Dental - MCard access

 

 

 

 

Dental MCard access - Add and removal guidelines.................................................................................................................. 2

Ticket Links.................................................................................................................................................................................. 3

Requesting Added Access:......................................................................................................................................................... 3

Requesting Removal of Access:................................................................................................................................................. 4

Access Levels - descriptions:...................................................................................................................................................... 4

Basic Access Levels:............................................................................................................................................................. 4

Non dental Affiliated Access:................................................................................................................................................ 5

Additional Access:................................................................................................................................................................. 5

Approval process for special access:.......................................................................................................................................... 6

Ticket Statuses:........................................................................................................................................................................... 6

Access level audits:..................................................................................................................................................................... 6

 

 

 

 

 

Dental MCard access - Add and removal guidelines

 

-       Access by MCard will only be added upon request through the ticketing system.

-       Access addition will only be granted to those already with an HR onboarding email.

 

-       When to request added access

-       New Employee

-       There must be an HR onboarding email or approval for access to be granted for new access.

-       Additional or special access is needed for existing employees.

-       Special access may need approval

-       You do not need to request access for replacement cards ( lost or expired)

 

-       When to request removal of access

-       Employee leaving the Dental School

-       Employee leaving your department and no longer needing special access.

-       Special access is no longer needed for current employees.

-       Temporary suspension of lost cards if they cannot get a new one quickly.

 

-       Time expectations

-       Add access:

-       By 3:00 pm on the starting day - if they have an MCard by noon

-       Remove Access

-       By 3:00 pm the business day after their last day.

 

-       There must be an onboarding process complete and an email from HR to process an access request for Basic access.

-       Additional access levels can only be added to those requesting or already with a Basic or non-affiliated access level.

-       If there is no card the ticket goes on hold and the following response will be added:

MCard access can only be granted when there is a valid MCard in the system. Multiple attempts have been made to activate this person’s access, there is no card in the system.

Please reply to this ticket when they get an MCard or if they do not plan to obtain one and won’t need building access.

 

 

Ticket Links

Ticketing system: https://teamdynamix.umich.edu/TDClient/70/Portal/Requests/ServiceDet?ID=3340

 

Create ticket: https://teamdynamix.umich.edu/TDClient/70/Portal/Requests/TicketRequests/NewForm?ID=qKnPJo8p6a4_&RequestorType=Service

 

Live August 20, 2024

Required for access starting October 1, 2024

 

To get to the ticketing system

-       Go to https://dent.umich.edu/

-       Click - Tools in top right corner

-       Click “submit a ticket” in flyout

-       Click “Facilities”, scroll to building icon

-       Click “DENT-Facilities MCard Access”

-       Click Request Service button at top right  

 

 

 

 

 

 

Requesting Added Access:

-       Requestor - should be a department head or designee from the department hiring or requesting the access. A person may not request access for themselves or be on the request ticket.

-       MCard user - First and last name or uniqname

-       UMID# - 8 digit number, found on MCard and assigned by HR on hiring starting a student

-       If there are more than 10 cards being activated put ‘multiple’ in the UMID# and attach an excel spreadsheet or link google doc with at least

-       A column for last name

-       A column for UMID#

-       Check box for New or Additional Access

-       Add a date when access will be started, a physical MCard must exist to grant access

-       Add a basic access level (or non dental affiliated) if they do not already have one

-       Add any additional/Special Case access levels if needed

-       Add a short title

-       Add details if needed

-       Attach file if more than 10 people are being added as described above

 

 

 

 

Requesting Removal of Access:

-       Requestor - should be a department head or designee from the department requesting the removal of access.

