UA

1
Future UA Dataflow and Interfaces
CC
Updated 6/6/2009
First Data
Ciber Source
Harris Online (A)
Profile Updates
First Data
CC
Ruffalo Cody
Load File
Online Gifts
Email
Graduate Extracts
AGR
Email
AGR/ QA
AGR
Ciber Source
IT
Call Results
Hand Keyed
Custom Extracts
Hand Keyed
Pledge SQRW
UA Test System
Hand Keyed
Hand Keyed
IT
US Mail
Gift SQRW
Run Super SQL Job
Validate Test
Run Job
CC Gifts Extracts
AGR
AGR
PR
MS Access
Hand Keyed
Major Gifts Tracking System
IT
AGR
Run Job
Graduate Extracts
PeopleSoft SA
Hand Keyed
IT
Scholarship Extracts
Run Job
Hand Keyed
IT
UA System
Athletes Extracts
Run Job
Hand Keyed
AGR
IT
Online Gifts/Pledges
Parents Extracts
Hand Keyed
AGR
Email
AGR
PeopleSoft HR
Email
AGR
AGR
Paciolan
Profile Updates
Employee Extracts
Run Job
Hand Keyed
Prior Gift Entry
DC
Profile/Gifts Updates
PeopleSoft PR
AGR
AGR
Profile/Gifts Updates
Employee Changes
Run Job
AGR
AIS Rpt
Hand Keyed
QAS Address Lookup
AGR
Email/BIO Updates
Hand Keyed
Verify Service
AGR
AiS
USPS
AIS Rpt
Address Extract
Email List Extracts
NCOA Address Cleansing
Email List Extracts
Email List Extracts
Email
IT
Cleansed Addresses
Email Op Out
AGR
AGR/QA
MS Access
Magnet Email
Pursuant Email
College Departmental Websites
Matching Gifts Tracking System
Validate Test
UA Test System
Harris Online See (A)
Email Profile Upd
2
Required Improvements Harris Grad Import
further automation of export then import will
require extensive work with Harris and will take
considerable more time and dollars. The
question of a new System with an integrated
online alumni site needs to be evaluate before
any extensive time or money is invested into
improving a Student import process from SA. UA
Grad Import Majors and Minors update from SA to
Viking without intervention. Replace Access
database used to discover data errors and prep
data for load. Potential To eliminate external
extracts by direct insert into UA
system. Scholarship Import Replace Access
database used to discover data errors and
prep data for load. Potential to eliminate
external extracts by direct insert into UA
System. Athletes Import Replace Access
database used to discover data errors and prep
data for load. Potential to eliminate external
extracts by direct insert into UA System. Parents
Import Potential to eliminate external extract
by pull method with direct insert. Employees
Import In Process using pull method. Model for
other SA to UA imports. Payroll Gifts PR needs
to have individual funds matched to UA Funds.
Potential to eliminate report and keying via pull
method. This would be best left last and maybe
wait until new UA system with gift batch
capability for preposting review.
PeopleSoft to UA System Interfaces
Harris Online (A)
AGR/ QA
AR
Graduate Extracts
UA Test System
3 times Per year After each Semester
Projects/Actions to Make Improvements
IT
Validate Test
IT
Run Job 3time/Yr
Graduate Extracts
PeopleSoft SA
Run Job
IT
Run Job 10times/Yr
Scholarship Extracts
IT
UA System
Run Job On Demand
Athletes Extracts
IT
Parents Extracts
Run Job Annually
AGR
PeopleSoft HR
AGR
Employee Extracts
Run Job Weekly
Hand Keyed
Prior Gift Entry
PeopleSoft PR
AGR
AGR
Employee Changes
Run Job
3
Required Improvements
Online Gifts direct update of gifts into UA
system to eliminate hand keyed gifts.
Gifts, unlike BIO information, are very time
sensitive and need to be updated with a
higher priority and greater timeliness. All
Gifts should process through a common process if
possible. Profile Updates In progress.
Mapping performed. Create files from Harris
Update to update the UA system. Issues exist for
timing and what information to send to provide a
bidirectional update from UA to Harris.
Addresses should likely not be updated without
validation or simply mark that an update was
submitted to send to NCOA for the verified and
validated update. A 2 way feed would be
impossible to Insure that system are completely
sychronized. One system has to operate as
the Master Data record. With this model there
would be a periodic refresh of the secondary
system for standard data element that the Master
controls. The refresh would best be weekly and
change in the secondary system updating the
Master would occur daily. Question of building
Gift Processing Engine to centralize the
processing of gifts Through a Single Common
interface which enforces standard business and
data Rules for any gift from any source. This
could also apply to Pledges.
Ciber Source
Harris Online
Profile Updates
Online Gifts
Email
Email
Hand Keyed
Hand Keyed
Projects/Actions to Make Improvements
UA System
Harris to UA System Interfaces
4
CC
Required Improvements
Segmentation Loads This is automated but due to
process will always need a two step process with
human intervention. Call Center Cybersource
Source Credit Cards In Process for direct
update that will eliminate hand keying of gifts.
This is Gift processing and therefore would
benefit like other gifting sources from
common interface that process all gifts.
