Minutes: Data Management and Security Committee

Transcription

1 Minutes: Data Management and Security Committee Date, time and place Date: November 29, 2007 Time: 2:00 p.m. Place: JET 387 Attendees Connie Adams, Advancement Services Linda Atkinson, BARS Toni Becvinovski, Registrar s Office Teresa Canton, AppLEAP Autumn Carpenter, Financial Aid Libby Clawson, Controller s Office Cindy Harper, Human Resources James Hayes, Advancement Services Linda Herron, BARS Heather Langdon, Institutional Research Karen Main, Business Systems Dalene Mast, Internal Audits Don Rankins, Registrar s Office Lynn Secreast, ITS Richard Shook, Business Systems David Webber, Business Systems Stefanie Whitworth, Admissions

2 Topics discussed Topic Discussion Leader(s) Security issues Linda Herron Addresses Teresa Canton Username Change Rules and Lynn Secreast Procedures E mail data standards Connie Adams Data standards change request form Teresa Canton HR maintenance users Teresa Canton, Richard Shook Deceased procedures Teresa Canton, group Student Employment Office SSN Teresa Canton, Don Rankins New position Don Rankins, group Information Mapping Don Rankins, Toni Becvinovski Security issues Linda Herron announced that fine grain access security was already being utilized on some forms and that it would be loaded on more forms in the near future. Only a select few people can delete addresses in Production. The social security number will be masked on GOAMTCH with the exception of the last four characters. She needs a list of users who will need access to the social security number on that form and then she will proceed with masking the number for all other uses. It was determined that all HR users will need access to the full social security number. The State Auditor s Office has requested a Banner User and Security Report for the Vice Chancellor s to review and approve. Linda asked for input from this committee as to who should receive and approve this report. It was suggested that a committee meet annually or semi annually to discuss security and that a common report be developed for each area to present to their respective Vice Chancellor for approval.

3 Addresses Teresa Canton indicated that she reviews the PS, LC, N1, and N2 address types for obvious errors and to ensure data standards are being met. She volunteered to review other address types, but has not been asked to do so. She stated that she assumes someone from each area is reviewing their addresses and correcting errors on a regular basis. Teresa commented on the number of future From Date s that users are entering on self service. Some of them are very obviously incorrect because they may be 50 to 100 years in the future. She asked for approval from the committee to run a report and change the dates to a current date if they are obviously incorrect. The committee granted approval. She also stated that the current date will default in the From Date field as soon as this change is moved to Prodcution. Teresa commented that many county codes for North Carolina addresses are being omitted. Discussion was held about running GZPCNTY to populate the missing county codes. Advancement has run this report successfully in the past. It was suggested that the job be scheduled in AppWorx. Teresa also commented that Clean Address will automatically insert the county code when the zip code is entered. Teresa stated that it had been suggested that we change our three digit county code to the standard five digit postal county code. Lynn said a crosswalk would have to be built and they would need advance notice in order to change several programs and processes. This topic will be on a future agenda when time allows. Don asked Teresa to schedule a work session to discuss Clean Address and finalize the details to bring it up in Production during Spring semester.

4 Username Change Rules and Procedures Lynn Secreast commented that there are lots of requests to change usernames and we need criteria that a person must meet to be eligible to have their username changed. There would be four reasons to change a username: a legal name change a person has an old student formatted name, but is now a non student employee the name was entered incorrectly in Banner an unusual circumstance such as stalking Lynn asked committee members to review the rules and procedures and send their feedback to Teresa. Stefanie Whitworth suggested that a subset of this committee approve the unusual circumstance cases. The Help Desk has agreed to take requests over the phone, but will hold them until the end of the semester at which time the usernames will be changed. Don brought up the fact that some circumstances need immediate attention. E mail data standards Connie Adams stated that the E mail Data Standards are incorrect. Discussion was held about the Advancement procedures. The main point is that the word Harris will be in the comment field of the ASUE e mail address type for alumni. Connie will send the correct procedures to Teresa for publication in the new version of the Data Management Standards. Data standards change request form Teresa distributed a draft of a Data Standards Change Request Form for the Team Leads to review and send feedback to Teresa before the next meeting. HR Users Teresa asked for clarification of the HR maintenance users so she can update the address change and ID change hierarchy in the Data Management Standards. Richard Shook indicated that the users with maintenance access will be changing next week. Teresa will draft the change in the Data Management Standards and ask Richard to review it for accuracy.

5 Deceased processing in Banner Advancement Services requested written procedures for coding a deceased record in Banner. It was determined that any office with information about a deceased record should contact someone in each area. Teresa will write procedures for the Data Management Standards Manual. Student Employment Office Discussion was held about whether the Student Employment Office should change a social security number after verification through E Verify. A decision will be made about what type of confirmation will be accepted at a later date, but before spring semester. New position Don Rankins asked the committee s opinion about requesting a permanent full time position for Data Standards and the committee was in agreement. Discussion was held about this position going hand in hand with the Resource Manual, which has moved to the University Attorney s Office. This needs to be budgeted in the near future and a decision made about where this position should be physically housed. Information Mapping Toni has purchased the upgrade for Information Mapping at $70 for each user. He indicated that Word 2007 must be installed before the new version will work. He will determine who needs the upgrade and send the information to them.

6 Actions Action Responsibility Desired Deadline Send a list of users Security officers asap who need access to the social security number to BARS. Develop a Banner user BARS and Security asap and security report for Vice Chancellor review. officers Correct obvious Teresa Canton January 15, 2008 problems with future From Date. Run GZPCNTY to Teresa Canton January 15, 2008 populate missing county codes. Schedule a Clean Teresa Canton January 31, 2008 Address work session to finalize details before placing in Production. Review the Username Team Leads December 31, 2007 Change Rules and Procedures and send feedback to Teresa. Update the E mail Data Connie Adams January 15, 2008 Standards. Review the Data Standards Change Request form and send feedback to Teresa. Update the address change and ID change hierarchy due to changes in HR maintenance users. Write procedures for coding a deceased record in Banner. Send Information Mapping upgrade information to users. Teresa Canton Team Leads December 31, 2007 Richard Shook Teresa Canton January 15, 2008 Teresa Canton January 31, 2008 Toni Becvinovski December 15, 2007

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