UF Directory Coordinator Training Project Leader: Warren Curry, Information Systems Project Email: baufdir@nersp.nerdc.ufl.edu Directory Web Site: http://www.it.ufl.edu/projects/directory UFID Web Site: http://ufid.ufl.edu December 13, 2002 ©University of Florida

New UF Identifier (UFID) National higher education trend to reduce dissemination of SSN data Strongly supported by UF Provost and Student Government A unique, public 8-digit identifier (1234 - 5678) that will replace SSN on virtually all UF records Departments and Units will have a Alpha and Numeric UFID number, initially based on existing Authority Code

What’s My UFID? What’s My UFID? application at ufid.ufl.edu UFID number is now assigned for all current students and employees Former students and employees will be in the new UF Directory by January 21 Translate up to 500 SSN-to-UFID using UFID Group Translator on Admin Menu

Need for New Directory A comprehensive and fundamentally sound directory is essential to the success of major technological and collaborative endeavors like Internet 2 and ERP Increase productivity and service by eliminating the need for maintaining separate contact lists and databases

Enterprise-Wide and Real-Time The single authoritative source for contact data that may be used to populate other data sources Data entered is immediately available in the UF Directory Designed to eventually include everyone affiliated with UF

More Information Identifies relationships or roles between people and organizations, people and departments, people and people Allows for multiple addresses, phone numbers, departmental and other kinds of affiliations

Potential Directory Add-Ons In the future, additional forms of information may be available as department extensions C.V.s and resumes, working titles, professional credentials Office hours, class schedules and syllabi Nicknames, house directions Photographs

Improved Accuracy Standardized format for contact data One person, one UFID number UFID number does not change except in very rare instances University Directory Administrator reviews daily computer reports to check for potential errors in UFID assignment

Web-Based Two Directory applications Self-service interface for individuals Administrative interface for Directory Coordinators

Ease of Use (Self-Service) Toggle between data entry form and published view Add, delete, or modify information Red text identifies fields that can be modified Highlighting will show what has been modified in the current session

Published vs. Not Published (Self-Service) Visual keys to easily identify what the user wants published in on-line directory, and what to keep private = OK to publish = Keep private GatorLink and Campus Contact information is always published Public records may be published or non-published data

Role of Directory Coordinator Update contact or department-related data (e.g., roles such as chair or graduate coordinator, room assignments, etc.) in the UF Directory as changes occur Primary affiliations (e.g., student, faculty, staff, etc.) are managed by certain units under particular rules and cannot be modified by most Directory Coordinators Add new people to the Directory

Adding New People Point of First Contact — no need to wait for Personnel or Registrar Matching on specified fields helps determine if the person is already in the Directory with a UFID number Normally requires either Name and SSN or Name and Date of Birth UFID numbers are randomly generated and assigned

Building Lists from Directory Query application allows authorized users to create email/mailing lists Download contact data for students and faculty in your department or unit Secured application on Admin Menu — purpose for using data will determine level of access Protected data not available to most users

UF Directory Coordinator Training Questions? Contact ufid@ufl.edu Project Leader: Warren Curry, Information Systems Project Email: baufdir@nersp.nerdc.ufl.edu Directory Web Site: http://www.it.ufl.edu/projects/directory UFID Web Site: http://ufid.ufl.edu December 13, 2002 ©University of Florida