codes, which are used for access to e.g. project file folders, we have created mapping tables because we need to transfer them to Primula. Right now, KIMKAT administrators are helping us with filling in the tables. If you are KIMKAT administrator and your department hasn't got a mapping table yet, please contact Pernilla Hulth.

Affiliations

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.

Do I need to terminate the affiliation if the affiliate will be affiliated with another department? What happens between the two affiliations?

You can add a new affiliation before the old one is terminated. There will be a digital flow for approving and authorising the affiliation. Individuals will keep their log-in details.

An affiliation applies for at least one organisational unit, i.e. individuals can be affiliated with more than one department at the same time.

The reporting of secondary occupations tends to take a long time. How can I ensure that this does not delay the affiliation?

According to the new rules and instructions for affiliation, reporting secondary occupations is a requirement in order to be affiliated with KI. When IDAC and the source system for affiliates, UBW Anknutna, are launched, paper forms will remain in use but we will review the possibility of digitising this report in the long term.

Can I see how long a particular affiliation applies?

Administrators can produce a report of the affiliations at their department. Moreover, affiliations will not need to be followed up on manually.

The relevant line manager will receive a reminder e-mail 30 days before the affiliation ceases to apply. If the affiliation is not extended, another new e-mail will be sent 7 days before the affiliation ceases to apply. If a new affiliation decision is not made, the affiliation will be automatically terminated.

Who will be able to add affiliations in UBW?

In order to be able to add affiliations in UBW, you will need to have the right level of authorisation, e.g. administrator or manager rights.

Are affiliations created in UBW Web or in the client?

Affiliations will be created in UBW Web.

How do I log the affiliation decision?

We intend to integrate UBW Anknutna with our logging system, W3D3. This means that you do not need to log the decision manually, i.e. print out or save physical copies. All affiliation decisions will be transferred directly to W3D3 and will therefore be logged.

IT fee

How it the IT-fee calculated if the employee is employed by more than one department?

IT fee are divided equally between all departments/projects. In the case of two employments, for example, each department/project pays 50% of the IT fee.

How will I be able to see which accounts we are paying IT fee for?

There will be an overview/report in IDAC of the accounts linked to each organisational unit. If anything is incorrect, e.g. the wrong project is linked to an employee, you will need to go to the relevant source system and correct the project numbers. The source system is Primula for employees and UBW for affiliates.

How is the IT fee calculated?

IT fee is calculated for every account that has been active at some point from the 21st of each month to the 20th of the subsequent month. The monthly charge will be 1/12 of the annual charge.

How do I change projects for employees regarding IT fee?

The project number should be changed in the source system, i.e. in Primula or UBW Anknutna. This is then automatically transferred to IDAC.

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.

Other questions

Will Outlook distribution lists be affected by changing from KIMKAT to IDAC?

No, distribution lists are held in AD and will therefore not be affected.

Will the web functionality that currently comes from KIMKAT remain when IDAC arrives, e.g. automatic staff lists?

No firm decision has yet been made on which information the web will obtain in future. If you have any requests in connection with future functions, you can contact webbteamet@ki.se.

How will the delegation arrangements be reflected in Primula?

Primula contains information about who is the manager for each organisational unit. The manager is the individual who has been delegated responsibility for operations, staff and finances in accordance with the established delegation arrangements.

Which source system applies for individuals who are both employees and students?

Primula will be the main source system for these individuals. The information held in Ladok will also be fed down to till IDAC.

Will it be possible to add information about employees to the source systems that can only be seen by certain individuals, e.g. relatives?

It is not currently possible to add relatives or other attributes to Primula.

It will be possible to add information about relatives to UBW Anknutna. However, adding this information will not be mandatory.

If you have any suggestions about future source system developments, you can contact HR for Primula and ekonomisystem@ki.se for UBW.

Which reports will I be able to generate in Primula?

You will be able to generate the same reports in Primula that are currently available. The only change in Primula will be selecting main employment (available from 1 November for all new employees). All other functions will remain the same as before.

Contact

Project Manager NIBS

Pernilla Hulth

Cell phone: 076-139 08 40
Organizational unit: Information Technology Office
E-mail: pernilla.hulth@ki.se