ALESCO SYSTEM ACCESS POLICY

Any person who requires assistance in understanding any aspect of this document should contact the Manager HRMIS on ext. 5188.

1. Overview

This policy outlines the University of Canberra policy for maintaining, documenting and disabling ALESCO Access. ALESCO is software used by the University of Canberra to maintain, update and process data on employees.

2. Scope

This policy applies to all University of Canberra employees - including full time, part time and casual employees, contractors and consultants, and any other persons who perform services for the University of Canberra. Use of the word ‘employee’ within this policy applies equally to all such parties. 

3. Definitions

Access means being able to log on to the software to view information or create/change data.

Alesco is the human resources information management system used to manage staff remuneration and benefits and to provide workforce information to facilitate planning and decision making.

System Administrator is the Manager HRMIS or similar as appointed by the Director Human Resources.

4. Policy Principles

The University has obligations and responsibilities in relation to the collection, storage and security of personal information. To reduce the likelihood of information being destroyed, damaged, compromised or misused, access to the Alesco system is only authorised under the following circumstances:

4.1 The recipient of the access is a staff member of the University;

4.2  The recipient of the access has the approval of their manager;

4.3  There is a genuine need to know the information being accessed; and

4.4  Access complies with the Alesco System Access Procedure.

 

The level of system access granted to staff will be limited to the minimum level necessary for work functions to be performed.

 

4.5 Team leaders and/or line managers must ensure they regularly monitor and manage the access of their staff members or individuals under their management.

ALESCO SYSTEM ACCESS PROCEDURE

1. Access Approval

Alesco System software is used to maintain, update and process data on employees at the University of Canberra. To access the ALESCO System, an employee must obtain permission from:

• Their immediate supervisor and/or manager, and
• The Faculty Dean or equivalent Director.

The Director of Human Resources will approve requests authorised by the above officers.

Once approval is granted the system administrator will assign the employee an Alesco System user ID and password. Once the employee logs into the Alesco System they will be prompted to change their password.

Access is granted for the following periods:

• Continuing staff will be assigned ongoing access
• Fixed term staff will be assigned access for the period of the employment contract
• Sessional and casual will be assigned access for a period of up to 12 months.

2. Alesco Access Management

The ALESCO system administrator will ensure reviews of user access are conducted on a quarterly basis and refer any issues of concern to the Director Human Resources. The purpose of these checks is to verify access is being used and is therefore still required.

The documentation supporting this review process and matters brought to the attention of the Director Human Resources will be kept on an official file.

3. Removal of Access

Alesco access will be removed when:

• The account owner goes on long-term leave
• The account owner no longer requires the access
• The period in which the account was to be used (based on the initial request) has expired, and/or
• The account owner ceases engagement with the University of Canberra.
• Auditing reveals inappropriate use of access.  In this instance the matter will be brought to the attention of the Director Human Resources who may determine sanctions.