The UF Directory Project Project Leader: Warren Curry, Information Systems Project Project Web Site: September 20, 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 (#### - ####) that will replace SSN on virtually all UF records  UFID will be assigned to existing Gator 1 card holders in October 2002

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

Separate but Equal  UF Directory and UFID are two related projects equally important and necessary to the University  UFID creates the individual’s UF identify which the UF Directory will then use to support systems that authenticate people for purposes of security, computer access, and inter- and intra-collaboration

Enterprise-Wide  The single authoritative source for contact data that may be used to populate other data sources  Directory and UFID projects designed to include everyone affiliated with UF  UF faculty, staff and students  Shands, UF Foundation, and Athletic Association employees  Alumni, student applicants, and season ticket holders, etc.

More Information  Identifies relationships or roles between people and organizations, people and departments, people and people  Allows for multiple addresses, phone numbers, and department 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

Real-Time Information  Data entered is immediately available in the UF Directory  Near real-time updates for key units using “push” replication technology  Other units can determine how often they need extraction updates

Improved Accuracy  Standardized format for contact data  One person, one UFID  Creation of new UFID is matched against existing individuals on several criteria (name, DOB, address, etc.) as data entry occurs  UF Directory Administrator reviews daily computer reports to check for potential errors in UFID assignment

Web Interface  Prototype -- design template  Two applications  Self-service interface for individuals  Administrative interface for Directory Coordinator (formerly Phone Book Coordinator)  Examples of draft web interfaces available on-line (see “System Applications” link on UF Directory home page)

Ease of Use  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

Self-Service DRAFT

Self-Service (bottom) DRAFT

Public View of Self-Service DRAFT

Published vs. Not Published  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

What to do by Oct 15  Check all office procedures, filing systems, card readers, and paper forms to find out which contain SSN  Make plans for obtaining UFID for current records and removing SSN  SSN can be collected or kept in files only with prior approval from Vice Provost Office Directory Administrator

What to do by Oct 30  Identify Directory Coordinator for each unit  Make plans to attend training for update system  Familiarize with new policies, etc.  Identify questions and issues that will affect your unit