The Profile System and EmailPhone Directory

1
The Profile System and Email/Phone Directory

• Entering data into the Profile System and
  migrating data from the Directory

2
The systems

• Email/Phone Directory
• http//www.dur.ac.uk/directory/
• Also provides to data to LDAP (ldaphost.dur.ac.uk)
  
• Profile System
• http//cms.dur.ac.uk/CMSADMIN/data/profiles/
• Provides data for various purposes, including
  RAE/REF and staff lists on the University website
• CMS Staff Lists
• E.g. http//www.dur.ac.uk/research/directory/

3
Data in the Directory

• Staff
• Names (including preferred name)
• Job titles
• Email addresses
• Telephone numbers
• Department Structure
• Sections
• Others
• Non-personal fax/phone extensions (sometimes with
  email address)
• Non-personal email addresses for roles

4
Staff data in the profile system

• Staff names edited on staff records
• Email addresses are automatic
• Job title and telephone number are from
  departmental records
• Documentation Guide 181, Section 3
• (Guides at http//www.dur.ac.uk/its/web/cms/guides
  / )

5
Sections in the profile system

• Uses a category system.
• There are some central categories for
  compatibility with departments using Profile
  System Categorisation
• Importing can create categories from the
  Directory that are department-specific for those
  using LDAP Directory Categorisation
• Documentation Guide 182, section 4.1.5

6
Others in the profile system

• Non-personal emails assigned to people (e.g.
  it.director_at_durham.ac.uk) use the Departmental
  Roles interface
• Telephone numbers and Faxes not specifically
  assigned to a person have a different interface
  (even if they have an email address)
• Some problems with automatic imports here.
• Documentation Guide 182, sections 4.6 4.7

7
Migration general schedule

• General timescale for migration of all
  departments before the end of May if possible.
• Email cms_at_durham.ac.uk to discuss timings for
  you.
• You may need to maintain some Directory and
  Profile information independently between your
  migration and the end of all migrations
• http//www.dur.ac.uk/its/web/cms/directory/

8
Migration on the day

• Choose a day to do the migration that you will be
  reasonably free on.
• Wed like to do the automatic migration in the
  morning if possible, to give you more time to
  check.
• Check your staff lists and data, manually migrate
  remaining records, contact us if there are any
  problems.
• We can support the migration of more than one
  department a day

9
Migration effects on the CMS

• There may be some need to change CMS Staff List
  configuration when you migrate make sure one of
  your CMS Site Administrators is available that
  day.
• Try to find out in advance from your Site
  Administrator whether your staff lists are using
  Profile System or LDAP Directory
  categorisation as it slightly changes the
  migration plan.

10
Migration staff list display

• Many departments have different information
  displayed on staff lists and on the Directory
  itself
• You can keep this flexibility information in the
  Profile System doesnt have to appear on Staff
  Lists
• BUT the automatic import may make information
  from the Directory appear on staff lists. You may
  need to do some work in the CMS to remove it if
  you dont want it.

11
Future plans

• Once all departments are migrated
• A CMS version release will finalise the change
• A new Email/Phone Directory web front-end will be
  released, using the Profile System data to search
  more effectively.
• The LDAP search of the Directory
  (ldaphost.dur.ac.uk) will not change
• The Directory maintenance system, and remaining
  data stored in it, will be withdrawn
• Currently this is expected to happen in late May
  or early June, though this depends on the
  migration process.