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News content type for use by UW-IT Services on IT Connect

Major changes coming to UW Google

A version of this message was sent to all users of UW Google on June 8, 2021

Google recently announced several significant changes to their Google Workspace for Education product and how it is licensed. These changes will have major implications for UW-IT’s ability to provide UW Google (aka Google Workspace, formerly known as Google G Suite and Google Apps) to the UW. Although this situation is still unfolding and many details remain undetermined, we want UW Google users to be aware of the impact we face due to Google’s altered business model and what UW-IT is doing to respond.

These changes to UW Google services will include:

  • Limiting the use of UW NetIDs with UW Google services to only personal (individual) UW NetIDs. The use of Shared UW NetIDs (such as those used for department, course, student activity office accounts) with UW Google services will be discontinued.
  • UW-IT’s ability to provide UW Google Shared Drives (aka Google Team Drives) will be significantly limited and will likely necessitate the migration of data to alternate storage solutions or tools.

In addition to the above changes, we anticipate significant storage limitations for accounts associated with personal UW NetIDs. Because conversations among Google, multiple peer institutions, and Internet2 (representing hundreds of higher education institutions) are currently ongoing, the exact parameters are still being determined.

Timeline

At this point, the only known deadline is August 25, 2021. On that date:

  • The ability to create new UW Google accounts for Shared UW NetIDs will be disabled.
  • The ability to create new UW Google Shared Drives will be disabled.

Please note that the above changes are the first in a series of changes to the use of UW Google. Changes will also impact UW Google accounts associated with personal UW NetIDs. As negotiations among the UW, Google, peer institutions, and Internet2 yield additional actionable details, UW-IT will communicate with the UW community.

Planned communications to the UW community

We are communicating with you because you have a UW NetID associated with a UW Google account and because we want you to be aware of these changes and what UW-IT is doing to address them. In addition, we will publish articles in campus newsletters and hold Q&A events for the UW community.

As details and timelines — in particular, regarding storage limits and shared drives — are clarified, we will send call-to-action notices to affected individuals with specific guidance on how to mitigate impact to their use of UW Google services.

When known, specific limits, timelines, and guidance for migrating data will also be published on IT Connect. In the meantime, we encourage people who want to begin exploring alternate solutions to review these options for online storage.

Lastly, we want to acknowledge that news of yet another disruptive change, coming on the heels of a year fraught with multiple stressors, is far from welcome. But we believe in the resilience of the UW community and its ability to respond with patience, fortitude, and a spirit of collaboration.

Questions

Please contact the UW-IT Technology Service Center at help@uw.edu or 206-221-5000 with questions about the UW Google Changes Project.

Use of UW Google with Shared UW NetIDs ends August 29, 2023

A version of this message was sent to owners and administrators of Shared UW NetIDs with a UW Google account on March 15, 2022. Messages included a customized list of Shared UW NetIDs, owned or administered by the recipient, associated with UW Google services. 

Due to changes to the UW Google service, the use of UW Google with Shared UW NetIDs will be eliminated, effective August 29, 2023 (revised from original date of September 5, 2023). The UW Google service includes YouTube, among other frequently used tools. Owners and administrators of Shared UW NetIDs with UW Google service accounts must migrate data from these services or delete data that is no longer needed (according to the UW Records Retention schedule and the UW Medicine Records Retention schedule).

Any data that is not removed from these services will be deleted after August 29, 2023.

Please note that Shared UW NetIDs are not being deleted; only UW Google accounts and services for Shared UW NetIDs are being deleted.

What is happening?

In 2021, Google announced significant changes to their Google Workspace for Education product and how it is licensed. These changes, detailed on IT Connect, have major implications for UW-IT’s ability to provide UW Google (aka Google Workspace for Education, formerly known as G Suite and Google Apps) to the UW.

Google now considers the use of Shared UW NetIDs — widely used to support teaching, student activities, research, public outreach and business processes across the UW and with external partners — a violation of its Acceptable Use Policy and will be prohibiting their use. To comply with Google’s new requirements, the UW must discontinue the use of UW Google with Shared UW NetIDs.

As a first step toward compliance with Google’s new requirements, UW-IT discontinued the creation of new UW Google accounts for Shared UW NetIDs in August 2021. Owners and administrators of Shared UW NetIDs with existing UW Google accounts should begin planning to migrate data from these accounts.

What do I need to do?

