1. University of North Carolina WILMINGTON MABUG 2010 Attacking Addresses at Western Carolina University (and smaller battles with name changes) Kay Turpin Institutional Planning & Effectiveness 828-227-3041 turpin@email.wcu.edu October 4-5, 2010 www.wcu.edu/27729.asp

2. MABUG 2010 University of North Carolina WILMINGTON Western Carolina University Location: Cullowhee, NC Member of UNC System Fall 2010 - 9407 1440 FTF 7503 UGs 1904 GRs Presentation at www.wcu.edu/27729.asp

3. MABUG 2010 University of North Carolina WILMINGTON Our Enemies - 33 Address Types in Fall 2009 - lack of university-wide address policy The Troops:  One major lead or director from each functional area  Emergency Management Director  Data Standards Chair  Internal Auditor The Battle Ahead

4. MABUG 2010 University of North Carolina WILMINGTON Battle Plans 1) Codes to eliminate; codes to retain 2) Develop policy around remaining codes 3) Online updates through MyCat 4) Related issues

5. MABUG 2010 University of North Carolina WILMINGTON 1) Codes to Eliminate & Retain 1) Codes to Eliminate & Retain  Advancement & Finance areas – quick battle, defined by areas’ business processes  Elim.:TE – TemporaryTX – Tax MG – Matching GiftSP – Special HQ – HeadquartersBI - Billing  Kept:BU - BusinessSE - Seasonal B2 – Secondary BusinessXM – Alt. Home PO – Purchase OrderAP – Accts. Payable CG – Contracts & Grants

6. MABUG 2010 University of North Carolina WILMINGTON 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

7. MABUG 2010 University of North Carolina WILMINGTON 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

8. MABUG 2010 University of North Carolina WILMINGTON 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

9. MABUG 2010 University of North Carolina WILMINGTON 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 MA  Allows for logical address type selections in mailing processes (esp. for students)

10. MABUG 2010 University of North Carolina WILMINGTON 5. What to do with remaining codes?  Seven codes remain with associated problems:  Sporadically used (esp. parent and NOK codes)  No associated name contact  Difficult for Campus Police & others to find contacts  EC 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 intake  Parent/NOK info on electronic apps to populate form  Users can maintain through Web

11. MABUG 2010 University of North Carolina WILMINGTON RESULTS  17 Remaining Codes; 16 Dead 12 “active user” codes (5 student/employee; 7 Advance/Fin) 2 system-maintained (RH/CA) 3 SEVIS codes

12. MABUG 2010 University of North Carolina WILMINGTON 2) Develop Policy  ‘Owners’ associated with each code  Advancement & Finance:  Fairly straightforward; driven by business processes  Defined uses within areas  Updated only by these areas  Employees & Students:  Unique addresses  One active address per type  A ‘required’ address for all  Maintain address history

13. MABUG 2010 University of North Carolina WILMINGTON 3) Address Updates (MyCat)  Twelve types previously available for update online  Codes & usage unclear (MA, EP, PR, LO ????)  Users assuming one address update changed all  Employee address (EP) & student permanent (PR) not available for update  Changes to online updates:  Removed Advancement & Finance codes  Four codes available: MA, PR, LO, MI  Requirements & consequences for critical types posted  On-campus addresses displayed

14. MABUG 2010 University of North Carolina WILMINGTON 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

15. MABUG 2010 University of North Carolina WILMINGTON Related Issues (cont’d):  Change related telephone codes  Education around inactivated codes to system users  Improve use of the emergency contact form  Address clean-up needed? ADDRESS QUESTIONS?

16. MABUG 2010 University of North Carolina WILMINGTON Name Change Policy & Form  Old Processes – loosely defined in other Data Standards documents  Issues needing addressed: a)who is authorized to change names b)multiple name-change forms c)multiple submission points for forms d)required documents not clear e)functional areas not being notified

17. MABUG 2010 University of North Carolina WILMINGTON New Name Change Policy Highlights: a) Applied stricter hierarchy defining who can change names based on person’s role in system b) Listed required documentation c) Covered Finance, Advancement, & Admissions roles in policy d) Added policy regarding SSN changes

18. MABUG 2010 University of North Carolina WILMINGTON Related Name Change Issues: 1. Single form for current students & employees 2. Identified one submission point for students 3. Listed required documents for university-employed and non-employed students 4. Needed a process to notify areas: a)Chose to use a report on our Banner portal b)accessible to all Banner users c)can select on person’s role d)can use time as a selection criteria e)‘inactive’ persons for HR & Registrar

19. MABUG 2010 University of North Carolina WILMINGTON 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