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February 22, 2011

Update for Regents

Jerry May submitted a report for Regents regarding DART project progress. Regents received the report for their February 2011 meeting. It provided important information on how DART aids lifelong engagement and harnesses the power of a collective university. A copy of the report follows:

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Update: New Donor and Alumni Relationship System for U-M
Report for Regents, February 2011
From Jerry May, VP for Development

The University of Michigan is on track to launch DART (Donor and Alumni Relationship Tool), the new relationship management system, in Spring 2012. The approved project cost is $15 million, and the project is currently within budget.

This system will help all three campuses, all of Ann Arbor’s schools and colleges, the health system and Office of University Development manage information on over 1.1 million donors and prospects, ensuring security and confidentiality through state-of-the-art technology. DART will be a powerful enabler of the next comprehensive campaign and will improve work of the entire university development community.

New system aids lifelong engagement
Our most generous donors ($1 million +) donate to three or more places within the university (on average), and interact with many others in our institution. Today’s million dollar donors, almost without exception, began as modest annual fund donors who continued to give in increasing amounts. Therefore, the challenge is not just to keep donor records. The challenge is to leverage donor information to help build lifelong relationships and cultivate maximum fundraising efficiency.

DART creates a 360 degree view of all the university’s interactions with existing and potential donors. It integrates with data in other systems (e.g. finance, wealth scoring, etc.) to help manage the entire gift process. In DART we can track the kinds of contacts leading up to a gift, where and how the funds are spent, who/what benefits from the gift, and better understand what other giving opportunities might be suitable for our donors. Additionally, DART serves complex information to staff in web-based dashboard-style displays and graphics that aid quick and intelligent decision-making. For example, a manager can see how his/her team is performing, a gift officer can review information on a donor relationship at any place and time, and financial administrators can review expenditures of a particular gift. As a result, DART helps us enhance and sustain a lifelong engagement with each donor.

Donors expect our staff to know how they give: as individuals, as a family or as a member of a foundation, through their business, etc. They also expect to give at their convenience, to any area of the university – and they expect the university to keep accurate and current records so they get credit for all their gifts. The technology DART offers will enable us to meet these expectations. Donors will receive better service by being able to register for events and give online, view reports of their gifts, interact with others in the university, and build stronger relationships.

Harnesses the power of a collective university
Over the last 15 years, the university created campus-wide information systems for finance, human resources, student administration, and research administration information. Similarly, DART will enable U-M personnel to update and retrieve fundraising information in DART and share the responsibility for donor stewardship.

The existing system is on a mainframe implemented in 1991. As information needs outpaced the technology, staff created supplemental and/or shadow systems to meet their needs. DART will better assist staff to meet their needs and enable the university to accrue significant savings by reducing the number of shadow and/or supplemental systems maintained across campus.

This is a more efficient way to manage existing and prospective donor information. It also enables sophisticated reporting and modeling. As a result, we can target university resources more effectively and continuously improve our approaches. For example, we can better identify concentrated geographic regions of alumni and direct gift officers to develop local events, programs, and other activities. This helps provide a greater return on the university’s investment over spreading resources across an area where prospective donors are few. Furthermore, it helps cultivate a strong sense of community amongst our donors.

Collaborating to protect the university’s investment
DART is based on software provided by Blackbaud, and is tailored to meet U-M’s unique needs. Over 120 university employees from various schools, colleges, and, units are collaborating on system design. As part of that effort, these representatives define the processes and policies related to migrating existing data and practices to the new system. Additionally, U-M plays a leadership role in Blackbaud’s product advisory group, which includes other universities (i.e. The Ohio State University, Oxford University, and University of Iowa). In this capacity, U-M is able to advise and influence Blackbaud’s direction on future software enhancements, thereby protecting the university’s long-term investment in this software.

Posted by lburgamy at 02:35 PM

New workspace for DART teams

The team is settling into their new space at 500 East Washington. They will share the space with the M-Community team. However, there are plenty of conference rooms and offices to support the team’s collaborative work style. Below are some details on parking and visiting the new offices. These are also highlighted on this campus map.

Parking:
There are blue U-M lots within walking distance of the new offices. The Maynard parking garage also offers convenient (for-pay) parking space for visitors.

Bus Routes:
Visitors coming from Wolverine Tower may take the blue northbound commuter bus, or the 36 AATA bus to Michigan Union. 500 East Washington is a short walk from the bus stop.

Teleconferencing:
The DART team also has teleconferencing capabilities, for those who are unable to travel to the new work space.

Posted by lburgamy at 01:55 PM

The leap from DAC to DART...

Is actually a migration. Its success is largely dependent on a larger, university-wide effort to improve the quality and use of data. DART is just one of several areas making progress. Chrissi Rawak presented the following slides on Information Excellence at Development Council on February 14, 2011.

