Everything you need to know regarding SIO People web app.
FAQs
- What is the URL ??
https://sio.ucsd.edu/secure/people2/ - Who do I contact if my credentials don't work ??
siohelp@sio.ucsd.edu - Who do I contact if I can't find what I need ??
lavila@sio.ucsd.edu
Step-by-Step User Guide
- Create a new record or update existing
A. First check if person is already in database.
- Select 'New' from top menu.
- Perform initial search by entering what is known about the person. All 5 fields need to be filled but only 'Last Name' and 'First Name' should be accurate; the other fields don't have to be remotely accurate.
B. Search Results
I. If there is a match then via the 'SIO ID' hyperlink proceed to update data fields in the View/Edit page of the person selected. ( No new record is created )
II. If there is no match then select 'Proceed to Create a New Record' button at bottom right. There are several instructions on this page.
- When creating a new record there are 4 fields which are required and are clearly marked in the View/Edit page of any person. Last Name, Fist Name, SIO Role and Primary Email. Once filled these fields will show colored 'green'; otherwise they remain 'red'. The record cannot be 'saved' unless all 4 fields are filled. Furthermore, the 'Save' button will not be available for selection if any of the 4 fields remain unfilled. (NOTE: Any 'Save' button saves field content in any of the modules )
- People data is divided into the following Modules: Employment/HR, Relationships, Hiring/Separation, Personal Data, Teaching/Education, Space, Notes, and Personnel History. (NOTE: Personnel History is not a data entry module per se. Rather it is a log of how the record has been modified over time.
- The Employment/HR module contains most of the fields which determine how the person will be represented in other SIO web sites such as Scripps Scholars, the Scripps directory, some mailing lists (i.e. Academic Personnel), and eventually other sites. (NOTE: For in-depth field descriptions see related section below )
Discussion Topics
1. Need to create a business process for newly hired faculty and staff (i.e. Ryan Hechinger, Anne Pommier )
...
2. Data Stewards.
3. Remove Academic- Emeritus from SIO Role ??
4. Intake process for new students.
5. People changing roles:
UCSD -> SIO
academic reclasses/promotions
6. Mailing lists. i.e. AcadList
7. Section votes. Email lists. ( a big pain in Earth section)
8. . -”RTAD”, “RTAD Pending,”Leave of Absence” and “Visa Pending” in SIO Status will be treated as “Active” in the directory. -JIRAD (completed 01/23/14)
Add 'Sabbatical' ... should also be ‘Active’
Add ‘Emeritus’ to override UCSD status as far as ‘Active’ is concerned.
New field: SIO Status Will help determine Active/Inactives in conjunction with Hiring/Separation module and UCSD Status. Field options are:
Appointment Pending
Deceased
Retired
RTAD
RTAD Pending
Sabbatical
PPS Separated
Past Affiliate -added Oct. 2013
Leave of Absence -added Oct. 2013
Visa Pending -added Oct. 2013
(2014 problems: G. Carnevale, Felbeck )
Canned Reports
• To obtain 'active' academics and students who have publications in the past 12 months. Author: Jeff Dillon
...
- Recent publications
- Census report
- Rosters
- Check for missing people and fields
Related articles
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Field Descriptions
| Table plus |
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Field Name | Module | Contributor | Description | Data Source | Data Location | First introduced | Controlled Vocab Options | Tied to Scripps Scholar | | | | | | | | | | | | Dept Affiliation (Select Business Office): | Employment / HR | | lists all appointed depts, the selected item indicates "Business Office" ( see Business Office below ). Comes from PPS Employee field: "Dept. All" which is a concatenation of Dept Codes (don't know how dept codes are determined but could be tied to Appointments ). Dept codes are looked up with our internal Contact DB, "dept_lookup" table. | PPS but allows for "local" values | | V1 | | | | Business Office | Employment / HR | | people_values field "business_office", not pre-populated so clients should fallback to home_dept if business_office == NULL). | | people_values | V1 | | Yes | | Home Department | Employment / HR | | Home Department follows the person's FTE. That's why we've decided to use the PeopleDB to supply the Scripps Scholars site with Home Dept. information via the Business Office field. | home_dept = pps_employee.home_dept_code ("codes" are translated using contact.dept_lookup ) no pps_appointment fields are used here. | people_values | V1 | | | | Dept (Add New to List): | Employment / HR | | Provides ablitiy to add an affiliated department not present in Dept Affiliation list. | dept = pps_employee.emp_all_depts ("codes" are translated using contact.dept_lookup ) no pps_appointment fields are used here. | people_values (can have multiplt entrees) | V1 | | | | Publish Profile | | | Three (3) states: 1. Field is blank (default) : A) only show name and email address for students. B) show everything for staff and faculty. 2. NO: A) staff = only name and email address B) students = only name and email address 3. YES. All data is displayed for both students/staff | | | V1 | | | | Exempt | Employment / HR
