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Introduction 

As mentioned in https://tracs.atlassian.net/wiki/spaces/RD/pages/323878997/How+to+Add+a+New+Stakeholder?atl_f=content-tree, new faculty members need to be added to eTRACS before they have completed their onboarding process with SFU. This early addition supports important aspects of academic planning, such as managing textbook requests, confirming teaching schedules, and coordinating other course-related preparations. Since these new faculty hires may not yet have an SFU Employee ID generated in myINFO, the stakeholder ID becomes their primary identifier within eTRACS, allowing administrative teams to initiate and manage their profiles throughout the hiring and onboarding stages.

Additionally, faculty members may be entered with a pending status to facilitate course planning for the upcoming semesters, ensuring smooth coordination even before final approvals are completed. The stakeholder ID thus serves as a critical tool for eTRACS users, providing a centralized way to manage and track faculty stakeholder information and enabling continued progression through the hiring and academic planning processes.

In this section, you will learn the following about adding new faculty members:

• The specific roles responsible for adding faculty stakeholders to eTRACS

• How to create a new stakeholder

• Creating placeholder ranks for the new hires

• Steps to conduct a comprehensive search to prevent duplicate faculty profiles

Who Manages Stakeholder Profiles in my Faculty?

The role of 'Stakeholder Manager' is always given to Directors of Administration by default. Directors of Administration have full data stewardship responsibility for stakeholders in their faculty. The Director of Administration may also designate someone in the Dean's Office or at the Department level to assist with this. Based on this delegation, that person will also be given the role of Stakeholder Manager. Ensure that everyone is well-informed as to who is the Stakeholder Manager as many processes and workflows in eTRACS rely on stakeholders being entered into the system in advance for planning purposes.

Ensuring your Stakeholders Privacy

It is the responsibility of every person accessing personal information of another person to ensure the privacy of that information - whether it is through eTRACS or any SFU system. The responsibility to search for and add new stakeholders means you will have greater access to private stakeholder data in order to perform your job as a Stakeholder Manager. You are asked to sign a General Privacy and Confidentiality agreement when you sign into the system. Ensure you familiarize yourself with SFU's Personal Information Privacy policies and know your responsibilities!

When Should I Manually Create a New Stakeholder Profile and Rank?

During course planning, you may encounter times where you wish to assign a new faculty member to a course in the future but this person has not yet been formally hired or processed by Payroll. In both these cases, no SFU Employee ID exists for this new faculty member yet. eTRACS will allow for you to plan for these future courses assignments by following the guide below to manually create stakeholder profiles and ranks. However, to avoid duplicates, please ensure that no Employee ID exists before proceeding. Then follow the tips in the highlighted sections.

Step-by-Step Guide to Creating New Stakeholders

Before adding a person to eTRACS, we must ensure that there is no existing profile. The adding process prompts you to do a search before you will be allowed to create a new profile.

Does your Stakeholder Already Have an Employee ID or Computing ID?

The first step is to find out if the stakeholder already has an employee ID or computing ID. You can then do a preliminary search that will allow you to see whether they already exist in eTRACS OR goSFU. It is a good idea to ask potential employees or visitors the following questions to see if they may already have an employee ID at SFU.

Have you ever applied to be a student at SFU?

Have you ever worked for SFU - as either a student or an employee?

If you do not have the stakeholder's employee ID or computing ID or the stakeholder does not know if they have an existing employee ID, please proceed to How to Search for a Stakeholder by Names or Email Address.

Adding a New Stakeholder with an Existing Employee ID or Computing ID

and Ranks

How to Manually Add Stakeholder

1. Navigate to the menu dropdown under Stakeholders > Stakeholder Profiles. 

2. Click on   located on the top right hand side of the page.

3. A pop-up modal will display a search bar where you can enter either an employee ID OR computing ID. If you already know that person's ID, enter it into the search bar and click on .

4. The system will perform a search in the following sequence:

   First it will search within eTRACS, and if a result is found, you will see a clickable link on the employee ID in the results list. Click on it and navigate to the person's already existing profile and review their data to ensure their profile is up to date

   .

5. If there is no match in eTRACS, the system will then automatically use the parameters to search in goSFU. If there are no results, please proceed to How to Search for Stakeholder by Names or Email Address.

6. If a result is found in goSFU, their First Name, Last Name and employee ID will appear and   will appear. 

7. Once you have confirmed that this is the correct stakeholder, click .

8. Click  to confirm that you want to add, and you will automatically be redirected to the newly created stakeholder profile.

9. Please proceed to After Stakeholder Profile Has Been Created to add a rank and academic unit to the stakeholder.

How to Search for a Stakeholder by Names or Email Address

It is important to do a secondary search using names or email address because there may already be stakeholders in eTRACS that do not have a computing ID or employee ID  (e.g. future Sessional Instructors who have not yet been entered into myINFO). 