U-M Information Excellence

Posted by lburgamy at 11:48 AM

February 21, 2011

NEW Automated Class Permissions and Wait List Purge

Beginning with the Spring 2011 term, the following system enhancements have been implemented:
-- Class permissions can be automatically issued to waitlisted students as seats become available. This is optional and is setup on each class section. The class permission expiration date can be set for 1, 2, 7 or 14 days.
-- Waitlisted students are automatically removed from the wait list if they do not use the class permission by the expiration date. This applies to all class sections.
Note: Both automated daily processes run from the first day of early registration until the last day of drop/add for each term/session.

Learn More
The Automated Class Permission and Wait List Purge Overview of Change page provides a general process overview that will help you assist students and student advisors in your department.

Please share this information with appropriate staff in your department.

Questions?
For class permission or wait list questions, contact the Office of the Registrar:
734-647-3507
ro.registration.questions@umich.edu
http://ro.umich.edu/

For M-Pathways assistance, contact the ITS Administrative Help Desk:
734-764-4357 (4-HELP)
itsadminhelpdesk@umich.edu
http://www.mais.umich.edu/online_help_desk/

From: ITS-Inform [mailto:its-inform@umich.edu]
Sent: Monday, February 21, 2011
To: M-Pathways Users with the SR Class Roster User, SR Enrollment Appt Scheduler, SR Enrollment Request User, SR Independent Study User, SR Mass Enroll Processor

Posted by hengeshl at 10:41 AM

NEW Automated Class Permissions and Wait List Purge

Beginning with the Spring 2011 term, the following system enhancements have been implemented:
-- Curriculum Maintainers now have the option to automate the issuance of class permissions for waitlisted students at the class section level.
-- Students are automatically removed from the wait list if they were issued a class permission that was not used by the expiration date.

The new Batch Assign Permissions for Class Sections – Step-by-Step Procedure on My LINC includes details on how to invoke the automatic assignment of class permissions in M-Pathways Schedule of Classes pages.

Key points you should know:
-- Automating the issuance of class permissions is optional and can be turned on or off at any time throughout student registration.
-- The automated process to remove students from waitlisted sections is not optional and applies to all class sections.
-- Automated class permissions cannot be used with class sections that:
----use Reserve Capacities.
----are a Non-Enrollment section.
----are not the home section of a Cross-Listed combined section.
-- The automated daily processes run from the first day of early registration until the last day of drop/add for each term/session.
-- The class permission expiration period can be adjusted to 1, 2, 7 or 14 days.

Learn More…
The Automated Class Permission and Wait List Purge Overview of Change page provides a general process overview.

Reminder…
Pre-Registration Backpack for the Spring, Spring/Summer, Summer and Fall 2011 terms begins March 23, 2011. For other key dates and deadlines, see the Curriculum Maintainer Resources on the Office of the Registrar website.

Questions?
For class permission or wait list questions, contact the Office of the Registrar:
734-647-3507
ro.registration.questions@umich.edu
http://ro.umich.edu/

For M-Pathways assistance, contact the ITS Administrative Help Desk:
734-764-4357 (4-HELP)
itsadminhelpdesk@umich.edu
http://www.mais.umich.edu/online_help_desk/


From: ITS.Inform [its.inform@umich.edu]
Sent: February 21, 2011
To: M-Pathways Users with the SR Class Roster User, SR Enrollment Appt Scheduler, SR Enrollment Request User, SR Independent Study User, SR Mass Enroll Processor


Posted by hengeshl at 10:37 AM

February 16, 2011

Inactive Temporary Appointments Terminated on February 15, 2011

On February 15, 2011, temporary appointment records that had not received payment for at least six months prior to February 15, 2011, were automatically terminated.

Automatic Termination of Inactive Temporary Appointments Process:
To increase system efficiency and reduce the amount of manual processing for both units and central HR, an automated process exists in HRMS that periodically terminates temporary appointments that have not received payment for at least six months. This process is run in December and June of each year. You are notified each time that the process runs.

Viewing Terminated Employees:
To view a list of employees in your department whose appointments were terminated by the automatic process, run the BusinessObjects UM-Maintained report, “HR01 HumRes Temporary Employees Terminated via Batch.rep”. When prompted for the effective date, type February 15, 2011. To run this report, users must have access to the Human Resource data set in the U-M Data Warehouse.

To determine the last time that a temporary employee was paid, run the BusinessObjects UM-Maintained report “PY01 Pay History by EmplID and Erncd.rep”. When prompted for the earn code, type RGT. To run this report, users must have access to the Payroll data set in the U-M Data Warehouse.

QUESTIONS?
If you have questions about the termination of temporary employees, please call the Human Resources/Payroll Service Center at 5-2000 (off campus at 615-2000, or outside the local calling area, toll free at 1-866-647-7657).

If you have questions or need assistance running BusinessObjects repository reports, please contact the Information and Technology Services Help Desk:
-- Phone: 734-764-4357(4-HELP)
-- E-mail: itsadminhelpdesk@umich.edu
-- Web: http://www.mais.umich.edu/online_help_desk/

To: HRMS Users with HR TOTAL APPOINTMENT VIEW USER and HR APPT VIEWER Roles
cc: HRMS Unit Liaisons
From: ITS-Inform
Subject: Inactive Temporary Appointments Terminated on February 15, 2011
Date: February 16, 2011

Posted by nancyf at 10:05 AM

February 09, 2011

HRMS Feb 18 Meeting Agenda

Posted by nge at 05:25 PM

FIN Feb 16 Meeting Agenda

Posted by nge at 05:24 PM

February 08, 2011

Updated Project/Grant Financial Reports in M-Reports

To view the current financial status for your project/grants, access M-Reports on Wolverine Access http://wolverineaccess.umich.edu/reporting_secondary.jsp.