| | Jerry recommended adding this field after learning nonexempt employees will be sub 2 positive time reporting biweekly, starting January 2013. | PPS: Binary values are 1 or 0 and are found here: sio_people.pps_appointment.app_flsa_exemption_flag | | V1 | | | | Primary Email | Employment / HR | | Official UCSD email. Pulled from PPS. Used for MegaSite if no Display Email is selected. | | | | | | | Display Email | Employment / HR | | Needs to be selected in People app. Used for MegaSite and SS. | | | | | | | Business Office Section | Employment / HR | | Auto-filled based on ““Business Office” selected in "Dept Affiliation" field. Ended up creating a new people_values field "biz_section" that actually stores (therefore can be queried) the translated value from "business_office" value (if exists) | | people_values | | | | | Phone (all) | Employment / HR | | for Local data it's not enforcing but makes user feel bad if format is not (xxx)xxx-xxxx . Offie and Fax pulled from Blink are usually is format (xxx)xxx-xxxx. | | | | | | | is_supervisor | Employment / HR | | is_supervisor values are completely local, i.e. do not get updated whenever the cron runs. Overrides are there to prevent local changes from being overwritten by the "official" data sources, and get inactivated once the predefined conditions fail. And in this case, for example, since is_supervisor = Yes didn't get deleted during today's cron update, condition of "IF is_supervisor = Yes does not exist" fail, and that particular override inactivates. I | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | Academic Voting Section | Employment / HR | | | | people_values | | | | | | | | | | | | | | | Middle Name | Employment / HR | | Helpful in determining if record already exists. | | | | | | | NIckname | | | Blink doesn't allow letters with accents or punctuation marks. Local field does allow these. | Blink | | | | | | | | | | | | | | | | Working Title | Employment / HR | Diane Boomer | "Working Titles" don't appear in PPS at all. I suspect that they initially come to the BLINK Directory from the employee's Job Description card. I have attached a sample Job Description - an old one of mine. After that, the BLINK Title (synonymous with our 'working title) can be edited by the employee or anyone authorized to make changes to the employee's BLINK directory listing. If the employee never bothers to review and update his/her title in the BLINK Directory, there's probably no other update mechanism, and the Title remains the same despite promotions or reclassifications. I just noticed a similar case (again, thanks to People App) for Gregory Roberts. His working title in the app was "Asst Proj Sci" even though he was promoted to Assoc Researcher a few years ago. I looked him up in the BLINK Directory. Sure enough, his title there was "Asst Proj Sci." I requested a BLINK directory update to change his title to associate researcher in the directory listing. I expect the update will go into effect tomorrow. Again, this has nothing to do with PPS. His PPS appointment titles are all up to date. Working Title is not a PPS field. | Blink's Employee Title defaults to its payroll title. However, a working title can be used as well, but not both. Working title is manually entered by either the Directory Contact or Directory Services.
via Fema | | V1 | | | | SIO Status | | | Controlled vocab: See Options. | | | | RTAD Pending, Appointment Pending | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | Supervisor | Relationships Module: | | | campus Timekeeping | | | | | | Supervisee | Relationships Module: | | | campus Timekeeping | | | | | | Work Director | Relationships Module: | | | campus Timekeeping | | | | | | Work Directee | Relationships Module: | | | campus Timekeeping | | | | | | Advisor(s) & Advisee | Relationships Module: | | | FMP | | | | | | PI/Sponsor | Relationships Module: | | | Local - | | | | | | | | | | | | | | | | | | | | | | | | | | Country of Citizenship | Personal Data | | The Country of Citizen data are considered Sensitive and should have limited visibility in the DB. Not sure how limited or what mechanism we'll use to keep it limited, if indeed it's needed at all. I suspect that it's needed for issues like Export Control, where visitors or students from sanctioned countries need to be identified so that funding agency export control requirements are met. | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | Occupying Space | Space | | marking an occupying space as "Primary Space" writes to marinara's space.sio_occupants.primary = "Y" (note that "primary" is a MySQL reserved word; use `primary` in query). history IN people coming FROM space db app AND primary space history IN space | Local - | | | | | | | | | | | | | | | | Assigned Space | Space | | for V1.0 "Assigned Space" is not saved. will disable the edit field for V1.0 release. however it's only designed to assign a person to a space that's not assigned to somebody else (this app will not kick existing assignees out), it's probably a better idea to simply link to the space db. | Local - | | | | |
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