Name Change Process - Marian University



Name Change Process

(Faculty and Staff)

1. You need to think about and determine how you will notify this employee of their new username before you start this process. This is necessary because with this name change process, you will be “re-naming” a person’s current AD account and after that, they will no longer be able to log into their computer, MyMarian, SabreNet, etc. until you notify them of their new username. Note: Their password stays the same and is not changed in this process. Suggestion: if this is for an adjunct or anyone who is not on campus you should obtain a personal email address for that person BEFORE you start this process and send the notice to them concerning their new username and email address. If it’s for someone on campus a phone call and email to their Marian email address would likely suffice.

2. Note: Only process name changes for which the Registrar’s Office has already made the change for in PowerCAMPUS. The name change process starts with the person requesting the name change filling out the Name Change Form and then the Registrar’s Office processes then form and updates PowerCAMPUS. Only after the Reg. Office has processed the form and updated PowerCAMPUS should the name be changed for their accounts.

3. Fill out the chart below with the employee’s old and new information.

a. FYI this chart will be sent to eThink via email in a later step. So you should probably create this chart in a new email message.

b. Old Username = their current AD/email account username

c. Old Last Name= their former last name that is associated with their current AD/email account

d. New Last Name=their new last name

e. New Username = the first initial of the first name, followed by the first initial of the middle name (if any), then the entire last name, followed by the 6th and then 8th digit (starting from the left) of the People Id (people id is just the digits of the people code id e.g. 000012345). If the 6th and 8th digit equal 69 then make the number 60 instead. Don’t include any spaces or apostrophes, or accent marks. Note: Make sure the username is 20 characters or less, so cut down any extra characters (this, 20 characters, is based on AD limiting usernames to 20 characters).

f. First Name and Middle initial don’t usually change so they would be the same in most cases. If they do change, then enter an additional column for each titled former first name and former middle initial and title the current First Name column “Former First Name” and the current Middle init column “Former Middle Init”.

|OLD Last Name |NEW LAST_NAME |FIRST_NAME |MIDDLE_INIT |NEW UserName |OLD Username |

| | | | | | |

4. Make sure no one else in AD or Exchange already has this “New” Username. Do a check in AD on the “Users, Contacts, and Groups” tab as well as the “Advanced” tab to search the “Company” field. The “Company” field houses old usernames.

5. Change/Update the person’s email account in AD

a. Find the person’s old AD account in Active Directory.

[pic]

b. Right-click the person’s username and choose “Rename”

c. Fill in data appropriately in the White boxes only and choose OK on the “Rename User” dialog box. Full name =their new username, First Name and Last Name are self explanatory, Display Name should read as follow: “Last Name, First Name Middle Initial” (e.g. Doe, John A), User logon name and User logon name (pre-Windows 2000) both=the new username. See below screen shot.

[pic]

d. Find the person’s account again in AD (you will have to search for them based on their new username/name). Then double-click their record to open their account. On the “General” tab update the person’s Email field appropriately based on their new username. Then select “Apply” and “OK”.

[pic]

6. Send email to eThink with the chart above.

In addition to the chart above, I usually just paste the below message in the body of the email as well. Note: depending on how many name changes you are sending then, you’ll need to make sure the tenses in this message are correct.

Send the email to Brian Carlson (brian.carlson@) Cheryl Kauvar (cheryl.kauvar@) and also “cc” Lynda Schultz (lkschultz@marianuniversity.edu).

Below is an employee’s old and updated AD account username and name.

Old AD account username was updated, a new AD account was not created.

Please merge the Moodle accounts.

Contact with questions.

Thanks.

|OLD Last Name |NEW LAST_NAME |FIRST_NAME |MIDDLE_INIT |NEW UserName |OLD Username |

| | | | | | |

7. Send email to Andy Miller (awmiller17@marianuniversity.edu) to make the necessary updates in Exchange

a. Send Andy the chart below containing the person’s Old Username and New Username and ask him to make the changes in Exchange for the employee account listed below.

|NEW Username |OLD username |

| | |

b. FYI Andy must go into Exchange to add the new email address as an external email in Exchange and possibly some other steps that he is aware of.

c. Andy also normally puts the person’s Old username in the “Company” field of AD to keep a history of this in AD.

d. I also “CC” Joe Linder on this email so that he can take care of removing the old username from PCounter and putting the new UN in PCounter. Because if he doesn’t remove the old UN the employee will be in PCounter twice, once with the old UN and once with the new UN and will get an error when they try to print.

8. Update the PersonUser Table in the PowerCAMPUS database

a. You need to know the person’s PersonId from PowerCAMPUS. To find the person’s PersonId run the below script in SQL Server Management Studio. Note: you need to put in the appropriate PeopleCodeID in the statement below. If you don’t know the person’s PeopleCodeID then you need to look up the person in PowerCAMPUS to find their number.

select personid

from people

where people_code_id='P0000XXXXX'

b. Once you have their PersonID, run the below script in SQL Server Management Studio to update their record in the PersonUser Table.

update personuser

set username='NEWusername'

set nonqualifiedusername ='NEWusername'

where personid='000000'

9. Update the person’s email address in PowerCAMPUS

a. Just go into All “active” addresses the employee has in PowerCAMPUS on the “Address” tab and update the email field to their new email address.

[pic]

10. Wait for the “All set” email response from eThink.

a. eThink will send a response back saying “All set” indicating they have made the merge in Moodle.

b. You don’t necessarily have to do this step, you could go on to the next step.

c. However, I do this because it makes it less likely that the employee logs in with their old username again which would cause them to show up twice in their courses (once for each username) in Moodle.

11. Notify the employee of their new username and email address.

a. If you have a personal email address for the person send it to that personal email address.

b. NOTE: I also CC the person’s Marian email address anyway when I send this. If you only have a Marian email address, send it to the Marian email address.

c. NOTE: their password is not changed in this process.

d. You may want to call the employee to let them know of this change as well.

e. Normally I send the below message to the employee with their new account information and title the email “Name Change: Employee”. The parts highlighted in yellow is the employee’s specific data.

Employee First Name-

Per your request due to your name change, updates have been made to your Marian accounts. 

Please carefully read and follow the information in this email concerning your updated account information. 

1. Your new email address and username are below.

2. Your password to access your accounts has Not changed.

3. You can log into Password Manager () at anytime you may need to in order to Unlock your account or Reset your password as normal, using your new username.

4. You will need to log into your computer, MyMarian, SabreNet, Marian Online 2, Marian Email, etc. from now on using your new email address or username (again your password was not changed in this name change process).

5. You will still be able to receive email that is sent to OldEmailUsername@marianuniversity.edu

New Email Address:  newemailaccountusername@marianuniversity.edu

New Username: newemailaccountusername

Let me know if you have any questions.

12. Keep the email you sent to the employee in a folder in your email account

a. This step is optional.

b. But I keep these for a little while in case there are any discrepancies that arise.

13. Note: This process allows the employee to RECEIVE email that is sent to either their old email address or their new email address. But they can only SEND email from their new email address.

14. Finished.

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download