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Description of Change
Notification Implementation Taskforce input
Author
Workgroup #3
Date
1/22/08
INTRODUCTION
The goal of this workgroup within the Notification Implementation Taskforce is to:
Recommend necessary notification information (fields) within the Online Directory
Develop methods to encourage staff/faculty/students to update information
Identify legal issues with disclaimers.
Note: WARN is consistently used throughout this document as the name of the notification system
although it is understood that moving forward the campus will select another name for branding
purposes.
1.1 Scope
This phase of the W.A.R.N. implementation will focus on emergency and urgent communications
being sent to notify students, staff, faculty and others that may have computing accounts on campus.
1.2
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Some recipients may be outside the normal update cycle such as retired faculty, graduate students,
etc and their notification information could become out of date or they may continue receiving
messages after they leave campus.
SYSTEM DEFINED:
Currently the faculty and staff contact information for campus and the Med Center is contained in the
Online Directory. Student emergency contact information data will be stored in the Online Directory
making it the authoritative source for all emergency contact information.
IET will develop an interface based on these functional requirements that will collect emergency
contact information from students, staff and faculty and store it in the Online Directory database. This
information will be pushed into the W.A.R.N. system and refreshed nightly. The WARN Interface will
be known as WI in this document. Below is a diagram:
SIS web
Online
Directory
Student
Housing
WARN
Interface
(WI)
WARN
Mothra
METHODOLOGY
The functional requirements listed in this document were developed with input from students and staff
from the appropriate campus departments.
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FUNCTIONAL REQUIREMENTS
Requirement
ID
Requirement Definition
NIT - 1
The Online Directory must allow the UCD population (staff, faculty, med center, students
and affiliates) to update their own personal emergency notification information.
NIT - 2
The Online Directory must not require an approver to review personal emergency
notification information.
NIT - 3
For the mandatory screen in the Online Directory, WI system must accept two emergency
notification fields for each of the following devices: UCD provided cell phone, office phone,
and email.
NIT - 4
For the optional section in the Online Directory ,WI systems must accept a total of four
emergency notification device fields for personal cell phone, home phone number, alphapager numbers and personal email (limited to two per device type).
NIT 5
The Online Directory must require recipients to opt-out of personal emergency notification.
NIT 6
NIT 7
The Online Directory must pull residence hall information from the Student Housing data
base.
NIT 8
The Banner SISWeb end-user workflow must not be interrupted by the opening of the
Online Directory window and the emergency contact information pages.
NIT 9
The Banner SISWeb end user must only be asked to log in and authenticate once when they
log into SIS web, the switch to the Online Directory must not disrupt the work session.
NIT 10
End-user must be able to opt-out of the personal emergency notification session at any time.
NIT 11
Banner SISWeb must prompt student to update emergency information only once a term.
NIT 12
Banner SISWeb must display contact information that is currently in the Online Directory
database. (Is this a requirement or an implementation detail?)
NIT 13
The WI system must search database records in the Online Directory to find current
emergency notification information.
NIT 14
The WI system must recognize people by (a) an attribute-based group such as everyone in a
building and in (b) a manually selected group such as an EOC member.
NIT 15
The WI system must recognize and separate recipients by pre-determined fields such as (a)
building location (dormitory location for students), (b) home department (on the primary
listing), and (c) status faculty, staff, students, med center.
NIT 16
NIT 17
The WI system must be able to pull all records into one contact list to notify everyone in the
Online Directory database.
NIT 18
NIT 19
NIT 20
NIT - 21
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Requirement
ID
Requirement Definition
NIT 22
The WI system must recognize dual roles and reconcile records (i.e. student/staff)
NIT- 23
The WI system must maintain an audit trail when a record is viewed but not updated to be
considered an opt-out.
NIT 24
The WARN system must allow access only to initiators and administrators that have
successfully logged into the application with a valid ID and password.
NIT 25
The WARN system must allow administrators and initiators to create call groups and not
allow individuals to designate themselves to a call group.
The following groups of people will not be added to the WARN contact list:
Visitors
Affiliates not listed in directory
Contractors working on campus without a computing account
Employees that are not issued a computer or phone
3.1.2
The ability for a department to use the system for notification within the department or campuswide will not be addressed in this initial phase of the implementation.
3.1.3
The ability to monitor equipment on campus will not be included in this phase of the
implementation.
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3.
Post conditions: A high percentage of students, faculty, and staff are contacted via phone, voice
mail, text mail, or email.
Alternate flow of events:
1. The initiator cancels the notifications.
2. The initiator uses the WARN system to send urgent information email (i.e. campus
situation update).
4
OTHER REQUIREMENTS
Hardware
Software
The WI application must interface directly with the Online Directory database to select the data from
campus systems and format information for input into the WARN system.
4.1.3
Communications Interfaces
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2. Social Security numbers are not stored in the Online Directory; however, the Online Directory
database has access to sensitive data stored in Mothra.
3. Disclosure of privileged/privacy information about individuals relative to the Online Directory
specifically:
Name
Address
Phone Number
Reliability
Recoverability
A. In the event the WARN system is unavailable to initiators because of a system failure, the
Emergency Manager (or designee) would require an emergency bulk email and broadcast voice
mail be sent as substitute notification.
B. In the event the Online Directory database is corrupted, the database must be capable of being
restored to its original condition.
C. If the processing site (hardware, data, and onsite backup) is destroyed, WARN is responsible for
emergency restoration procedures and timelines. In the case of a disaster, the EOC would resort to
other notification systems that are in place while the system is restored.
4.2.4
System Availability
General Performance
The expected rate of activity on WARN is relatively low except for in the event of a campus
emergency then the volume will be extreme and may continue for extended periods of time. This
system will only be used for emergency or urgent notifications and to update throughout the duration
of the event.
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Data Retention
Error Handling
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To be delivered.
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a) a new web window will appear with pre-existing White Page information
about the student who will have the opportunity to change or decline
participation. The white page window must remain active, even if a
student chooses to return to the SISWeb window to complete their tasks.
This will allow the student to complete their WARN information.
b) the SISWeb page will then return the student to the home Personal
Information page.
3) Add a link/reminder in MyUCDavis in the Appointment Time window that they should check
their WARN information. Once students update/verify WARN information, the link/reminder
should be removed. (see Figure 7)
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Please click on the button below to activate or decline participation with WARN.
Note: A new pop-up window will appear.
Activate or Decline AGGIE ALERT
Action: once the student clicks on the button Add or Decline WARN two actions will occur. 1) a new web window will
appear and the student will have the opportunity to add or decline participation. 2) the SISWeb page will then continue to
the site that the student originally intended to go to as indicated in 1.a.3 in the project requirements section.
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If the WARN information above is correct and no changes needed, click on the button below:
Information Correct. Use this
information and continue with SISWeb
activity.
If you would like to change information or decline participating in WARN, click on the button
below:
Note: A new pop-up window will appear.
Change/Update or Decline
AGGIE ALERT Information
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There will be two webpages that the link can go to depending on whether there is existing WARN
information. If there is no information, go to web site found on Figure 5. If the most recent previous term
information exists, go to web site found on Figure 6.
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FALL 2008
Term To Update:
Please click on the button below to activate or decline participation with WARN.
Note: A new pop-up window will appear.
Activate or Decline AGGIE ALERT
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If the WARN information above is correct and no changes needed, click on the button below:
Information Correct. Use this
information for the identified term.
If you would like to change information or decline participating in WARN, click on the button
below:
Note: A new pop-up window will appear.
Change/Update or Decline
AGGIE ALERT Information
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