The University's management system for Affiliate information is called 'ARMS' (Affiliate Resource Management System). It provides the affiliate users with self service on-line registration to request computer accounts and access to certain university resources.
The requesting affiliate makes use of a web form to let us know their details (name, affiliation, external email address etc.). The data from this form is then stored, and an Affiliate Approver for their faculty or directorate is informed that a request is awaiting their attention.
The approver logs in to IT self-service, checks the request and either approves it, denies it, or asks the user for more details. The user is kept up-to-date via email.
Once approved, one or more IT accounts are created, based on the type of affiliate and the faculty or office that they are affiliated to. Systems include the home area servers, email, Moodle, and the portal. In the coming years more systems will be added.
The system allows more direct control of the affiliate's computer account by their faculty or directorate. It also provides auditing, reports and workflow to ensure that the process runs as smoothly as possible.