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Information Technology

IT Briefing June 2007

Information Technology

IT Briefing June 20, 2007

     Healthcare Exchange Migration Strategy Exchange, DMS & Remedy PS HR & Applicant Tracking Guest Access in OPUS NetCom Q&A      Eric Gentry (PLA Consultant) Karen Jenkins Dana Haggas Mark Elliott Paul Petersen 1

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Healthcare Exchange Migration Approach

Eric Gentry Senior Consultant, Communications and Collaboration Project Leadership Associates Migration Specialist for Email/Active Directory/Desktop

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Exchange 2007 Migration Plan Pre-Migration Process 3

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Exchange 2007 Migration Plan Inbound Email Configuration and User Creation 4

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Exchange 2007 Migration Plan User Preload and Migration 5

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Exchange 2007 Migration Plan Final Migration Process 6

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Known Issues List

       GroupWise Rules will not Migrate Formatting Rich Text and HTML Read Receipts Meeting Updates     Deletion of Meetings in GroupWise not updated in Exchange Recurring meeting request from GroupWise to Exchange Recurring meeting request from Exchange to GroupWise will post first meeting only Declination of meeting in Exchange, GroupWise user does not receive update Distribution List appearance in GroupWise Multiple eMail Addresses, Multiple IM Names, Categories, and Birthdays Email address links in messages when converted to Exchange

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Migration Strategy

Questions

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Healthcare Exchange Desktop Management Remedy

Karen Jenkins

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Healthcare Exchange

   Testing ~98% complete Training & support  54 Outlook seminars scheduled / ~15 complete  87 support resources – THANK YOU!!

  9 Technical support classes Video, FAQs, and other materials on-line http://it.emory.edu/ehc-training Schedule Update  Initial pre-pilot in June, made adjustments to strategy   Short list of early adopters end of June 100 pre-pilot users early July   500 pilot users mid July Production migration begin late July end August

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Desktop Management Solution

   Vendor negotiations   Would not agree to exclude students in lease options Obtain commitment to purchase 50% Year 1 and 50% Year 2 – maintaining volume discount pricing (~90%) Funding identified        AAIT providing $100k, on-going maintenance, fully fund 2 nd 50% (6,000 agents) SPH fully funded 900 nodes (~$16k) College providing $20k Library providing $2k OTHERS? Those contributing will receive agents first Send email to [email protected]

if you are interested in contributing or training (~1,300 per student) Total cost is ~$160 – we are about ~$20k short Finalize Level 2 and submit to Governance

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Remedy

   Initial priorities of stabilization & major enhancements completed     Stabilize system / address initial problems Inbound email Suppress notifications Data export cleanup Moving onto other enhancements  Notification improvements  Consolidation of fields (see example)  Creating tickets for requests / comments received during meetings Ticket Transfer scheduled for fall  Initial consultant SOW received

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Tab Consolidation Example

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Other

Questions

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PeopleSoft HR Upgrade Applicant Tracking

Dana Haggas

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HR Upgrade Project Overview

  Project History  Needed to upgrade before expiration of maintenance support     Received project approval and funding in Sept 2006 Hardware order delayed due to enterprise hardware decision Hosted first three test moves in CedarCrestone Upgrade Lab Test move 4 on Emory Hardware in April 2007 and Test move 5 in June 2007 System Load and stress testing June 2007  Project Scope  Technical upgrade    Eliminated customizations: -42% of custom SQRs -32% of online objects New functionality - Person of Interest - Row level security enhancements Integration to Applicant Tracking System (KRB/Kenexa/BrassRing)

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HR 8.9 Sign-on Page

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Current HR 8.3 Self-Service Page

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HR 8.9 Self-Service Pages

Employee Self-Service home page.

Users will need to click to access Self-Service page below 19

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HR 8.9 Upgrade Timeline

      Monday, July 2  Update Production HTML to provide notice of system downtime/production read only access Tuesday, July 3  Freeze Tools and begin export/backup for HRTEST Thursday, July 5   Production database down at 5:00 pm Begin exports of Candidate data from PeopleSoft to KRB/ERM Friday, July 6  Bring up Production with read-only access by 8:00 am  Begin upgrade steps (Tom Hytry, CedarCrestone consultant) Saturday, July 7  Migration to KRB/ERM complete Sunday, July 8    Upgrade Steps complete – notify project team Post-Upgrade steps Functional User approval  Change URL to point to 8.9 Production and notify Helpdesk

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PS HR & Applicant Tracking

Questions

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OPUS Guest Access

Mark Elliott

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OPUS Guest Access

Guest Access is a new OPUS self-service feature giving Emory students the ability to grant access to OPUS pages the student has selected and to individuals the student has authorized.

 Up to 5 Guest Access accounts allowed Three Steps: 1. Student creates Alias for Guest Login ID. 2. Student creates password for Guest Login ID.

3. Student selects OPUS information Guest can access.

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OPUS Guest Access Project Team

 PeopleSoft SA Team members representing:       Admissions Campus Community Financial Aid Student Financials Student Records AAIT

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Project Timeline and Review

       Weekly Meetings Began 1 st week of March 2007 Integration Testing Began 3 rd week of April 2007 Go-Live Date: July 5, 2007 Student Focus Group Review Security Audit Approval Internal Audit Approval University Legal Approval

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Other Schools With Guest Access

Columbia University of Chicago Indiana MIT Northwestern University of Pennsylvania Princeton USC Stanford University of Georgia University of Minnesota Yale

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Learner Services OPUS Guest Access Link

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Create New Access/Manage Existing Access

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Step 1: Create Alias Step 2: Create Password

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Step 3: Select OPUS Information Guest Can Access

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OPUS Information Available Through Guest Access

A cademics

• • View Class Schedule View Grades and GPAs • • View Unofficial Transcript View Degree Progress • View Final Exam Schedule

Admissions

• • • View Admissions Decisions Pay Admissions Deposit Schedule Tour and Events

Apply For Courtesy Tuition Benefit Submit Health Insurance Waiver Financial Aid

• View Financial Aid Information

Personal Portfolio

• View Names/Addresses/Phone/Email • • • • View Parent/Guardian Address View/Update Emergency Contact View Honors and Awards View Holds/To Dos/Messages

Student Accounts

• View Account Detail • • View Monthly/Registration Bills Make On-Line Payment • • • • • Enroll in Payment Plan Make an EmoryCard Deposit View Registration Clearance Status View 1098-T Tax Information View Wire Transfer Instructions

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Manage Existing Guest Access

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Guest Access Ask OPUS

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Automated Student Communications

      New Guest Access Request Change To Guest Page Permissions Guest Login ID Deleted Student Requests Information Suppression/Guest Accounts Disabled Reactivate Guest Login ID Password Reset

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Student Responsibilities

     Communicate Guest Login ID and Password to the Guest Maintain Access of the Guest Assist Guest with forgotten Guest Login ID’s and passwords Advise Guest as to sensitive nature of information Explain to the Guest how to use OPUS

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OPUS Guest Access

Questions

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NetCom Q&A

Paul Petersen

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