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This document describes support for UW employee location groups including naming, data integration, data quality, lifecycle life-cycle and access controls.

Employee location groups represent groups of UW employees by job location.

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The following affiliation/organization stem is reserved for them:

uw_org_location

Each group is identified by this pattern of naming components:

uw_org_location_workday-location

The "workday-location" component is substituted with the name of employee's position's location id.

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Group Attribute

Data Integration Notes

Group ID

Group IDs include a lower case version the location id, e.g.

uw_org_location_seattle-other-buildings

Group Display Name

Display names include the location id, e.g.

Current employees with a Seattle Other Buildings position

Group Description

Group descriptions include location id, e.g.

"Current employees who hold a position that has location ID "Seattle Other Buildings". This group is updated nightly from the HRPWS. It is available for appropriate business purposes in support of the UW mission. Access to the membership is controlled. Authorized clients are responsible for enforcing the defined access control policy and may not share employee group memberships with unauthorized parties without first obtaining authorization to do so. All users are expected to know and follow the rules related to ethical and appropriate use of UW computing and networking resources. Please contact help@uw.edu for questions about using this group."

Contact Person

Employee location groups have no owner or contact specified.

Group Classification

Employee location groups are classified as restricted (question).

Group Access Controls

Employee location groups have a membership viewer control that enforces the defined access control policy (below). Only members of the blah group and blah group u_groups_org_location-read are authorized to view these memberships.

UW G Suite

Employee location groups can blah cannot be enabled for use in UW G Suite by request. In UW G Suite, the sender control is set to "UW" and the viewer control to "members only".

UW Exchange Status

Employee location groups blah cannot be enabled for use in UW Exchange. This business rule is in place to ensure the privacy restriction on the group memberships, which the current design of the UW Exchange service cannot enforce by itself.

Group Membership List

Memberships are reconciled nightly to accurately represent current operational data rather than historical data. Members are identified by UW NetID.

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The data custodians for employee data classify employee location groups as blah publicrestricted. This classification forms the basis of the following access control policy and appropriate use guidelines. It is also the basis of the required membership viewer control and group description text (described above).

Access Control Policy: Having considered the privacy, security, and compliance concerns and acknowledging the business needs and widespread operational efficiencies enabled via UW employee location groups, the data custodians for HR data have established an access control policy that grants permission to view employee location group memberships to blah all UW employees (i.e. current faculty, staff, and student employees) as well as blah processes acting on behalf of core UW employees. Non-employee access (including students, affiliates, and other third parties) business needs. Access for third parties may be authorized on a case-by-case basis, based on establishing a business need and/or an appropriate data sharing agreement.

Appropriate Use Guidelines: Use of employee location groups is subject to the following appropriate use guidelines. Permission to view employee location group memberships is granted on the condition that authorized clients use the memberships for appropriate business purposes in support of the UW mission. Authorized clients are responsible for enforcing the defined access control policy (above) and may not share group memberships with unauthorized parties without first obtaining authorization to do so. Copying and posting the membership of a employee location group in a public location, or sending the membership via email, is unadvised and may violate the access control policy. Employee location groups may be used in limited ways to contact employees in support of the UW mission. All users are expected to know and follow the rules related to ethical and appropriate use of UW computing and networking resources. These rules include guidelines on email use that apply to the use of employee location groups with email.

References

blah HR Employee Data Reference 
blah HR Employee Location Data ReferenceWorkday Location Directory report/list

ISC user guide: Change Job - Voluntary Location or Work Shift Change