2024-11-20 Name scenarios review (WaveWorks)

Owned by Denise Kidd
yesterday at 4:29 pm
3 min read

Different types of people in Oracle Cloud. Faculty, staff, student workers

Revisiting system of record for name maintenance for faculty and staff. Where is the chosen name going and which program has precedence?

IT has a proposed precedence, but need to review with this group to make sure it aligns with our needs.

Two systems: Banner and Oracle Cloud

Banner - ID, integrations

EBS currently loads employees into Banner; must recreate load process in Oracle Cloud.

Right now it only goes from EBS to Banner, but want it to go both ways so both remain in sync.

image-20241120-210315.png

Student workers now only update some demo data as it relates to employment record in EBS but it doesn’t flow into Banner.

With Oracle Cloud they will only be able to make changes in Banner.

  1. Students are updated in Banner, employees in Oracle.

  2. Active students who are employees active name record should not be updated from Oracle cloud

  3. chosen last name in oracle cloud, no field in Banner.

  4. Only one record per ID for the person bio info table SPBPERS.

Student workers sync

  • Everything passes from Banner to Oracle

  • Preferred first to chosen

  • Last name override table not currently used but can be used

  • Suffix is free text in both systems

  • Prefix - pre-identified list of options to select in Oracle, but it’s a free text field in Banner

Banner name comes from admission application. Some schools have ID requirements (SoPA, PH), but not all do. If a student is getting federal aid, they have to provide tax documentation, and the name is validated at that point, which financial aid does. But it’s not 100% of our population.

What about applicants who have no first name? In HCM, cannot have a period. Not sure how Oracle would handle this. Should be able to accommodate special characters like diacritics. If HR needs to change name, would need to work together with Reg to notify students of change and opportunity to change chosen name.

Where does chosen last name get passed in? Students will have to call in for this maintenance.

Tulane employee sync

  • Includes non-TU student workers (Loyola, for example)

  • Affiliates

  • Full time staff and faculty

  • Everything passes from Oracle to Banner

  • Chosen first name is pushed to Banner SPRIDEN first name, same with chosen last name

Active student employee sync (employees who become students)

  • Don’t want to update Banner from Oracle.

  • Only passing historical name record into Banner but not active/available. Pushes it into the Alternate Identification tab in SPAIDEN.

  • Don’t pass data to SPBPERS - so would need to change in Oracle and in Banner. Preferred first name, prefix, suffix.

  • For name changes, they will need to do it in Cloud and Banner.

Differences

  • Students can override Banner info in EBS and will not be allowed to in Cloud

  • Affiliate records do not exist in EBS leading to problems with dupes - will be in Cloud with subtypes

    • Subtypes allows us to do things like assign ROTC as faculty without our intervention.

Additional questions

How do we calculate if someone is an active student in Banner?

For TU employees, do we want legal names in Banner from Oracle Cloud at all? Yes if allowed

  • For matching we could keep it in Banner - if we don’t it could be problematic for matching.

  • Not sure if Banner should have access to this data - would need to be answered by GC.

Date of birth/death - should they sync? Who for - student workers or TU employees?

  • Date of death - should come from Banner to Oracle for student workers

  • DOB - employees pass to Banner, for SW want to pass from Banner

  • Don’t pass a blank from Banner to Cloud

  • Don’t pass a blank from Cloud to Banner

Not passing SSN in either direction

Which Banner address does HR want to push to Cloud? Local and Permanent - will need to circle back on this

  • HR currently only uses home address and they all use 1555 Poydras to force them into doing the Louisiana tax forms.

Which phone number does HR want passed from Banner - CL (mobile)

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