CC
First Data
Ruffalo Cody
Load File
Call Results
Ciber Source
Custom Extracts
Hand Keyed
Pledge SQRW
Gift SQRW
US Mail
Projects/Actions to Make Improvements
IT
Run Super SQL Job
CC Gifts Extracts
Hand Keyed
UA System
Ruffalo to UA System Interfaces
5
Required Improvements
Major gifts entered into the UA system would be
the key and currently that would be the New Major
Gift options in Viking. There are no viable
and timely methods to interface the Access data
to UA. The other option is to wait and hand
enter the information into a new system. This is
more of a data issue of eliminating duplication
than an interface.
Major Gifts to UA System Interfaces
Projects/Actions to Make Improvements
Hand Keyed
Major Gifts Tracking System
UA System
Hand Keyed
6
Required Improvements
Gifts Import Pull method to pickup gifts
recorded in Paciolan to insert directly into
UA System. Issues around the proprietary nature
of getting to the Paciolan data has to
be resolved to begin the process. As without
gift sources, these gifts should flow through a
standard Gift Processing Engine to insure
consistency across all sources. Profile Update
Import Method similar to the Harris updates
currently in process. Daily Extract. The
issues around access needs to be resolved to make
this truly automated as the current methods are
running a manual extract then processing. Due
to proprietary nature of Paciolan this likely
will take too long to get completed and required
unavailable dollars and time to make it happen in
Viking, therefore best to wait until new UA
System.
Paciolin to UA System Interfaces
Projects/Actions to Make Improvements
UA System
Hand Keyed
Online Gifts/Pledges
Hand Keyed
Email
Paciolan
Email
Profile Updates
Profile/Gifts Updates
7
Required Improvements
Forms processing Scan forms into document
system for record and tie to individual via
Viking ID and alternate key could be Corporate ID
to track all filings. Currently no where in
Viking to record the information about tracking
forms send and received is available thus this
will like be eliminate by available options in
the new system. The system should follow the
document Matching Gift workflow.
Matching Gifts to UA System Interfaces
Projects/Actions to Make Improvements
UA System
Matching Gifts Tracking System
8
Required Improvements
Opt In/Out Opt In and Out special indicators
must be defined to allow recording constituent
options. A central online page developed
integrated into using the UA Opt In/Out options
available. There will be a new table required
that will contain the Opt In/Out indicators that
are user controllable. This page would best be
internally developed and be the only WEB online
page available for an individual to select
options. Services like Harris, Pacioline,
MagnetMail, Pursuant, And College Department WEB
sites that are outward facing would be required
to add this page as a link. Extract No
automation is available since this is an on
demand integrated request.
Magnet Email to UA System Interfaces
Projects/Actions to Make Improvements
UA System
AIS
Hand Keyed
Hand Keyed
Email List Extracts
Email
Magnet Email
Email Op Out
Email Profile Upd
9
Required Improvements
NCOA to UA System Interfaces
Phase 1 near complete. Phase 2 Option
Eliminate the loading and validation of the test
database. This requires a verification that
the data being returned and the loading process
has reached a level of accuracy no longer needing
a review.
Projects/Actions to Make Improvements
UA System
AIS
USPS
Address Extract
NCOA Address Cleansing
IT
Cleansed Addresses
Validate Test
UA Test System
10
Required Improvements
We need to provide College of Departmental WEB
site direct visibility to UA data to eliminate
duplication. This would be via custom API for
Viking and use of API for the new system. There
need first be a coordinated effort to discover
the sites and owners to determine how much work
will be required. There needs to be a crossing
mapping document for each departmental site to
data duplicated in UA. A standard Address /
BIO information change form needs to be developed
and provided as a link on every departmental
sight that will all individuals to pull up
individuals in UA System to Request a change
by actually entering the change. The interface
would enforce standard data integrity rules and
then put the change in a place for review by AGR.
After any changes or simply review AGR would
simply select update to get the Information into
Viking / UA System. The new system may offer
something like this via the WEB Forms
capability. Central Intranet based facility to
update basic constituent information to allow
indirect updating to the UA System.
College Department Websites to UA System
Interfaces
Projects/Actions to Make Improvements
UA System
Hand Keyed
Email List Extracts
College Departmental Websites
11
Required Improvements
Profile/Email Updates Model process to perform
BIO updates as close to the Harris process as
possible. Pursuant does not require a 2 way
feed as data is provide on a segmentation or
appeals basis. Working with Pursuant for a less
manual method will be necessary to eliminate
human intervention since currently they provide
access to an administration facility to pull
appeal extract that contain changes for BIO and
email. Gifts processing This would be best
done by continuing to use a standard gift
processing page that is already interfaced or
integrated into the UA system. Currently this
would be Harris but may need to change with the
new system.
Pursuant Email/BIO Collection and Solicitations
to UA System Interfaces
Projects/Actions to Make Improvements
UA System
AGR
Email/BIO Updates
AIS Rpt
Email List Extracts
Pursuant Email
Harris Online See (A)
12
Required Improvements
Available with newest version of Viking.
Currently requires hand entry of address
for validation but provides automatic form fill
to update Viking. New improvements with Viking
unlikely due to version upgrades being required
thus full test cycle. Needs to be evaluated for a
new UA system.
QAS (Online Address Verification) Interface to UA
System
Projects/Actions to Make Improvements
UA System
QAS Address Lookup
Verify Service