This guide is for the IT Provisioning/MSS teams to manage affiliates for UAB, consultants and clinical service providers. A separate guide will be used for Volunteers.

1. Search for the person and confirm this is the correct person based on more than just a name match.  Valid confirmation would be birthdate, SSN, email address, phone number, personal address or other matching details. 

2. Right click on the selected person record and choose "Reactivate Affiliate".

3. This will open the new "Reactivate Affiliate" form.  

Note:  You can update the name if needed.  But you must follow the guidelines.  Given, Middle and Last should be legal name as listed on government ID.  Preferred first and last should be what is listed on professional certification or goes by if no certifications. Professional designation will be the certification that should appear behind name. 

4. Relationship should always be AFFILIATE-OTH for IT and MSS managed affiliates.  Status should be ACTIVE unless the person must complete credentialing or other PREARRIVAL requirements to be approved. 

Note:  Only HR and Volunteer Services will use the AFFILIATE-WFM relationship.  PREARRIVAL status affiliates will be restricted from account provisioning or a badge. 

5.  If they will never be on site please check the "Working Remotely" box.  This will block them from getting a badge and they will be excluded from emergency notifications in Everbridge.

6. Source should almost always be AFFILIATE.  The "Referring Source" should be the Company, College or UAB department the person is representing. For UAB-MC affiliates, this will be printed as the department on their badge.

7. A personal identifier is required along with name.  In most cases, the SSN is required for non-providers.  Birthdate is the alternate identifier.  All credentialed providers must provide the NPI.

Note: If the SSN does not exist on the person, you will need to add it. 

8. Please provide any legacy system identifiers such as NCH or PHY numbers.  UAB staff should all have a Blazer ID, but if it has not yet been issued can be added later.  The Blazer ID will help us match records for updates and deactivation. 

Note: We usually do not collect gender and ethnicity for affiliates, but will be used for Volunteers. 

9. The Start Date is the original date added to the system, adjusted hire date should normally be the date that online training should start.  The orientation date should be the planned arrival date. 

10.  The full address is not required for Affiliates, but City and State are required.  If they are from out of the country, just put in Birmingham.  This is mainly used for duplicate checking. 

11. A unique email address is required for all affiliates.  If more than one email address is available, enter both as this will help with communication and training.  

Note: New staff at UAB often do not have their new email address until after they start.  A person email address can be used temporarily as the "work" email address.  Infor will give an error if an email address is entered that already exists in the system.  

12. The Action Comment is required and should include any exceptions or helpful info needed to explain unusual situations. 

13. Click on the "Work Information" tab.  Set the Expiration for no more than a year out for non-providers or use the real end date if known.  IT managed affiliates must always be Affiliate Other in Assignment Type. 

14.  Choose the affiliate position that matches the role/duties of the person. IT managed affiliates would most often be in the 331 Org Unit.  MSS managed affiliates will most often be in the specialty org units. 

Note:  The exact EPIC roles needed will be determined by provisioning. 

15. Preferred Job Title should be exactly as it should appear on the badge.  UAB staff should have their exact UAB title in this field.  Work Schedule and Shift will default from the position and do not need to be updated for affiliates. 

16.  Most affiliates should have the "No Supervisor Designated" value defaulted from the position.  

Note: A mentor can be assigned in GHR to manage training completion for them in Children's University if needed.  

17.  Soon the interface to CU will set a training period for affiliates that ends on the "Trial Period End Date Override".  The "Work Assignment Comments" should be used to note their outside coordinator or primary point of contact. 

Note:  We recommend no more than 30-60 days as needed to complete initial training.  This date can be updated later if needed to extend the training period.

18.  The "Provisioning" tab identifies which actor/account will be used for this person. 

19. Click "Submit" to process the reactivation.  It should complete momentarily and will create a new work assignment for every reactivation submitted.  The same form can be used to add a new secondary role to an existing affiliate. Only one work assignment can be primary, this will control the listing in the AD and in the badge system. CU will have the primary and secondary EPIC roles associated with up to two active work assignments. 

Note: At this time there is no approval step.  But we plan to add a possible duplicates check that would require an HRIS approval if a possible duplicate exists. 

20.  Now that the person is active, they will be listed on any reports/interfaces that pick up rehires and affiliate changes. 

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