Six questions for IDAC’s project manager, Pernilla Hulth

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Pernilla Hulth is in charge of the project implementing the new identity access control (IDAC) system at Karolinska Institutet. IDAC will be replacing KIMKAT in 2019.

Hi Pernilla, what will be the biggest difference between IDAC and KIMKAT?

“The biggest difference will be in the affiliation process (e.g. affiliating visiting research fellows or consultants). Additionally, IDAC will make it possible to allocate rights directly without, as up until now, needing to get IT support involved.

“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 here at KI. This is why we have chosen not to process information directly in IDAC. Instead, IDAC collects all data from various sources such as Primula, Ladok and UBW.”

Why do we need to replace KIMKAT?

“KIMKAT has been developed over a long time and doesn’t fully support operations. Furthermore, the old system doesn’t document all implemented changes. This makes maintenance and troubleshooting difficult.

“In connection with developing the IT system itself, project members are also reviewing processes, procedures and regulations for: who is to have access to what information (and when); and, ensuring digital identity is linked to the correct physical person.”

What is the schedule?

“Under the present schedule, the system will be launched and put into operation in 2019. Before it is put into operation, managers and administrators have received information and training already, but this will also be offered those who did not participate at the time."

What will the new affiliation process be?

“Affiliations will be handled in the UBW accounting system. At the same time, the process is being automated, simplified and adapted to the new affiliation rules 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.”

Why do managers have to use the system and approve, for example, affiliations and rights?

“We must comply with the delegation of authority and authorisation regulations. With the digitisation of a number of flows previously handled on paper, managers must perform the same tasks digitally in the new system.

“The advantage of the digitised flows is that authorisation can be carried out even when travelling. If a manager doesn’t have web access while on holiday or while travelling on official business, his or her tasks can also be delegated for a specified time.”

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.”