Attacking Addresses at
Western Carolina University
(and smaller battles with name changes)
Kay Turpin
Institutional Planning & Effectiveness
828-227-3041
turpin@email.wcu.edu
October 4-5, 2010
www.wcu.edu/27729.asp
University of North Carolina
WILMINGTON
MABUG 2010
Western Carolina University
Location: Cullowhee, NC
Member of UNC System
Fall 2010 - 9407
1440 FTF
7503 UGs
1904 GRs
Presentation at www.wcu.edu/27729.asp
University of North Carolina
WILMINGTON
MABUG 2010
The Battle Ahead
Our Enemies
- 33 Address Types in Fall 2009
- lack of university-wide address policy
The Troops:
 One major lead or director from each functional area
 Emergency Management Director
 Data Standards Chair
 Internal Auditor
University of North Carolina
WILMINGTON
MABUG 2010
Battle Plans
1)
2)
3)
4)
Codes to eliminate; codes to retain
Develop policy around remaining codes
Online updates through MyCat
Related issues
University of North Carolina
WILMINGTON
MABUG 2010
1) Codes to Eliminate & Retain
 Advancement & Finance areas – quick
battle, defined
by areas’ business processes
Elim.:
Kept:
TE – Temporary
MG – Matching Gift
HQ – Headquarters
BU - Business
B2 – Secondary Business
PO – Purchase Order
CG – Contracts & Grants
University of North Carolina
WILMINGTON
TX – Tax
SP – Special
BI - Billing
SE - Seasonal
XM – Alt. Home
AP – Accts. Payable
MABUG 2010
Codes to Eliminate & Retain (cont’d)
 Employee & Student address issues:
Employees can also be students
Students can be employed part-time on campus
Students have multiple, ever-changing addresses
Employees’ addresses tend to change less
Student areas needed more than one address to
choose from depending on time of year
University of North Carolina
WILMINGTON
MABUG 2010
Codes to Eliminate & Retain (cont’d)
 Employee & Student Codes:
‘Automatically’ Retained or Deleted:
On-campus residence & office codes (RH/CA)
SEVIS codes (S1/S2/S3)
Military (MI)
Registrar’s Hometown & Diploma (HM/DP)
Previous Address (PV) – migrated - DELETED
The major battle:
11 remaining employee/student codes
University of North Carolina
WILMINGTON
MABUG 2010
Issues to ‘address’:
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
1.
University of North Carolina
WILMINGTON
MABUG 2010
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
MA
Allows for logical address type selections in mailing
processes (esp. for students)
University of North Carolina
WILMINGTON
MABUG 2010
5. What to do with remaining codes?
 Seven codes remain with associated problems:
Sporadically used (esp. parent and NOK codes)
No associated name contact
Difficult for Campus Police & others to find contacts
EC 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 intake
Parent/NOK info on electronic apps to populate form
Users can maintain through Web
University of North Carolina
WILMINGTON
MABUG 2010
RESULTS
17 Remaining Codes; 16 Dead
• 12 “active user” codes (5 student/employee;
7 Advance/Fin)
• 2 system-maintained (RH/CA)
• 3 SEVIS codes
University of North Carolina
WILMINGTON
MABUG 2010
2) Develop Policy
 ‘Owners’ associated with each code
 Advancement & Finance:
Fairly straightforward; driven by business processes
Defined uses within areas
Updated only by these areas
 Employees & Students:
Unique addresses
One active address per type
A ‘required’ address for all
Maintain address history
University of North Carolina
WILMINGTON
MABUG 2010
3) Address Updates (MyCat)
 Twelve types previously available for update online
Codes & usage unclear (MA, EP, PR, LO ????)
Users assuming one address update changed all
Employee address (EP) & student permanent (PR) not
available for update
 Changes to online updates:
Removed Advancement & Finance codes
Four codes available: MA, PR, LO, MI
Requirements & consequences for critical types posted
On-campus addresses displayed
University of North Carolina
WILMINGTON
MABUG 2010
4) Related Issues:
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
University of North Carolina
WILMINGTON
MABUG 2010
Related Issues (cont’d):
Change related telephone codes
Education around inactivated codes to system
users
Improve use of the emergency contact form
Address clean-up needed?
ADDRESS QUESTIONS?
University of North Carolina
WILMINGTON
MABUG 2010
Name Change Policy & Form
 Old Processes – loosely defined in other Data
Standards documents
 Issues needing addressed:
a)
b)
c)
d)
e)
who is authorized to change names
multiple name-change forms
multiple submission points for forms
required documents not clear
functional areas not being notified
University of North Carolina
WILMINGTON
MABUG 2010
New Name Change Policy Highlights:
a)
b)
c)
d)
Applied stricter hierarchy defining who can
change names based on person’s role in
system
Listed required documentation
Covered Finance, Advancement, &
Admissions roles in policy
Added policy regarding SSN changes
University of North Carolina
WILMINGTON
MABUG 2010
Related Name Change Issues:
Single form for current students & employees
2. Identified one submission point for students
3. Listed required documents for university-employed
and non-employed students
4. Needed a process to notify areas:
1.
a)
b)
c)
d)
e)
Chose to use a report on our Banner portal
accessible to all Banner users
can select on person’s role
can use time as a selection criteria
‘inactive’ persons for HR & Registrar
University of North Carolina
WILMINGTON
MABUG 2010
Related Documents:
“Western Carolina University Address Policy”
“WCU Name & Social Security Number Change
Policies”
“Current Student & Staff Name Change Form”
Institutional Planning & Effectiveness
http://www.wcu.edu/12829.asp
828-227-7239
University of North Carolina
WILMINGTON
MABUG 2010