Wilkes University Directory of Administrative Data Sources and Reporting Tools Ver 3

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1 1 Wilkes University Directory of Administrative Data Sources and Reporting Tools Ver 3 WILKES UNIVERSITY DIRECTORY OF ADMINISTRATIVE DATA SOURCES AND REPORTING TOOLS Last Updated: February 2012

2 2 Table of Contents Purpose..3 Administrative Responsibility.3 Access to University Data..4 Alphabetical Listing of All Systems Utilized as Data Sources or Reporting Tools..5

3 3 Purpose This document identifies those systems used by administrative areas as either a data source, a reporting tool, or both. It is intended to be as comprehensive as possible and is designed to be a living document. This listing will provide a starting point for anyone at Wilkes who is looking for a data or reporting solution. It is recommended that an existing system be leveraged for future needs to the extent possible prior to requesting or purchasing a new system. Administrative Responsibility By law, certain data is confidential and may not be released without proper authorization. Users MUST adhere to any applicable federal and state laws, including University policy and procedures concerning storage, retention, use, release, and destruction of data. Departments will ensure that, for their areas of accountability, each user is trained regarding user responsibilities. As part of that training, each user will read, understand, and agree to abide by the stipulations in this document. All institutional data, whether maintained in the central database or copied into other data systems (e.g. personal computers), is a vital asset owned by the University. Access to data is not approved for use outside a user's official responsibility. Data will be used only for legitimate business. Departments must ensure a secure office environment with regard to all University data systems. As a general principle of access, the University's data (regardless of who collects or maintains it) will be shared among those employees whose work can be done more effectively by knowledge of such information. Although the University must protect the security and confidentiality of data, the procedures to allow access to data must not unduly interfere with the efficient conduct of University business. All procedures and data systems will be constructed to ensure that: 1. All data is input accurately. 2. Accuracy and completeness of all data is maintained. 3. System capabilities can be re-established after loss or damage by accident, malfunction, breach of security, or natural disaster. 4. Breaches of security can be controlled and promptly detected.

4 4 Access to University Data Below are the requirements and limitations for all University divisions/departments to follow in regard to data security. All users must understand that data security is every user's responsibility. Users are responsible for understanding all data elements that are used. If users do not understand the meaning of a data element, users should consult their supervisor or the appropriate Data Administrator. Users MUST protect all University data files from unauthorized use, disclosure, alteration, or destruction. Users are responsible for the security, privacy, and control of data under their control. USERS ARE NOT TO LOAN OR SHARE THEIR ACCESS CODES WITH ANYONE. All systems must be secured by unique login. It is recommended that data be stored on a University network drive and not on individual hard drives/remote drives or devices.

5 5 Alphabetical Listing of All Systems Utilized as Data Sources or Reporting Tools A listing of all systems is found in the table below. This is designed to be as comprehensive a list as possible; however, changes may occur prior to updates to this document. All users are asked to submit changes as new systems are added or old ones retired. If you are looking for information about a particular system, you may contact IT or one of the departments listed as a primary user. System Name Data Source or Campusbased/hosted? Brief Description Reporting Tool? Ad Astra Both Campus-based Schedules classrooms for all courses and events in classrooms. Provides reports of same. Primary users are Registrar and Public Safety. Alumni Finder Both Hosted Web application to find current address information for constituents. Used by Advancement. Augusoft Reporting Tool Used by Continuing Ed. Banner Both Campus-based Primary Enterprise Database System of record containing information about all University constituents (employees, students, Alumni, Vendors, etc.). Provides core management of all business processing for all administrative departments. CAPP Reporting Tool Campus-based Provides degree audit reports for students and advisors as well as Registrar. Baseline feature of the Banner Student Module. Cognos Reporting Tool Campus-based Reporting tool used by all administrative areas to extract data from Banner database. Desire2Learn Both Hosted Holds the content for the graduate education courses and is updated by Grad Ed. Assessment data for all courses is stored in Desire2Learn. Early Alert Both Campus-based Provides notice of students who have been flagged as having difficulty so that interventions can take place. University College is the primary user. EMAS Both Campus-based Primary undergraduate Admissions database used for recruiting and reporting as well as undergraduate admissions processing. Marketing Communications uses it as a reporting tool. Emergency System Both Hosted Text messaging system used by Public Safety and Facilities to send key notifications to students and employees.

6 6 Endowment Solutions Both Hosted Used by accounting to unitize the endowment pool and provide supporting endowment reports. Primary user is Finance. Excel Reporting Tool Campus-based Used by all administrative units. FormsFusion Reporting Tool Campus-based Formats data from Banner processes in customizable ways. Primarily utilized by the Registrar s Office to format transcripts and grade mailers and by Finance to print checks. Google Alerts Both Hosted Used by Advancement for updates on alumni. Used by Marketing Communications for Faculty and student updates and community efforts and to monitor brand. Google Analytics Reporting Tool Hosted Web application used by Advancement and Marketing/Communications to analyze website usage and statistics. imodules Data Source Hosted Web application used by Advancement for marketing, the online alumni community, event registrations and online giving. IntelliCheck Both Campus-based Used by Payroll to format and payroll checks to University Employees. Luminus Data Source Campus-based Web portal system used by the University to communicate with end users. Provides quick navigation to many of the institution s primary data systems. Also provides enduser specific content such as announcements, general information, and access to personal information via single sign-on to other data sources such as Self- Service Banner (Interact) or Desire to Learn. Map Point Reporting Tool Campus-based Used by Advancement to map prospect visits, event invitation distribution, and analysis of alumni population. One Card Both Campus-based Primary system to provide access via card key system for students, staff, and faculty. Orientation Data Management System Both Campus-based Used by University College and Student Affairs to collect key information that facilitates the orientation experience.

7 7 RuffaloCODY Both Campus-based Phonathon system used by Advancement. Service Now (SNOW) Both Hosted Service-Now is an IT Service Management tool that allows the ITS department to document, track, resolve, and report all IT requests, changes, and problems. Site Builder Data Source Campus-based Website Content Management System used primarily by HR, Marketing and Procurement to provide informational content via the University s websites. Smart Catalog Both Campus-based Compiles University Bulletin. Primary users are students, faculty, Registrar, Office of the Provost. Social Media Reporting Tool Hosted Various applications used by Marketing, Advancement, Admissions, etc. as methods of contacting constituents. SPSS Both Campus-based Data analysis tool. Primary user is Information, Analysis and Planning. SSH Transfer Data Source Campus-based Used by Finance and Procurement Target X Both Hosted Used by Marketing and Admissions for e- mail blasts. TouchNet Both Hosted Used by Finance to provide online billing services to students. TutorTrac Both Campus-based Online management software for tutoring & SI appointment scheduling and tracking. Used by University College for undergraduates. Vocus Reporting Tool Hosted Used by Marketing to monitor public relations efforts. Wealth Engine Data Source Hosted Wealth screening program used for prospect identification by Advancement.