university of north carolina wilmington mabug 2010 attacking addresses at western carolina...
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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
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
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
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
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
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
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
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
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)
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
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
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
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
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
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?
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
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
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
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