January 2019 - Closing AWARDS Accounts for Former Employees







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When an employee leaves an agency, it can be a difficult process. Regardless of the circumstances, it's important to protect your agency from potential vulnerability and risk. Even if the employee has no malicious intentions, leaving old accounts open can lead to significant gaps in security. Closing former employee AWARDS accounts is one sure-fire way to avoid that.

When an employee leaves, close that person's AWARDS account immediately by entering a Payroll Group End Date on his or her Staff Information record, located in the Human Resources module. If that's not possible (for instance, if the person responsible for terminating AWARDS accounts is out of the office), there are a few other methods to ensure former employees cannot access AWARDS with their credentials:

  Reset their password - This can be done by the employee’s supervisor or someone at your agency who has access to the Password Reset feature, located under System Setup > Login Maintenance. We recommend using a random password generator to create a strong password they can't guess.

  Block their access - The Block Login Access feature is used to immediately prevent a user with an existing AWARDS login from accessing the system, by removing his or her password. Once blocked, a user can only access the system again if another user with the proper authority, such as a supervisor or system administrator resets the blocked individual's password.

  Post-date their Payroll Group End Date - If you know ahead of time that an employee will be leaving the agency on a certain date, you can enter a future group end date on their Staff Information record. Once that date arrives, their login will automatically be de-activated and they won't be able to access AWARDS.

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