GEM Standard People & Org Management

Information regarding profiles, users, roles, and organisational units is managed within Cayuse Admin. This page details how and when this information is transferred from Cayuse Admin to GEM.

Cayuse Profile vs User

Profile

A Profile (often “Person Profile”) is a person's record. Think of it as: Who is this person in the institution?

Key characteristics:

• Represents a real-world person (researcher, admin, staff, student, etc.)
• Stores generic, re-usable information that can be shared across many Cayuse products:
  • Name and identifiers
  • Contact details
  • Affiliation / org hierarchy info
  • Demographic attributes where applicable
• Exists even if the person never logs in
  • E.g. a person may exist as a contact only, without having a user account

User

A User (or “User Account”) is the login identity for accessing Cayuse applications. Think of it as: How this person signs in and what they can see/do in the system.

Key characteristics:

• Tied to authentication and access to apps
  • Username / principal
  • Account status: active, inactive
• One person (Profile) can have zero or one standard User Account
• If a Profile has no User Account:
  • They can be used as a “person” (contact, PI, etc.) in downstream systems
  • But cannot log in to the platform
• If a User Account is inactive but Profile is active:
  • They cannot access apps, but can still be searchable/usable as a person in certain downstream products (see below)

GEM User Roles

Roles pertaining to GEM (and other Researcher Solutions products) are prefixed with Haplo. For a full list of user roles, please download the Admin Bulk Load Template (HR Connect: Cayuse Platform Bulk Load Template – Cayuse Help Center) and see tab “RawDataValues”, Column “Role Assignments”.

Key User roles:

The roles above fundamentally define a user’s core identity in GEM and can be supplemented with more roles to further define a user’s function in the system. For example, an Administrator working in the Graduate School can be given the group role of “Haplo Graduate School administrator: Examinations”. An Academic who also serves as a PhD Coordinator at a specific org unit can be given the role of “Haplo PhD Coordinator” and so on.

Controlling Access to GEM / Researcher Solutions

Profiles and users can be set to Active or Inactive in Cayuse Admin and this status does impact on if/how they present in GEM.

Assuming a user account exists in Cayuse Admin with at least one key Haplo role added:

Note: The above assumes that inactive profiles are archived (this is per-customer configuration).

Org Units and External Organisations

Internal org units, external organisations and people’s associations to these are typically loaded using HR Connect: Cayuse Platform Bulk Load Template – Cayuse Help Center.

The hierarchical structure common to learning and research institutions is fully supported, for example:

• University (e.g. “Cayuse University”)
  • Faculty (e.g. “Faculty of Engineering and Information Technology”)
    • School (e.g. “School of Engineering and Computer Science”)
      • Department (e.g. “Engineering Dept”)

Any parent/child unit terminology is customisable in GEM, e.g. “Faculty” could be named “College”.

Internal personnel, e.g. students, academics and professional staff, must have one primary association, followed by any number of secondary associations. The primary association is used for reporting and workflow routing in GEM.

External personnel, e.g. supervisors and examiners, can (though it is not required) be associated with one or more external organisations.