Employees Need New User Names to Log into Computers, Email, Several Other APS Systems

February 15, 2011

User names for APS computers, email and several other district programs will be changed this weekend in an effort to increase security, reduce the number of user names and passwords employees have to remember and prepare for a new online employee self-service system that will allow them to view their paycheck, benefits, leave, tax information.

Employees will log in using the letter “e” followed by their six-figure identification number: e123456. Employees with ID numbers that have fewer than six characters will use zeros after the “e” and before their employee ID: e001234.  These numbers can be found on ID cards that all employees should have received last week. They also are available on old paycheck stubs, from school or department secretaries or by calling Human Resources at 889-4848.

Though employees don’t need to change their passwords at this time, it is recommended that they create a new one within the next few weeks because it will eventually be needed to access the online employee self-service system.

Email addresses will not change.

There has been some confusion about password changes. Ken Cole, Director of Enterprise Systems clarified: “The account password is NOT changing this weekend. When employees return from the long holiday weekend Tuesday, Feb. 22, they will use their new user name and their current password to log into their computers, email, Lawson, the Service Desk and TIENet.

Windows 7 users will need to “switch users” in order to log in with the new user name. Instructions for Windows 7 users are located at http://www.aps.edu/staff/technology-changes/user-name-changes/logging-on-to-your-computer-with-your-new-user-name-windows-7.

Employees who use APS laptops at home will continue to log in using their old user name and password until they bring the computers to work and authenticate on the district’s system.

Employee will need to change their passwords by mid-March. The combination of the new user name and passwords will be used to view online paychecks, benefits, leave and tax information. Employees will no longer need to receive paper paycheck stubs.

“There are several good reasons for changing user names and passwords. In addition to increasing security, reducing the number of user names and passwords employees have to remember and preparing for a new online employee self-service system, we’ll also be able to reduce the number of problems caused by name changes due to marriage and divorce,” said Tom Ryan, APS Chief Information Officer. “Though we know in the long-run this change will be beneficial to all, there may be a few issues along the way. We ask for your patience and understanding as we help you with this transition. We have lots of information available on the APS website at www.aps.edu/staff/technology-changes, and we will have technicians standing by to take your calls at 830-8080 should you run into problems.”

It is recommended that employees go to the password reset site to change their passwords this week, if they haven’t done so already.  Filling out the questions on the “pwreset” site will allow users to change passwords and avoid being locked out of their accounts. The password must be at least 10 characters using letters and/or numbers. It should contain upper and lower case letters and at least one number. Don’t use spaces or special characters. Passwords are case sensitive.

To change a password:

1. Go to pwreset.aps.edu
2. Click “Edit My Profile” and register by setting up security questions
3. Click Change my Password
4. Enter your email address without the “@aps.edu”
5. Enter your email password
6. Make sure the domain reads “APS”
7. Click Logon
8. Do NOT allow the computer to generate a password for you. Instead, click “Enter” to create your own password
9. Type your new password, then type it again to confirm it
10. Click “Change Password”
11. You will receive a message that reads “Your Password has been Changed!”
12. If you get locked out while trying to use your new password, wait 15 minutes and try again.

Passwords should be changed several times during the year. It is recommended that employees set a reminder on their Outlook Calendar.

Directions for registering at pwreset.aps.edu and changing passwords are available on the APS website at www.aps.edu/staff/technology-changes/password-reset-site#changing-your-password. The web page also provides information for employees who forget their passwords, need to reset them or who need to unlock an account.

If employees receive an error message the first time they try to make the switch to the new username or password, Ryan suggested waiting 15 minutes and trying again. If that doesn’t fix the problem, call the IT Service Desk at 830-8080.

More information on user name and password changes for employees is available at www.aps.edu/staff/technology-changes.