IT onboarding for employees

1. As part of the hiring process, the fields "private e-mail address" and "mobile phone number" are added to the corresponding forms.
   (Exception: For new staff * in technology and administration whose job filling process was carried out with the support of the HR4You software, the corresponding data is taken directly from the application management system and does not need to be entered in the hiring form) .
2. In addition to the staff, people master data recorded to date, the P/O department also records the private e-mail address and mobile phone number of the new employee in PRISMA as part of the process of creating the person in PRISMA.
3. Approximately 2 weeks before the start of the contract, the new employee will receive an e-mail (sender: no-reply-idm@uni-bielefeld.de) containing information for the procedure as well as the personal Uni-ID (user name for registration in PRISMA).
4. After receiving the e-mail, the new employee independently requests a start password for approval of PRISMA on the corresponding website. In combination with the Uni-ID, the login and the setting of a new personal password for the PRISMA SelfService is controlled by the system.
5. In PRISMA SelfService, the employee can use the following functions:
   • Requesting the UniCard as a service ID (possible immediately after logging in)
   • Setting personal passwords for IT services such as AD, eduroam, etc.

First steps

A prerequisite for working with your work computer is registration with the PRISMA system. This is the central identity management system of Bielefeld University, which offers you possibilities for IT rights management and as well as the application for new IT approvals. In addition, you can apply for your UniCard (service ID in smart card format) via PRISMA.

Please complete the following steps to register with PRISMA:

1. Approximately 2 weeks prior to the start of your contract, you will receive an email to the email address you provided as part of your recruitment. This contains your personal Uni-ID (your personal identifier for the registration at PRISMA, the Identity Management System of Bielefeld University).
2. For registration at PRISMA please use the following link: https://prisma.uni-bielefeld.de/. Click on "Reset password". Instructions on how to reset your PRISMA password can be found here.
3. Enter your University ID as well as your date of birth to receive a temporary password via SMS (to the mobile number recorded as part of your setup).
4. Use the password received via SMS to log in to PRISMA.
5. Mandatory personal IT accounts will be automatically generated. You will receive an user account to login to your work computer, an e-mail inbox and an account for WLAN and VPN. You now have to set a password for these accounts in PRISMA.

Note:
Since the procedure for digital transmission of your access data has been newly introduced, it is possible (depending on the date of your contract start) that instead of the above-mentioned e-mail you will receive a letter (by in-house mail) informing you of your personal access data for the PRISMA system. In this case, you do not need to carry out the steps listed above, but register directly with PRISMA via the link mentioned in the cover letter.

First steps

In order to work with your work computer, you must be registered on the PRISMA system. This is Bielefeld University's central identity management system, which offers you options for IT rights management and applying for new IT approvals. You can also use PRISMA to apply for your UniCard (service card in chip card format).

Please follow the steps below to register with PRISMA:

1. After signing the appointment agreement, you will receive an email to the email address you provided as part of your recruitment process. This will contain your personal Uni-ID (your personal ID for registration on PRISMA, Bielefeld University's identity management system).
2. To register for PRISMA, please use the following link: https://prisma.uni-bielefeld.de/. Click on "Reset password". You can find instructions on how to reset your PRISMA password here.
3. Enter your Uni-ID (from the welcome email) and your date of birth to receive a temporary password by SMS (sent to the mobile phone number provided as part of your registration).
4. Use the password received by SMS to register with PRISMA.
5. You will receive an identifier for registration on your work computer, an email inbox and an account for WLAN and VPN. Now set a password for these accounts in PRISMA.

 

The fields "private e-mail address" and "mobile phone number" were already added to the recruitment forms some time ago. The background to this is that the procedure for transmitting PRISMA access data (formerly the so-called UniCard cover letter) has been digitized. Within the framework of a secure 2-channel procedure, the access data required for PRISMA registration will now be sent by e-mail (Uni-ID) and SMS (password).

