2015 June 4 : Original MSO Meeting Agenda

1. Curricular group data. Discuss making this mandatory for academics with Display Title. Who is data steward?  

Notes from 5/20 MSO meeting:

1. • Curricular group affiliation current steward is Denise.  Discussed the new faculty data steward being either dept or SIO dept.  Departments are not normally aware of group affiliations.  Academic group membership is self-identified and dependent on which students they advise. Workflow needs to be split depending on module knowledge of individual position.  Departments have PPS responsibility for summer salary, banking only.
   • SIO to send out monthly reports including curricular group reports (goal to help review data and make changes as necessary in People DB)
   • Could have new hires data entry pass off to business office after SIO Dept. adds data input, but might be best to determine one person be overall responsible but best to determine which parts are done by what stewards.  
     Proposed Solutions: 1. Curricular Group mandatory for academics with a Display Title  2.SIO Dept. adds data input for new hires ( a single individual), then pass off to business office (one or more individuals). Required/high importance fields will have specific data steward.  3. People DB send out automatic monthly reports to include curricular group data.
     
     
2. Teaching Professor vs Lecturer. Is Lecturer title needed? How would it be used? Who is data steward?  
   Proposed Solutions: 1. Leave lecturer in.  (Masters program and others use Lecturer title)  2. Data steward is Business Office after initial record creation.
   
   
3. PI/Sponsor/Supervisor. Need rules on how these should be populated. Should they be required fields?  
   

• • Visitors have sponsors. 
  •  Would be helpful to have this information but people will usually have one of three, but not all.

    Proposed Solutions: PI/Sponsor is one field and Supervisor is another.  People App will enforce at least one field is populated.

4. Automated reports: When and to whom should each of the following be sent? What data fields should be included?

1. 1. Census
      Proposed Solutions: Quarterly to Academic Personnel and VC.  (Fields included TBD)
   2. Roster (narrow list based on business office)
      Proposed Solutions: Monthly to Business offices' data stewards. (Fields included:  see sample)
   3. Affiliates (broad list that includes all affiliate departments)
             Proposed Solutions: Monthly to Business offices' data stewards. (Fields included:  see sample)
   
   

5. Policy on Last Names: Is PPS record the official record we follow?  

1.         Proposed Solutions:  For Last Names, SIO follows PPS record.  Changes ought to occur on PPS.
2. 
   

6. Past Affiliate in SIO Status field: What is the best way to make a person "inactive"? Sub2s drop in/out of PPS as "active". One option is SIO Departure Date and SIO Separation Date.

                  Proposed Solutions: Check 'SIO Separation Date'.  If blank or N/A, heuristics stay as they are as of this writing.  If date has passed, person becomes 'inactive' in People DB which means they drop from all reports on 'active' people, Scripps Directory, Scripps Profiles, Faculty List, and Student List, irrespective of the options in SIO Status which are considered 'active' (RTAD, RTAD Pending, Sabbatical, Appointment Pending, Leave of Absence) and any UCSD Status.    (See #12)

 7. Adjuncts: Should all have SIO Dept as home dept? Should this be the same for the business office?

Proposed Solutions: Yes, ' SIO Dept' should be the Home Department (PPS field).  And the Business Office should be selected in accordance Business Office rules.

8. Should everyone have an SIO business office assigned?

Proposed Solutions:  SIO Business Office become a required field.  

 9. Should Graduate student records be handed off to the business office and, if so, when? Disconnect between Grad Office and HR

Proposed Solutions:  After initial quarter primary responsibility rests with Business Office.  However, Grad Office can and should make changes if record warrants.

 10. Should we list in rosters academics from other campus departments ?

Proposed Solutions:  The PPS Home Department would trump Business Office.   (Keep in mind Roster report is different from Affiliate report; see #4)

(11-18 derived from 20150513 training session)

11. Data Stewards for Development folks ??

Proposed Solutions:  Amber's Office

12.  SIO Status: 'Past Affiliate' confusing meaning. 

Proposed Solutions:   Change 'Past Affiliate' in SIO Status to  'Not at SIO'

13. How to generate alumni report ? Will current Postdoctoral alumni show up ?? ('Term Graduated' field already exists ) 

Proposed Solutions:

1. We already have a local 'Term Graduated' field.
2. Undergrads that work in a lab should be in people db.  Automated ISIS query to populate records with existing PID. 
3. PostDoc alumni can be determined from SIO Role and 'Term Graduated' OR SIO Role and 'Term Graduated' and 'Not at SIO'  OR SIO Role and 'Term Graduated' and SIO Departure Date='blank'.
   
   
   
   

14. How to deal with a Work Director grad student, Jeffrey Ellen, from UCSD supervising an IOD volunteer. Should be added to People ??

1. 
   
2. Proposed Solutions: Jeff Ellen needs to be in people db (he works in Mark Ohman's lab).  Mark Ohman's Business Office is data steward.

         15.  Upper campus, UCSD, undergrads, 200+, some utilize space at SIO labs... Josh: "too many to keep track unless we bring data from ISIS via Major Codes."

 How does Jennifer Davis know that everyone in the labs has undergone safety training?

 Proposed Solutions: 

a.  Short term:  Pull what is in ' My Research Safety' and send it out to PIs to update.   Business Offices update People records.  

b.  For undergrads see 13.b above)

16. Why is Lal showing 'active' in PPS Status ??

Proposed Solutions: ( looks like it was in-house kludge; still following up)

17.  SOMTS has many short term PPS Separations; 30 day separations are common. Argument for End Dates.

Proposed Solutions:

a. (same as #6 )

b.  Use Tool Tips to high-light heuristics.

18. Upper campus, UCSD, undergrads, graduation dates are different than graduate students graduation dates; applies only to UCSD undergrads that become SIO students.

Proposed Solutions: Can add a second 'Graduation Date' field  OR  why would Undergraduate date be relevant for SIO grad student ??

19. We now have an Alumni Affairs resource 2 days/week. This person will need access to people db

Proposed Solutions: Grant them access after training.

20. Can we find out who inputs records into PPS?

Proposed Solutions: Ask HR person who enters PPS data.

 21.  Add a "record updated" verification step 

Proposed Solutions:  (need more information )