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University of North CarolinaWILMINGTON MABUG 2010
Attacking Addresses at Western Carolina University
(and smaller battles with name changes)
Kay TurpinInstitutional Planning & Effectiveness
October 4-5, 2010www.wcu.edu/27729.asp
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MABUG 2010
University of North CarolinaWILMINGTON
Western Carolina University
Location: Cullowhee, NC
Member of UNC System
Fall 2010 - 94071440 FTF7503 UGs1904 GRs
Presentation at www.wcu.edu/27729.asp
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MABUG 2010
University of North CarolinaWILMINGTON
Our Enemies- 33 Address Types in Fall 2009- lack of university-wide address policy
The Troops:One major lead or director from each functional areaEmergency Management DirectorData Standards Chair Internal Auditor
The Battle Ahead
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MABUG 2010
University of North CarolinaWILMINGTON
Battle Plans
1) Codes to eliminate; codes to retain2) Develop policy around remaining codes3) Online updates through MyCat4) Related issues
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MABUG 2010
University of North CarolinaWILMINGTON
1) Codes to Eliminate & RetainAdvancement & Finance areas – quick battle, defined
by areas’ business processes
Elim.: TE – Temporary TX – TaxMG – Matching Gift SP – SpecialHQ – Headquarters BI - Billing
Kept: BU - Business SE - SeasonalB2 – Secondary Business XM – Alt.
HomePO – Purchase Order AP – Accts.
PayableCG – Contracts & Grants
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MABUG 2010
University of North CarolinaWILMINGTON
Codes to Eliminate & Retain (cont’d)Employee & Student address issues:
Employees can also be students
Students can be employed part-time on campus
Students have multiple, ever-changing addresses
Employees’ addresses tend to change less
Student areas needed more than one address to
choose from depending on time of year
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MABUG 2010
University of North CarolinaWILMINGTON
Codes to Eliminate & Retain (cont’d)
Employee & Student Codes:
‘Automatically’ Retained or Deleted: On-campus residence & office codes (RH/CA)SEVIS codes (S1/S2/S3)Military (MI)Registrar’s Hometown & Diploma (HM/DP)Previous Address (PV) – migrated - DELETED
The major battle: 11 remaining employee/student codes
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MABUG 2010
University of North CarolinaWILMINGTON
Issues to ‘address’:1. Single, perm., mailing address for staff & students• Eliminate Employee code (EP) & redefined old PR
code• Active employees/students required to have
‘permanent mailing address’ (MA)2. Some ‘control’ by HR and Student• Students: R & R holds for missing MA address• Employees: Benefits & Payroll (individual
responsibility)3. Easily modified• Online updates for all employees & students
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MABUG 2010
University of North CarolinaWILMINGTON
4. Retain a small number for extra addresses:On-campus address – system maintained
(Residence Hall –RH, Campus Office – CA) Physical or second address (Physical Residence – PR)Student off-campus mailing address (LO)Off-campus & Physical types only if different than
MAAllows for logical address type selections in mailing
processes (esp. for students)
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MABUG 2010
University of North CarolinaWILMINGTON
5. What to do with remaining codes?
Seven codes remain with associated problems:Sporadically used (esp. parent and NOK codes)No associated name contactDifficult for Campus Police & others to find contactsEC codes used by HR – which led us into…….
Banner’s Emergency Contact Form:Discontinue use of all seven codes HR initially populates form on new employee intakeParent/NOK info on electronic apps to populate formUsers can maintain through Web
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MABUG 2010
University of North CarolinaWILMINGTON
RESULTS
17 Remaining Codes; 16 Dead
• 12 “active user” codes (5 student/employee; 7 Advance/Fin)
• 2 system-maintained (RH/CA)• 3 SEVIS codes
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MABUG 2010
University of North CarolinaWILMINGTON
2) Develop Policy ‘Owners’ associated with each codeAdvancement & Finance:
Fairly straightforward; driven by business processesDefined uses within areasUpdated only by these areas
Employees & Students:Unique addresses One active address per typeA ‘required’ address for allMaintain address history
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MABUG 2010
University of North CarolinaWILMINGTON
3) Address Updates (MyCat)
Twelve types previously available for update onlineCodes & usage unclear (MA, EP, PR, LO ????)Users assuming one address update changed allEmployee address (EP) & student permanent (PR) not
available for update
Changes to online updates:Removed Advancement & Finance codesFour codes available: MA, PR, LO, MIRequirements & consequences for critical types postedOn-campus addresses displayed
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MABUG 2010
University of North CarolinaWILMINGTON
4) Related Issues:
HR: Compare/verify employee addresses for correct MA
address (EP, MA, & Central Payroll addresses) HR Webpage info on updating benefits addresses Banner & Central Payroll addresses to be re-synced in
Nov. 2010 for accurate W2 addresses Can monitor employee addresses as needed through
Banner form or report
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MABUG 2010
University of North CarolinaWILMINGTON
Related Issues (cont’d):
Change related telephone codesEducation around inactivated codes to system
usersImprove use of the emergency contact formAddress clean-up needed?
ADDRESS QUESTIONS?
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MABUG 2010
University of North CarolinaWILMINGTON
Name Change Policy & FormOld Processes – loosely defined in other Data
Standards documents
Issues needing addressed:a) who is authorized to change namesb) multiple name-change formsc) multiple submission points for formsd) required documents not cleare) functional areas not being notified
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MABUG 2010
University of North CarolinaWILMINGTON
New Name Change Policy Highlights:
a) Applied stricter hierarchy defining who can change names based on person’s role in system
b) Listed required documentationc) Covered Finance, Advancement, &
Admissions roles in policyd) Added policy regarding SSN changes
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MABUG 2010
University of North CarolinaWILMINGTON
Related Name Change Issues:
1. Single form for current students & employees2. Identified one submission point for students3. Listed required documents for university-employed
and non-employed students4. Needed a process to notify areas:
a) Chose to use a report on our Banner portalb) accessible to all Banner usersc) can select on person’s roled) can use time as a selection criteriae) ‘inactive’ persons for HR & Registrar
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MABUG 2010
University of North CarolinaWILMINGTON
Related Documents:“Western Carolina University Address Policy”“WCU Name & Social Security Number Change Policies”“Current Student & Staff Name Change Form”
Institutional Planning & Effectiveness http://www.wcu.edu/12829.asp
828-227-7239