In order to ensure a smooth process, the complete recruitment documents must be received by the P/O department as usual 6 weeks before the start of the contract. This is where the personal master data is entered into the PRISMA system as a prerequisite for new employees* to receive their PRISMA access data digitally in the future.

Note:
When hiring employees in technology and administration whose job filling process was handled via the HR4You application management system, the additional data required for the digital process (private e-mail address and mobile phone number) can be transferred from the application management system by adding a data protection declaration. This is done as part of the creation of the new staff, people in PRISMA by the P/O department.

Basically, all new employees are informed by e-mail (to a private e-mail address stored in the recruitment documents). Subsequently, a start password can be requested independently via SMS.

If, in individual cases, the necessary criteria for the digital transmission of access data are not met, it is still possible as a workaround for the respective IT supervision to set the passwords manually after identifying the staff, people.

For "early life support", the functional mailbox it-onboarding@uni-bielefeld.de has been established temporarily. The project staff from the DT/P department, P/O department and BITS, among others, have access to this mailbox and are available for questions, problems and suggestions for improvement.

Information on possible errors (e-mail or SMS did not arrive, new employee has no mobile phone number, etc.) and instructions for action are listed in the FAQs.
If you have any other problems, please contact us at
it-onboarding@uni-bielefeld.de.

Department P/O has agreed to enter the person into PRISMA at least 14 days before the start of the contract, if the complete recruitment documents are received in Department P/O 6 weeks before the start of the contract from the hiring departments.

During the interim period of the procedure changeover, the previous "UniCard cover letter" may be received in parallel. However, we will try to avoid this.

The specification of your private e-mail address as well as your mobile phone number in the context of the recruitment is voluntary. When provided, this data is entered into PRISMA (Identity Management System of Bielefeld University) and is required for the secure transmission of your PRISMA access data as part of a 2-channel procedure. After the start of the contract, you have the option of manually deleting this data from your personal PRISMA SelfService at any time, as it is no longer absolutely necessary.

You can find the PRISMA data protection information here. (in German)

If you have any questions or comments about the new procedure, please contact the following persons:

PRISMA
For questions regarding registration in PRISMA and administration of your IT approvals, please contact your Faculty IT support.

UniCard
If you have any questions about the UniCard, please contact the Infopunkt staff or send an e-mail to unicard@uni-bielefeld.de.

In this case, you do not need to take any action, i.e. you do not need to request a new PRISMA password, but can continue to use your familiar access data.

If you receive additional IT rights (e.g. due to a change of status "student becomes employee"), you can manage these in PRISMA as described above.

This case can occur if your private e-mail address was not (correctly) deposited in the context of the setting.

To obtain approval for PRISMA, please contact your responsible Faculty IT Support.

This case can occur if your mobile phone number has not been stored (correctly) as part of the setting.

To obtain approval for PRISMA, please contact your responsible Faculty IT support.

In this case, you cannot participate in the digital procedure for transmitting your PRISMA access data. To obtain approval, please contact your responsible faculty it supoort supervisor.

The process for transmitting PRISMA access data is currently being converted to a digital process. During this transition phase, it is possible that you, as a new employee, will receive both an e-mail (new process) and a paper letter (old process, so-called "UniCard cover letter").

Both processes guarantee your approval for the PRISMA system. If you received the letter first and activated your approval for PRISMA, you can ignore the e-mail. The same applies in the reverse case, i.e. if you have already obtained approval for PRISMA via the steps described in the e-mail and on the website, you no longer need to perform the steps described in the letter.

The SAP access data are not managed in the PRISMA web interface.

You will automatically receive an e-mail with access data to your official e-mail address if an entry has been created for you in the directory of staff, people and departments (PEVZ). The contact person for PEVZ maintenance in your faculty or department will be available to answer any questions you may have. Select your faculty or department on the page https://ekvv.uni-bielefeld.de/pers_publ/publ/Home.jsp and click on "Contact persons for correction requests...".