Seirbhísí TF UCDUCD IT Services UCD InfoView Information Session 2010 Management Information Team.

Seirbhísí TF UCDUCD IT Services

UCD InfoView Information Session 2010

Management Information Team

2

Purpose of Session

• Introduce you to InfoView

• Describe how InfoView can be used effectively

• Highlight how InfoView can support different roles

• Explain how to find or request information

3

Overview of Session

• What is UCD InfoView?

• Information available for Roles

• MIS Team

• Business Support Teams

• Information Requests

• Institutional Research

• InfoView and Data Protection

• How do I use InfoView? (Demonstration)

• Additional Training Available

• How do I get Help?

4

What is UCD InfoView?

• Comprehensive information exists in UCD to support all user activities

• InfoView provides a one-stop shop to this information

• Online web-based reporting tool enabling on demand access

• Available through UCD Connect via secure single sign-on

• No software install required - uses standard browser

5

What is UCD InfoView?

• Provides information pertinent to your particular role at your fingertips

• Suites of reports exist to support activities for:– Finance (eFinancials)– HR/Payroll (Core)– Student (Banner)– Research (RMS)

6

Information available for my Role?

• Various standard roles exist within InfoView

Sample Roles Reports Available On

•Head of School/Unit•College Principal•Nominated Cost Centre Managers

- HR Staff Management- Cost Centre Management- Research Management/Activity

•College/School Office Staff - Student Registration Information- Curriculum Information – School Focus- Online Applications- Gradebook

•Programme Office Staff - Student Registration Information- Curriculum Information – Prog. Focus- Online Applications- Gradebook

•Module Coordinators•Assistant Graders•Academic Staff

- Registration Information- Gradebook- DSS Supports

•Principal Investigators - Research Account Financial Status

•Research Administrator - Research Management System

7

Information available for my Role?Sample Report Suites Description of Report Suite

HR Staff Management Reports To assist Heads in the management of the HR function in their School or Unit

Cost Centre Management Reports Provide summary and detailed financial info to assist Heads in the management of cost centres in their School or Unit

Research Management/Activity Reports

Provides summary and details of research accounts, grants registered, proposals, research staff and publications to assist College Principals & School Heads in managing research activity

Student Registration Information Provide detailed & summary information to support all aspects of student registration activity

Curriculum Management Information

Support activities surrounding the Curriculum Management function in Registry

Gradebook Support the Gradebook assessment process from detailed grading reports to statistical analysis of grade distribution

Online Student Applications Provide information on Online Student Applications process (direct entry)

Research Account Financial Status

Provide Principal Investigators with the full financial picture of their research accounts

8

Who are the MIS Team

• Responsible for delivery of information from university systems in a structured, reliable and easily accessible way 

• Aim to provide clear, timely, relevant information to support processes and decision-making at all levels in the organisation

• Primarily involved in project work

• Aims to meet the needs of over 2000 users of information across the University

9

Who are the MIS Team

Name Role Extn Contact

Maria McDonald Head of MIS 1482 [email protected]

Joyce Downey Project Manager 1631 [email protected]

Frank Desmond Project Manager 1509 [email protected]

Emma Hurley Report Developer/ Programmer

1465 [email protected]

Catherine McDonnell

Report Developer/ Programmer

1659 [email protected]

Amy Carroll Report Developer/ Programmer

1510 [email protected]

Adrienne Wilson Report Developer/ Programmer

1511 [email protected]

General Contact: [email protected]

• BSTs exist in Student, Finance and HR areas

• Work closely with MIS Team on information requests

• Help identify if your info request can be met by existing report

• Channel information requests through to InfoView reporters in the relevant areas

10

Business Support Teams (BSTs)

Request Info relating to: Contact Business Support Team

Student Administration [email protected]

HR/Payroll [email protected]

Finance [email protected]

• If you request information on Research or other areas not listed below, please contact the MIS Team at [email protected]

• Outline your requirements as completely as possible

• Email the relevant Business Support Team below

• Provide a completion date and priority for request

11

Information Request

Request Info relating to: Contact Business Support Team

Students [email protected]

HR/Payroll [email protected]

Finance [email protected]

Research [email protected]

• If you request information other areas not listed above, please contact the MIS Team at [email protected]

Maura McGinn - Director of Institutional Research

Role established in Presidents Office in 2007

Functions are:

• Analyses data and statistics about the University

• Provides University management with information to support strategic planning, policy formation and decision making

• Reports mandatory statistical information to government bodies

• Coordinates responses to enquiries for University related information

12

Institutional Research

Director of Institutional Research Contact

[email protected] 1088

13

InfoView and Data Protection

• Rena Lohan - University Records Officer

• Relates only to personal data

• Access restricted to authorised users only

• No sharing of access codes (username/passwords)

• Downloading restricted to UCD equipment

• Protect screen and printouts

• Restrict printing and destroy by shredding

• Be aware of UCD data protection policy and procedures at ucd.ie/dataprotection

University Records Officer Contact

[email protected] 1694

14

How do I use InfoView? (Demonstration)Demonstration to Cover

• Access/Login

• Navigation – Folders v Categories View

• Open/Refresh Report

• Navigation on Report - Drilling

• PDF v HTML View

• Printing

• Saving to Excel

• Closing Reports

• Searching Report Names

• Logging Out

• Highlight Contact Details at bottom

• Highlight Data Protection Statement

• Highlight Data can’t be changed

• Mac Users

15

Additional Training Available

• Self learning demo available on our web site

www.ucd.ie/itservices/infoview

• Training on new suites of report provided as part of roll-out

• ‘Just in Time’ training available at certain times of year e.g. Gradebook Reporting

• Functional training on specific report areas available on request

• Data Protection training available from

Rena Lohan – University Records Officer

16

How do I get Help

Email our dedicated support email

[email protected]

Review our Web Site FAQs

www.ucd.ie/itservices/infoview

Contact any member of the MIS Team for assistance

Questions

17