New role methodology – 2023

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The current state adhered to the principles and principles that were formulated in 2012.
At that time, there were only theoretical ideas about the use of roles at CTU. 

Until now, the roles were primarily divided into:

• Business role – role expressing a relationship to the organization (for example FSv student, FS employee, FEL senate member, FJFI secretary, head of department 18101…). The rules for allocation result mainly from the statutes, organizational rules and other legislative documents of the university, faculties and institutes.
• Technical role – a role expressing rights in individual CTU IS systems (the role of teacher in KOS for FA, the role of accountant in FIS for FD, the role of clerk in V3S for FBMI…). The rules for allocation are given by the “Authorization to operate” document, which is formulated for each operated system.

The main reason for the current change is that this system did not allow creating roles for other types of structures. VIC has been aware of this “shortcoming” for a long time, and therefore, when creating the new role module in UserMap, launched in the fall of 2020, the possibility of using multiple types of structures was already incorporated into it in advance. 

In June 2022, we received a request from the vice-rector for quality management to introduce roles that would work with study programs for the registration and legal representation of study program guarantors, and not only guarantors. Subsequently, we received a similar request from the vice-rector for bachelor’s and master’s studies. 

The second reason was to use the change to completely revise the attributes, based on 10 years of experience with the operation. The goal was to adjust the attributes so that they would enable further development in the long term. 

Who will be most affected by this change?

Administrators and suppliers of information systems linked to Usermap and Active Directory

Administrators and suppliers must adjust the format of the code indicating the role in their applications and software (they have a transitional period 7 months for this change, starting on February 1, 2023, information about the technical details of the change will be distributed through faculty IT technicians). The deadline for the end of providing the old way of format and role attributes is set at August 31,2023.

Role approvers and role preparers

Role approvers (i.e. all executives, secretaries, directors, vice-deans, deans, vice-chancellors, rector and other other persons authorized to approve another role) and role preparers (they prepare roles for approval at the faculty or CTU level) see the changes after deployment in all forms already the role in the new form.

The change most affected so-called technical roles and roles designating cost centers (probably it will also affect roles intended for file nodes).

Newly, the role T-KOS-11101-UCITEL is no longer being worked on, the role has been renamed B-11101-KOS-UCITEL according to its inclusion in the organizational structures. Similarly, the system is also changing for roles for cost centers – the role T-SFIS – 11101 – ORDERS is now included in the structure of cost centers and is called N-11101-SFIS-ORDER. What we know as technical roles has now been re-divided into roles according to the structures of organizational units, cost centers, and roles according to the structures of file nodes will also be modified in the future.

Ordinary employees, students and others

All other CTU IS users are more or less unaffected by the above changes.

Demonstration of roles and types of structures

Although this change may appear to be only minor and cosmetic, it is important for the management and development of information system roles. The individual dials with which the roles work are not the same. The code of organizational units is different from the code of cost centers and file nodes, although they seem practically the same. Other code lists – of study programs, subjects or rooms are then completely different. The target state is to allow faculties and components to set authorizations through roles in CTU IS and with regard to these structures. In the future, it could theoretically be possible to set permissions based on the study of a certain program, the study of a certain subject or the right to use a specific room, and so on. With this change, it could also be possible in the future to partially automate the creation of roles so that new roles are created automatically, e.g. with the creation of an organizational unit or subject. However, this is a long-term and theoretical outlook. Today, all roles are created manually (for example, when a new department is created at the faculty, a set of approximately 80 roles is created manually according to the organizational structure and 30 roles according to the cost structure).

The following table shows some roles, established structures and how the change affected them

The table below shows the existing and required structures. 

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