Introduction
Often, we need to add individuals to eTRACS before they have signed their contract with SFU - especially for people who are a part of the course planning process (possible reasons: textbook requests, preferred teaching times for an upcoming course, etc.). This is well in advance of the creation of their SFU Employee ID by myINFO, which only happens after a new employee has been processed through myINFO.
Additionally, there are types of stakeholders who will never have a SFU employee ID or even a computing ID. For instance a Visiting Scholar, Adjunct, Executive in Residence, Guest Speaker, and entities that are not people like sponsored account and club stakeholders. The stakeholder ID is the unique identifier that allows us to start a record and track a stakeholder entity through their respective lifecycle.
Stakeholder data for faculty is currently created at the faculty level when faculties recruit and begin/complete the hiring cycle. The SFUFA Collective Agreement helps to define the starting points for processes around faculty hiring. Often, these stakeholders are input with a pending status before the final President's approval in order to plan and project their courses for the upcoming six semesters. The stakeholder ID as the primary identifier allows TRACS users to begin to work with their faculty stakeholder and processes in order to continue to move forward at the pace of the business.
In this section, you will learn the following about adding stakeholders:
Why adding new stakeholders in eTRACS is important
Whose job it is to add new stakeholders
The importance of privacy when adding and managing stakeholders
How to do a thorough search for stakeholders to avoid duplicate profiles
How to add a new stakeholder
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!
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.
The stakeholder profile is a foundational part of many process workflows in eTRACS, such as the Course Planner stakeholder dropdowns, stakeholder search, rank assignments, and access control, so it is critical that you do not skip checking for IDs and performing a thorough stakeholder search!
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?
Record employee IDs carefully as any data entry errors could result in duplication of profiles!
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
Navigate to the menu dropdown under Stakeholders > Stakeholder Profiles.
Click on
located on the top right hand side of the page.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
.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.
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.
If a result is found in goSFU, their First Name, Last Name and employee ID will appear and
will appear. Once you have confirmed that this is the correct stakeholder, click
.Click
to confirm that you want to add, and you will automatically be redirected to the newly created stakeholder profile.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.
If you have the stakeholder's employee ID or computing ID, please search with those identifiers first if you have not done so (go back to Adding a New Stakeholder with an Existing Employee ID or Computing ID). This allows you to see whether a stakeholder exists in eTRACS OR SIMS.
On the Add Stakeholder popup you will see a link ‘Search stakeholder by names or email address’ below the search bar.
Click on
.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.Review any results returned at the bottom of the page.
Click on the employee ID to view their profile. If there is no employee ID, you can use the Global Search bar (top right of page in the header) to access their profile.
If no results are found, please proceed to How to Manually Add Stakeholder.
How to Manually Add Stakeholder
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
.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.
Click
once you have confirmed that all the information entered is correct.Click
to confirm, and you will automatically be redirected to the newly created profile.Please proceed to How to Manage Stakeholder Ranks to add a rank and academic unit to the person.
Please note that the employee ID and computing ID are not filled in when you manually add a stakeholder. Once you receive the employee ID, please update their profile with the employee ID immediately to ensure that the stakeholder is not accidentally duplicated in the future. Our system will use that employee ID to pull information from external systems (e.g. HAP, SIMS) for that stakeholder.
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. To edit and manage stakeholder ranks, please read - How to Manage Stakeholder Ranks.
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 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.
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Why do I need to manually create a new stakeholder?eTRACS is a planning system, which means that when you are planning and managing your stakeholders, you will need to set up profiles for potential future employees, visitors unique to your department or faculty you wish to track or external stakeholders who may need access to eTRACS to do work. For a new person to be assigned to a future planned course, they must first have a profile. Why does the profile not exist in eTRACS if they are future employees?A profile may not exist in eTRACS because the person is new to SFU and has not yet been entered into myINFO. They do not have an employee ID or their employee ID is unknown to the hiring Department. Additionally, myINFO is a payroll system, therefore if someone is not hired as an employee (e.g. Visiting Scholar) they would not be given an employee ID. Doesn't eTRACS create stakeholders automatically?eTRACS syncs with myINFO every night using the employee ID to update new stakeholders into the system; however, there is variability in the time that it takes for the job record created by Faculty Relations to be updated into myINFO. As we cannot plan for when this update will take place, manually adding a new stakeholder first will allow you to start planning and documenting information earlier. You may also be adding new stakeholders into eTRACS if you want to track information on people who do not hold an active job at SFU or have no employee ID (e.g. Visiting Scholars, Adjuncts, Associate Members, Coaches, Mentors etc). What happens if I add a stakeholder in eTRACS and they are later entered into myINFO?We currently sync our stakeholder profiles with myINFO by using the employee ID. To prevent duplicate profiles in eTRACS, it is important to search for existing profiles and regularly maintain the employee ID of the profiles. One of the primary and most important jobs of the Stakeholder Manager in your Faculty/Department will be to ensure that you request the employee ID from Faculty Relations as soon as it is created and add it to their profile, otherwise a duplicate may be created by the system once it synchronizes with myINFO. Further instructions on how to manage this process here. Who is responsible for creating new Stakeholders?As this process is important, this responsibility will be designated to specific people as determined by the Directors of Administration. Only these users will have appropriate permissions to add new stakeholders. |
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