Technology Decision Makers

last person joined: 22 days ago 

A group for those in nonprofit IT decision-making roles to connect with peers and share best practices. This Technology Decision Makers group is for nonprofit IT or MIS Directors/Managers as well as CIOs and CTOs to connect with their peers and share best practices. Topics for discussion include, but are not limited to: hardware and software management, product reviews, emerging technology, best practices, collaborating effectively with other departments, and management conundrums. Membership is restricted to IT staff at nonprofit organizations.

Login accounts for temps/interns/volunteers

  • 1.  Login accounts for temps/interns/volunteers

    Posted Mar 06, 2019 16:36
    I'm wondering if anyone has a good way of handling computer logins for temporary workers. We have interns, volunteers, and temps who may only be here a day or two but need computer access. In the past we used a shared "volunteers" account, but we are trying to be more security-minded and not reuse passwords. We use Active Directory for authentication. Thanks in advance!

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    Gavin O'Brien
    Manager of Program Data
    Community Servings
    Boston, MA
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    2020 Nonprofit Technology Conference Logo  w/ Baltimore Skyline


  • 2.  RE: Login accounts for temps/interns/volunteers

    Posted Mar 06, 2019 21:58
    What do they need computer access for?

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    K. Howard Enterprise Solutions LLC
    Kyle O'Donnell
    President
    973-866-7366
    kyle@khesolutions.com
    www.ademero.com
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    2020 Nonprofit Technology Conference Logo  w/ Baltimore Skyline


  • 3.  RE: Login accounts for temps/interns/volunteers

    Posted Mar 07, 2019 08:50
    For interns, once the job responsibilities are defined for us by the department manager we'll build a network ID following this pattern: <deptname>Intern, and assign the required rights. If there are to be more than one, we number: LandIntern1, LandIntern2. Our organizational password policy applies, and we'll list the users real name in our global address book so folks can find them. But these folks are here for a couple weeks or months. One-day people are rare, for us.
    Are your 1-day temps all doing the same job? If the duties don't change, maybe you could set up an aging of 24 hours and let the dept manager worry about it since it's their employee? Combined with a no-repeat history requirement of 5 or 6 times (and maybe limiting the number of changes per day to one or two) and the account becomes less labor intensive for your tech team.

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    Joseph Robinson
    Associate Director, Technology Services
    The Pennsylvania Horticultural Society
    Philadelphia, PA
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    2020 Nonprofit Technology Conference Logo  w/ Baltimore Skyline


  • 4.  RE: Login accounts for temps/interns/volunteers

    Posted Mar 07, 2019 10:14
    Mostly scanning documents and doing data entry. I don't think they need access to our network shares in most cases.

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    Gavin O'Brien
    Manager of Program Data
    Community Servings
    Boston, MA
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    2020 Nonprofit Technology Conference Logo  w/ Baltimore Skyline


  • 5.  RE: Login accounts for temps/interns/volunteers

    Posted Mar 07, 2019 10:29
    Gavin -

    Even though it is a slightly higher administrative cost, creating new temporary accounts as needed is a good security practice.  To streamline the process, manage permissions/security at the Group level ("Volunteers Group", "Interns Group", etc.) and add the individual temporary accounts to the appropriate groups.

    Finally, one of the attributes you can set on their temporary AD account is an Expiration date.  You can then periodically run an expired user accounts report and purge inactive/expired accounts.

    -Matt

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    Matt Veltkamp
    Nimbus Nonprofit Solutions
    Washington, DC
    mveltkamp@nimbusnonprofit.com
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    2020 Nonprofit Technology Conference Logo  w/ Baltimore Skyline


  • 6.  RE: Login accounts for temps/interns/volunteers

    Posted Mar 07, 2019 11:48
    Thanks, I didn't know expiration dates are an option, so that seems like it could be useful.

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    Gavin O'Brien
    Manager of Program Data
    Community Servings
    Boston, MA
    ------------------------------

    2020 Nonprofit Technology Conference Logo  w/ Baltimore Skyline