The Utah Master Directory (UMD) is a collection point for all users or State computer resources. It contains user accounts for all active State employees that are in Human Resources Enterprise (HRE), all contract workers, and Utah citizens.

UMD contains work information for each employee including title, address, phone number, manager, password and access privileges.

UMD uses Novell’s eDirectory software (also known as “NDS” or Novell Directory Services).

Besides an Employee Directory, UMD is a Central Authentication Source that many statewide or agency applications can use. It synchronizes passwords and other employee data between HR, UMD, and resource trees (NDS or Windows directories where users login with their PCs). It makes logging in simpler because users will only need to remember one username and password.

By leveraging HRE, the authoritative source for employee status, UMD has resources, including login accounts, ready for new employees before they start work. It also eliminates an employee’s network access upon the employee’s termination of service with the State.

UMD is connected to the HRE system through Novell’s DirXML. DirXML programs do the “thinking” when creating or modifying in UMD and resource trees.

All employees in UMD are associated with their employee records in HRE. Most are also associated with a user account in a resource tree. This association is the key to the interaction between UMD, HRE, and the resource trees. Changes made in HRE are passed down to UMD and then to the resource trees through the associations.

The HRE data that is sent down to UMD includes the following:

• Agency Description (Department)
• Employee Name Suffix (Jr. Sr. III, etc.)
• Preferred First Name (Given Name)
• Employee Second name (middle initial)
• Employee Last Name (Surname)
• Manager EIN (the EIN of the employee’s manager)
• Work Address (line 1, line 2, city, state, zip)
• Work Building ID (future)
• Work phone#
• Job Title
• Agency #
• Low-Org
• Network access (future)
• Employee status
• Employee ID
• Public Email (future )

A change to any one of these synchronizes to the employee’s user account in UMD.

UMD sends the following information up to HRE:

• Preferred First Name
• State Email Address
• Public Email Address
• Work Telephone Number

New Hires

Because UMD uses the HRE system as the authoritative source for network login accounts, the HR technician creates the employee’s network account as well as their Personnel record. The HRE system sends new hire information to UMD when the following conditions occur:

1. A valid employee record is saved in the HRE system.
2. The employee record is approved in the HRE system.
3. The Effective Date of the hire is the current date or past.

Changes in HRE, like new hires that have an Effective Date, are sent down to UMD every night at about 2:00 a.m. Changes that don’t have an Effective Date, like an employee title or a last name, are sent immediately from HRE to UMD.

The employee’s email address and login ID are created based on the Preferred First Name and Last Name stored in HRE.

The employee’s login ID is created in the resource tree. Its place in the tree is based on the agency code and low-org (if the employee’s network access field is marked true).

When an employee transfers to a different department, HRE sends that event to UMD on the Effective Date of the transfer. UMD disables the employee’s LAN login ID and creates a new one in the new department.

When an employee transfers within a department, UMD does not automatically move the user. If UMD sees an instance where an employee’s low-org changes, but his or her agency code does not, it considers the change a possible transfer. In such a case it would send an email to the employee’s manager and to the LAN Administrator(s) so they could take appropriate action if it is needed (like moving the account or changing access rights).

More detailed information on UMD and it’s processes can be found at:
The State of Utah Novell Users International site.