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 [email protected]October 4-5, 2010 www.wcu.edu/27729.asp
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University of North Carolina WILMINGTON MABUG 2010 Attacking Addresses at Western Carolina University (and smaller battles with name changes) Kay Turpin.
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University of North CarolinaWILMINGTON MABUG 2010
Attacking Addresses at Western Carolina University
The major battle: 11 remaining employee/student codes
MABUG 2010
University of North CarolinaWILMINGTON
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
MABUG 2010
University of North CarolinaWILMINGTON
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
MAAllows for logical address type selections in mailing
processes (esp. for students)
MABUG 2010
University of North CarolinaWILMINGTON
5. What to do with remaining codes?
Seven codes remain with associated problems:Sporadically used (esp. parent and NOK codes)No associated name contactDifficult for Campus Police & others to find contactsEC 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 intakeParent/NOK info on electronic apps to populate formUsers can maintain through Web
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
MABUG 2010
University of North CarolinaWILMINGTON
Related Issues (cont’d):
Change related telephone codesEducation around inactivated codes to system
usersImprove use of the emergency contact formAddress clean-up needed?
ADDRESS QUESTIONS?
MABUG 2010
University of North CarolinaWILMINGTON
Name Change Policy & FormOld Processes – loosely defined in other Data
Standards documents
Issues needing addressed:a) who is authorized to change namesb) multiple name-change formsc) multiple submission points for formsd) required documents not cleare) functional areas not being notified
MABUG 2010
University of North CarolinaWILMINGTON
New Name Change Policy Highlights:
a) Applied stricter hierarchy defining who can change names based on person’s role in system
b) Listed required documentationc) Covered Finance, Advancement, &
Admissions roles in policyd) Added policy regarding SSN changes
MABUG 2010
University of North CarolinaWILMINGTON
Related Name Change Issues:
1. Single form for current students & employees2. Identified one submission point for students3. Listed required documents for university-employed
and non-employed students4. Needed a process to notify areas:
a) Chose to use a report on our Banner portalb) accessible to all Banner usersc) can select on person’s roled) can use time as a selection criteriae) ‘inactive’ persons for HR & Registrar
MABUG 2010
University of North CarolinaWILMINGTON
Related Documents:“Western Carolina University Address Policy”“WCU Name & Social Security Number Change Policies”“Current Student & Staff Name Change Form”