-       MCard user - First and last name or uniqname

-       UMID# - 8 digit number, found on MCard

-       If there are more than 10 cards being removed put ‘multiple’ in the UMID# and attach an excel spreadsheet or link google doc with at least

-       A column for last name

-       A column for UMID#

-       Check box for Remove Access

-       Add the date when access should be removed (MCards are still to be collected by managers upon employees leaving the university)

-       Check which box best describes the removal, add notes in details if other is selected

-       Add a short title

-       Add details if needed

-       Attach file if more than 10 people are being removed as described above

 

 

 

 

Access Levels - descriptions:

-       For card reader purposes in this document Business hours are defined as 7:30 AM to 5:30 PM Monday through Friday

-       All active MCards can enter exterior doors during business hours. This is to support the non-Dental students who have classes in the Dental School buildings.

 

All BASIC Levels include:

-       exterior doors 24/7

-       Clinics that are needed by that Basic level

-       Faculty Commons access during business hours

-       Research Commons access during business hours

 

Access levels - Additional access granted with these levels:

Basic Access Levels:

            All Dental Employees must have at least one of these two levels.

-       Basic Access - DENTAL FACULTY

-       Faculty commons 24/7

-       Faculty lounge rooms

-       Basic Access - DENTAL STAFF

-       Staff lounge

All Dental Students must have at least one of these two levels.

-       Basic Access - DENTAL GRAD/RESIDENTS/PHD/MS STUDENTS

-       Student Reading Room

-       Basic Access - DENTAL/HYGIENE STUDENTS

-       Student Reading Room

 

Non dental Affiliated Access:

Those that need access to Dental School outside business hours but are not Dental faculty, students or Staff.

-       Non Dental Affiliated - DENTAL CAFE EMPLOYEE

-       Requested by Cafe supervisor

-       Non Dental Affiliated - DENTAL CUSTODIAL

-       Requested by Custodial Supervisor

-       Non Dental Affiliated - DENTAL CONTRACTORS

-       Requested for construction contractors, access as needed by project.

 

Additional Access:

-       Additional/Special Case - DENTAL FACULTY COMMONS 24/7

-       24/7 access to faculty commons, for department staff to support faculty

-       Additional/Special Case - DENTAL MUSEUM 24/7

-       Requested by Museum Director

-       Additional/Special Case - DENTAL STORES 24/7

-       Requested by Stores

-       Additional/Special Case - DENTAL STERILIZATION/DISPENSING 24/7

-       Access to sterilization and dispensing, restricted by approval process

-       Additional/Special Case - DENTAL RESEARCH 24/7

-       24/7 access to secure research space

-       Access to be requested in accordance to the Office of Research guidelines

-       Additional/Special Case - DENTAL INFORMATICS 24/7

-       As requested by Dental Informatics office

-       Additional/Special Case - DENTAL DATA CLOSETS 24/7

-       As needed for specific work in Data closets

-       Additional/Special Case - 1400 OFFICE SUITE 24/7

-       24/7 access to 1400 office suites. Typically reserved for those with offices or after hours business in the 1400 suite

-       Additional/Special Case - Other

-       Other access levels may be available on an as needed basis. Those needing them will know and be able to request

 

 

 

 

 

Approval process for special access:

-       Most Special Access is requested by the Approvers of the access levels.

-       If the Approver is the requestor then access will be granted.

-       If the requester is not the approver, the approver will be added to the ticket and informed.

-       The ticket will be put in ‘Waiting on 3rd Party’, until access is approved or denied.

-       Access will be granted or denied and tickets will be resolved.

 

 

 

 

Ticket Statuses:

-       New:

New ticket ready to be processed

-       In Process

Ticket actively ready to be processed. Tickets will move to ‘In Process’ from ‘Hold’ when a start date occurs or the business day after a person's last day of access needed.

-       Waiting for User Info

Move to this status when the ticket is not completed enough to process.

-       Waiting on 3rd party

Moved to this status when waiting on an approver or there is a question to a 3rd party.

-       Canceled

Tickets Canceled if no action is taken.

-       Resolved

Ticket becomes resolved once access is added, denied, or removed.

 

 

 

Access level audits:

            Basic Access levels will be audited annually

            Special Access levels will be audited Quarterly by the approvers