| To: | Agency/HR Staff |
| Subject: | Changes to guidelines used by SCO for password reset requests |
| Sent Date: | 06/15/2009 |
The State Controller’s Office has been working diligently on improving and increasing efficiencies related to the password reset process. As a reminder, the logon and password information is confidential and the property of the specific employee. Should an employee request authorized personnel at their agency to reset his/her password, the request should be made as quickly as possible to ensure the employee can access his/her information in a timely manner.
Effective Monday, June 15, 2009, when a state e-mail address or HR/Payroll group e-mail address is not available, the agency HR/Payroll staff will be able to enter an employee’s personal e-mail address to their personnel record via IPOPS. Our goal is to allow the employee (both current and separated) to reset his/her own password in a quicker more efficient manner and avoid the need to involve others in the process.
The following guidelines are recommended and should be used in the order listed below:
1. If the employee has a valid state issued e-mail address (@xxx.idaho.gov) it must be used.
2. If the employee does not have a valid state issued e-mail address, the employee’s own personal e-mail address may be used (@hotmail.com, @msn.com).
3. If the employee does not have a valid state issued e-mail address, a group HR/Payroll e-mail address (e-mail address viewable by authorized agency personnel, such as Security Administrator, IPOPS Originator, and I-Time CPO) may be used.
4. If an employee does not meet any of the above recommendations, the e-mail address of the agency IPOPS Originator(s) must be used.
The SCO staff will use the following password reset procedures:
- Request is received from an employee with a valid state e-mail address, the password is reset.
- Request is received from an employee with a non state e-mail address the e-mail is verified to match the e-mail address on the employee’s personnel record entered through IPOPS.
- If they do match, the password is reset.
- If they do not match, the employee is informed to contact their agency Security Administrator to get his/her password reset and/or contact the HR/Payroll staff at their agency to request an update to his/her e-mail address via IPOPS.
In addition, this new procedure may be helpful if used for employees leaving employment with your agency (terminated status). If the agency HR/Payroll staff updates the employee’s personnel information via IPOPS with his/her personal e-mail address upon their separation, the employee would be allowed to request their own password reset.
Again, this new process should assist employees (both current and separated) with resetting their own password in a quicker, more efficient manner. If you have any questions on this procedure, contact the DSP Helpdesk via e-mail to dsphelp@sco.idaho.gov or phone at 334-2394.
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