The navigation path is: University Business > Reporting > M-Reports. Once in M-Reports, click the appropriate tab(s), as follows, to view your reports:

-- If you are responsible for both sponsored research and non-sponsored projects, click the Research tab and toggle between the Sponsored P/G and UM-Funded/Gifts/Other P/Gs sub-tabs, as needed.
-- If you are responsible for only UM-Funded, Gift, or Other projects, click the Fin. Mgmt tab.

M-Reports provides:
-- Official balances, as of January 2011 business close.
-- Projected balances, recalculated daily to reflect recent activity and upcoming commitments (e.g., salary, financial aid, purchasing, departmental).
-- Links to underlying transaction details.

FOR ASSISTANCE OR QUESTIONS
Information and Technology Services Help Desk
Phone: 734-764-4357 (4-HELP)
E-mail: itsadminhelpdesk@umich.edu
Web: http://www.mais.umich.edu/online_help_desk/

To: Principal Investigators and Project Administrators
From: U-M Financial Operations [its-inform@umich.edu]
Date: February 8, 2011

Posted by nancyf at 11:51 AM

Official Information Available in Third Week Count Data Set

The Winter 2011 data in the M-Pathways Third Week Count data set and its related SA05 BusinessObjects universe, which was captured as of the end of business on January 25, 2011, is now official. You may use the predefined queries in the BusinessObjects UM-Maintained folder for counting purposes. For your convenience, the Official Third Week Count reports are also located on the Web at:
http://www.umich.edu/~regoff/enrollment/

FOR ASSISTANCE OR QUESTIONS
Information and Technology Services Help Desk
Phone: 734-764-4357 (4-HELP)
E-mail: itsadminhelpdesk@umich.edu
Web: http://www.mais.umich.edu/online_help_desk/

cc: Student Administration Unit Liaisons

To: Third Week Count Data Set Users
cc: Student Administration Unit Liaisons
Subject: Official Information Available in Third Week Count Data Set
Date: February 7, 2011

Posted by nancyf at 09:16 AM

January 2011 Business Closed

January business closed on February 7, 2011. FINODS, the Financial data set and the associated BusinessObjects universes in the U-M Data Warehouse were refreshed early in the morning of February 7, 2011.

To run the monthly financial reports from FINODS, see the applicable My LINC documents at:
-- ‘Run and View the Financial Report Package Using the “SOA Reports by” Options’ at http://maislinc.umich.edu/maislinc/lang-en/management/LMS_ActDetails.asp?UserMode=0&ActivityId=30179
-- ‘Run and View the Financial Report Package in M-Pathways’ at http://maislinc.umich.edu/maislinc/lang-en/management/LMS_ActDetails.asp?UserMode=0&ActivityId=29985

To learn about additional Statement of Activity report options, see the Alternatives to Printed Statements web page at:
http://www.mais.umich.edu/project_infocenter/downloads/what_else/soa_whitesheet.html

FOR ASSISTANCE OR QUESTIONS:
Information and Technology Services Help Desk
Phone: 734.764.HELP (4357)
E-mail: itsadminhelpdesk@umich.edu
Web: http://www.mais.umich.edu/online_help_desk/
_______
This message is sent monthly to the monthendclosenotification e-mail group. This is a joinable group, which means you can add or remove yourself from this group. Instructions are on the Web at:
http://directory.umich.edu/ldapweb-bin/page?template=subscribe-group

To: monthendclosenotification
Subject: January 2011 Business Closed
Date: February 2, 2011

Posted by nancyf at 08:29 AM

February 02, 2011

Shortcodes required for bequest expectancies

In order to prepare for our transition to DART, the process for bequests is changing. Each bequest expectancy must now be recorded with a related shortcode. This change makes it possible to count the bequest expectancies as gift revenue or in campaign counting in DART. Previously, a related shortcode was not required.

This new process is currently in effect: Office of Gift Planning (OGP) will contact you to provide a shortcode (if not immediately known) or to create a new shortcode for new bequest intentions received on or after January 17.

Please be advised: it may take longer to record a bequest as we work to establish new shortcodes and gather information for existing bequests.

Related to this change: We will no longer enter joint bequests on two constituent records. The bequest will be recorded on one individual’s record with a bequest comment on the related individual’s record (Status code %, See Related EID for Beq Detail ).

Frequently Asked Questions related to this topic:

  • What if the shortcode provided will not be funded immediately?

  • How will new requests for shortcodes for bequest intentions be processed?

  • What shortcode will be used if a donor has not provided a S/C/U designation?

  • What shortcode should be used for unrestricted gifts to Michigan?

Posted by lburgamy at 10:29 AM