2015 June 4 : MSO Meeting Agenda

Notes from 5/20 MSO meeting:

• Curricular group affiliation current steward is Denise.  Discussed the new faculty data steward being either Division or SIO Dept.  Divisions 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.  Divisions 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:   
a. SIO Dept. inputs data for new hires , then passes off to business office.  Required/high importance fields will have specific data steward (TBD)
b. People DB sends out automatic quarterly reports to include curricular group data.  (NOTE: possibly send out annually after academic year begins)

 

2.  Teaching Professor vs Lecturer. Is Lecturer title needed? How would it be used? Who is data steward?  

 

Proposed Solutions:

a. Leave Lecturer in.  (Masters program and others use Lecturer title) 

b. Data steward is Division Business Office after initial record creation, unless Lecturer appointment is to teach class, then stewardship resides with SIO Dept. .

 

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: 

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

b. Students have advisors (use Supervisor field; use Chair of their committee for first year students only). 

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

• Roster (narrow list based on business office)

Proposed Solutions: 
Monthly to Business offices' data stewards. (Fields included:  see sample)

• 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?  

        Proposed Solutions: 

 For Last Names, SIO follows PPS record.  Changes ought to occur on PPS.

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", SOMTS has many short term PPS Separations. One option is SIO Departure Date or SIO Separation Date.

   

Proposed Solutions:

a.  Get rid of SIO Departure Date.   If there exist special parting circumstances use Notes field.  ( Notes field is not searchable but can be on a report and is a general category )

b. Check 'SIO Separation Date'.  'SIO Separation Date' overrides ANY SIO Status value.  If 'SIO Separation Date' is 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  'active' people' reports and also from any and all of the following:  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 'active' 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 with Business Office rules.

8. Should everyone have an SIO business office assigned?

Proposed Solutions:

 SIO Business Office becomes 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.  SIO Status: 'Past Affiliate' confusing meaning. 

Proposed Solutions:

Change 'Past Affiliate' in SIO Status to  'Not at SIO'.

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

Proposed Solutions:

 a. We already have a local 'Term Graduated' field; not utilized currently.

b. Undergrads that work in a lab at SIO should be in people db.  After Automated ISIS data feed records can be populated via existing PID. 

c. PostDoc alumni can be determined by

i. (SIO Role = 'Student...' and Term Graduated = Past quarter) OR 

ii. (SIO Role = 'Student...' and Term Graduated = Past quarter and SIO Status='Not at SIO' ) OR 

iii. (SIO Role = 'Student...' and Term Graduated = Past quarter and SIO Separation Date='blank')

NOTE: After OGS data is brought into the DB, ii. and iii. can be removed.