Recommendations for IAM groups

• grp-groups are intended for use by a small group, for limited or temporary needs, e.g. for students, research groups, etc.
• hy groups are meant for shared use by the University community
• sys groups are automatic groups created from HERO.

NOTE: the group owner is not automatically a group member, so if you want the owner to have the necessary rights, add them as a member.

• Hy groups are meant for shared use by the entire University community. Some of these are maintained manually, some are automatic groups whose membership is determined by the employment contract and contract information in SAP-HR.
• The member list, group description and owners of the hy groups are visible to everyone. The member list can be found in the results of the search function by clicking the info button after the name of the group.
• Hy groups are always available for e-mails (except for a few special cases, e.g. hy-employees).
• The groups starting with hy are created centrally. The member list is maintained as close as possible to the operating environment in question.
• Some hy groups are automatic groups whose membership is determined by the employment contract and contract information in SAP-HR. See below for more details about this.
• Anyone can request the establishment of a group at hy-ryhmat@helsinki.fi. To expedite the processing of your request, please provide the following information: 
  • intended use
  • a proposal for the name of the group
  • a proposal for the group owners

1) hy-faculty abbreviation-department abbreviation-employees and hy-independent institute abbreviation-employees

• Include the employees of the organisational unit in question with a valid employment agreement in SAP-HR and no exemption from work.
• Created in the system automatically.
• Updated daily from the SAP-HR data.

2) hy-faculty abbreviation-department abbreviation-coemployees and hy-independent institute abbreviation-coemployees

• Include the professors emeriti of the organisation unit in question, visiting researchers, docents with an adjunct professorship agreement, scholarship researchers, visiting professors with a username of the University of Helsinki and valid contract information in SAP-HR (other than the employment contract, personnel subgroup D2-D6).
• Created in the system automatically.
• Updated daily from the SAP-HR data.

3) hy-faculty abbreviation-department abbreviation-allstaff and hy-independent institute abbreviation-allstaff

• Include the corresponding group ending with -employees and -coemployees + possible manually maintained persons and/or groups whose information are not received from SAP HR.
  • Manually-maintained persons and persons belonging to manually-maintained groups are persons belonging to the work community in question whose contract information in SAP HR does not relate to the unit in question (e.g. double affiliations).
• These groups are updated by the service coordinators.

4) hy-faculty abbreviation-department abbreviation-supervisors and hy-independent institute abbreviation-supervisors

• Include the employees of the organisational unit in question with a valid employment contract in SAP-HR and a supervisor status (and no exemption from work).
• Created in the system automatically.
• Updated daily from the SAP-HR data.

5) hy-faculty abbreviation-department abbreviation-leveln and hy-independent institute abbreviation-leveln

• Include the employees of the organisational unit in question with a valid employment contract in SAP-HR and a position in the teaching and research staff (career steps 1–4, i.e. 1, 2, 3 or 4) and no exemption from work.
• Created in the system automatically.
• Updated daily from the SAP-HR data.

6) hy-faculty abbreviation-department abbreviation-teach-research and hy-independent institute abbreviation-teach-research

• Include groups ending with -leveln of the of the organisational unit in question + possible manually maintained persons and/or groups whose information are not received from SAP-HR.
  • Manually-maintained persons and persons belonging to manually-maintained groups are persons belonging to the work community in question whose contract information in SAP HR does not relate to the unit in question (e.g. double affiliations).
• Check the group owners from the Group management tool.

7) hy-employees

• Includes all university employees with a valid employment contract in SAP-HR. Also those dismissed from work are included. NOTE! Not available as an e-mail list.

Groups beginning with grp are groups that can be created with the group management tool by all University staff and students with a username issued by the University.
Further instructions on how to create a group are provided in separate instructions

• the grp group can be created by anyone with a University username (so-called AD username).
• You will only see the description of the grp groups and a list of their owners.
• The member list is not displayed for the grp groups. The member list can be viewed only by the group owners.
• Before creating a new group, use the same tool to check if there is already a suitable group for your purpose.
• If you don’t know whether a grp group is suitable for your purpose, contact the group owner for further information. The group owner is indicated in the Search for and Create Groups tab in the group management tool. Enter the name of the group in the search field. The search results show the owners of the group and their e-mail addresses.

NB! The group should have at least two owners to ensure the maintenance of the group. 

Sys groups are automatic groups created from HERO.