If you have ever tried to add a person to your research team or project in GMAS only to find they are not listed, the reason could be how they were set up in the Identity Management System (IDM/MIDAS).  The IDM system is used by HR to assign HUIDs and manage Harvard’s personnel identity data, such as job information and status, as well as start and end dates for positions. 

It can take up to three days for GMAS to receive new appointment records (a new person or a new position), however sometimes we find that even after 3 days we still do not see the person listed in GMAS.  If this is a new employee or affiliate receiving their HUID as a Person of Interest (POI), one of the reasons we do not see them in GMAS yet could be that their record was set up with a POI role type that GMAS does not receive from the IDM system.

When a new person is set up in IDM as a Person of Interest, GMAS will only receive that person’s record if they are given a certain POI type.  The POI role types that GMAS currently receives are:

• Consultant
• Contractor
• Other
• Security
• Smithsonian Employee
• Vendor

In the future GMAS may receive more POI role types however for now, to ensure that anyone that needs to have a record/HUID in GMAS, please request that HR use the above list. 

For more information on the IDM interface with GMAS, please go to the GMAS Interfaces page on our site.  As always, if you have any questions or feedback, please email us at contactgmas@harvard.edu.