We’re looking at moving to RAMP and wanted to get a sense how other organizations handle token management.
Do you distribute tokens like you do keys or passcards? Do you keep all tokens in-house and users must check out a token before they start work? How do you handle tokens for users who work remotely? What are your policies for lost tokens?
Thanks much,
Jeanne DeVore | Technology Manager Chicago Shakespeare Theater
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Hi Jeanne,
Each organization handles things a little differently but here are a few general things I've seen.
- Full time employees are required to sign a receipt acknowledging that they received the token.
- For part time employees (usually in the box office) the shift supervisor issues the token at the beginning of the shift and collects it when the agent clocks out. Bear in mind that you will still need one token per employee regardless of the number of hours they are working.
- Lost tokens are handled in the same manner that any other company asset would be (i.e. key cards, computers, etc).
- Remote employees (which I was for a time) will still need a token. These can be Fed Exed or mailed.
- Usually, if someone forgets or loses a token we will issue a new one and when they find or recover their original they return the original to us. The process of switching tokens is not tough, but it does require a ticket to be submitted to RAMP support, so it is easier to let them keep the replacement and put the original back into inventory. The employee has to sign a new receipt for the replacement token.
- Because of the expense of tokens, it is worth your time to carefully consider who should be issued a token. With the introduction of web reports and dashboards, you can reduce your token needs by directing executives and others who only need a few reports to the web reports page. this will require a Tessitura login but not a RAMP account.
I helped to on board a consortium with around 120 users and the process was much less of a headache than I imagined it would be.
Let me know if you have any other questions.
- Levi
Box office staff leave their tokens at the box office.
They are handed out like keys. By preference most staff leave their tokens at the office.
Since they are assigned like keys if they work at home they take the fob home.
We have not lost a token but I we would replace it.
The one thing to think about is you may want to scale back the number of users for Tessitura. We found that there were a number of people with logins that never accessed the system or only ran a couple of reports. Several people are happy with just getting reports automatically mailed to them.
Jason Song
IT Manager
Scottsdale Cultural Council
P 480.425.5340
C 480.529.4653
From: Tessitura Technical Forum [mailto:forums-technical@tessituranetwork.com] On Behalf Of Jeanne DeVore Sent: Tuesday, February 11, 2014 9:28 AM To: Jason Song Subject: [Tessitura Technical Forum] RAMP Token Management
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Our remote users are pretty good about keeping their tokens with them, but as mentioned earlier, if they leave them at home, we just permanently swap the token, and they give us the old token back for stock. Hasn't been a problem thus far.
Most staff tend to leave the token at the office at the desk.
We do maintain a store of 5 or so tokens so that we can easily swap.
CC
Our process is very much like Levi's and has served us well. I will add that we've had several users break their tokens, so we advise everyone to keep the tokens at work unless they need to work remotely.