Please note that this secondary search is only performed in eTRACS. There is no name matching integration as of yet from goSFU to eTRACS.

1. On the Add Stakeholder popup you will see a link ‘Search stakeholder by names or email address’ below the search bar.

2. Click on .

3. Review and fill in the search fields and click . You are not required to fill in all the information to search (e.g. Entering 'Bob' in the first name field will display all stakeholders with the name Bob). The more Stakeholder Search fields you fill out, the more narrowed down your search will be.

4. Review any results returned at the bottom of the page.

5. Click If no results are found, please proceed to step 7. If results are found, click on the employee ID to view their profile. If there is no employee ID, you can use the Global Search bar (top right left of page in the header) to access their profile.

6. If no results are found, please proceed to How to Manually Add Stakeholder.

How to Manually Add Stakeholder

1. Once you have followed all of the directions above and completed your searches, you will see a button in the bottom right of Add New Stakeholder pop up modal. Click  .

2. Enter the stakeholder's information. The fields with an asterisk ( * ) are required. All legal names are the stakeholder's names as it appears on official government documents (e.g. what they put on their payroll forms and what appears on an official government document). You do not need a copy of the documentation but a confirmation from the individual.

3. Click once you have confirmed that all the information entered is correct.

4. Click  to confirm, and you will automatically be redirected to the newly created profile.

5. Please proceed to How to Manage Stakeholder Ranks to add a rank and academic unit to the person.

After a Stakeholder Profile Has Been Created

When the profile is created, the stakeholder is not assigned to a rank and faculty/department. As a stakeholder manager, you will have special permission to add a rank and academic unit. Once you add a rank for this person, you will be able to view/edit the remaining details of the Stakeholder Profile for this person. Please ensure that the Stakeholder Manager obtains and updates the employee ID in the profile. 

Note: You will never need to add a new Sessional Instructor Rank to a new hire as this process will be automated when you create an SI Contract using eTRACS.

Step-by-Step Guide to Creating New Ranks

How to Add a Rank and Faculty/Department to a Person

Info
You will never need to add a new Sessional Instructor rank for a new hire. Please stop here if the intended instructor assignment will be a Sessional Instructor and notify your SI Contract handler to take care of the assignment and creation of the contract. This will automatically create a new Sessional Instructor rank.

How to Manually Add a Rank to a Stakeholder

1. Use the Global Search located in the top left to search for the newly added stakeholder Image Added

2. In the Stakeholder profile, go to the Employment Details tab → click on the Appointments panel. If you are unable to see this panel, please contact your Director of Administration.

3. Click the  button.

4. Select a rank from the dropdown list.

5. Fill out the remaining rank details. A start date is required for the rank.

6. Please enter the position number to prevent duplicate ranks for a person as our system updates job history based on this number. 

7. Once finished, click .

8. Add the appropriate academic unit for this stakeholder's rank. Please ensure that the academic unit corresponds with the 4-digit HAP department ID. You may add additional academic units to the person's rank if needed.

9. Once you click , you will be able to view the Stakeholder Profile and add the employee ID if you belong to the same academic unit as that person created.

How to View and Edit Appointment Details 

In the Stakeholder profile, go to

Info
You can edit the rank details afterwards if needed by clicking the title of the rank in the Employment Details tab

> click on the Appointments panel. 

Click on the Title of the rank to view Appointment Details. This will navigate to a new page.

On the Appointment Details page, click on the button. If you do not see this button and editing appointments is required for your job, please contact your Director of Administration. 

Duplicate Profiles

Duplicate profiles can occur if there are data entry errors in the process of manually adding in stakeholders. ­­­­­­When the stakeholder is later hired and inputted into myINFO, a new record with their correct details will be created, which will result in a duplicate.  

If you spot a duplicate, please create a helpdesk ticket (https://sfu.teamdynamix.com/TDClient/255/ITServices/Requests/ServiceDet?ID=2400).

Summary

Adding a new stakeholder is a very important job in eTRACS. It will allow you to enter the people who are not yet employees or to find people who do not yet exist in eTRACS. These additions help you plan forward and are an integral part of course planning, reporting and ongoing management. Without accurate stakeholders, the processes in the system cannot work. The most important jobs you have learned about here are:

• Why adding new stakeholders in eTRACS is important

• Whose job it is to add new stakeholders

• How to do a thorough search for stakeholders to avoid duplicate profiles

• How to avoid duplicate ranks

• How to add a new stakeholder

Appendix A - Process Diagram

Below is a diagram that explains the possible scenarios in the process and how to ultimately reach the step of adding a new stakeholder.

Image Removed

of the Stakeholder Profile.

Assigning the New Instructor to a Course

You or your team can now assign your new faculty member as an instructor to your desired courses at this point. Please remember to enter the Employee ID in the Stakeholder Profile after it becomes available. Simply click the Edit button in the Personal Details tab to do so.