  1. At the end of this message, review the lists of Shared UW NetIDs that you own or administer.
  2. Create a migration plan for email, files and business processes that must be retained.
  3. Review alternatives to UW Google for Shared UW NetIDs.

If the UW Google account is no longer needed, the owner should revoke access to UW Google services for the account using the Provisioning Request Tool (PRT). This will delete the UW Google account and data.

Is it possible to pay to keep services associated with Shared UW NetIDs?

No, it is not possible. The removal of Shared UW NetIDs from use with Google services is driven by the requirement to comply with Google’s new terms of service, which define the use of Shared UW NetIDs as a violation of Google’s acceptable use policy.

When do I need to migrate my data?

All data that needs to be preserved in UW Google accounts for Shared UW NetIDs must be moved to a new location by August 29, 2023. All UW Google accounts and data for Shared UW NetIDs will be deleted after that date.

UW-IT recommends that you begin work now to create a data migration plan.

Can UW-IT help me migrate my data?

Unfortunately, due to limited resources, UW-IT is unable to offer individualized data migration consulting or assistance. Your department’s IT group is your best resource for assistance and recommendations.

Review alternatives to UW Google for Shared UW NetIDs and guides for data migration.

Can I stop receiving these reminders?

You will receive periodic reminders about moving content from the affected UW Google accounts. If you prefer not to receive these messages, the owner of a Shared UW NetID can delete the UW Google account for a Shared UW NetID using the Provisioning Request Tool (PRT) by clicking “Revoke” next to the service. This will delete the UW Google account and all data.

Please note that only an owner of a Shared UW NetID will see it listed in the PRT and can act; Shared UW NetID admins will not see the Shared UW NetID listed in the PRT and cannot perform this action.

Questions?

Please contact the UW-IT Technology Service Center at help@uw.edu or 206-221-5000 with questions about the UW Google Changes Project.

FWS v2 EVAL Release 6 is now available

Enterprise Web Services has just released an update for FWS v2 EVAL to support UW Finance Transformation.

Change Summary:

  • Several new resources and fields have been added.
  • All resources that allow search by ’changed_since_date’ now allow searching by Date and Time. Previously, only a Date search was supported.
  • Some breaking changes were introduced.
  • Minor bug fixes.

See our FWS v2 R6 Release Notes for a complete list of new features, changes, and bug fixes.

Additional resources, including a ‘Getting Started Guide’ to support your evaluation, are available on our FWS for Finance Transformation Support page.

We have already started working on Release 7, scheduled for 3/31/22.  Bookmark the Planned FWS Reference Data (Outbound) – Release 7  page to watch our progress. When you see a change item move to “Ready for Review” or “Done” before the release date, this will indicate that a change is available in DEV. You can also use this page to monitor upcoming breaking changes so there are no surprises!

Support:

  • Please submit support requests to fws-support@uw.edu with ‘FWS v2 EVAL’ in the subject line.
  • Subscribe to fws-ft-users to stay current on upcoming deployments and changes.
  • Subscribe to the FWS for Finance Transformation Support page; we will be adding new resources to this page periodically.
  • We will support questions related to e.g. missing data, data structure, access/connection issues, and adding access for additional NetIds or Applications.

For questions regarding data quality please contact UWFT at uwftask@uw.edu. 

RPG Release: Updated Departmental GPA calculation on several reports

Based on this user feedback, the Report Prioritization Group released several important and timely updates to the BI Portal reports:

In this news story, we provide a summary of the changes. If you have any questions, please don’t hesitate to write help@uw.edu and put “BI Portal Report Question: Departmental GPA” in the subject line.

Change Summary

This release includes 2 major updates:

  1. Major Departmental GPA logic has been updated in the following reports. Before the fix, three reports were inconsistently displaying the correct Departmental GPA for a given major:
    1. Student Grade Report by Course
    2. Student Grade Report by Major 
    3. Student Degree Information
  2. Major Departmental GPA was added to the other two reports:

    1. Undergraduates Eligible to Register.
    2. Current Student Information

This new field can be accessed from the ‘Columns to Display’ drop-down filter:

Once the Departmental GPA column is selected from the list of filter values, the report will display the Departmental GPA for each Major:

  • Major Departmental GPA is generated from transcript courses taken and is sourced from the previous quarters for each student. Only courses taken that are in the same department as the student’s major are counted; e.g., all GEOG courses for a GEOG major, or for a History major all courses offered by the History department (even though History has multiple curriculum abbreviations).

Questions and Feedback:

This report references important institutional concepts like “Major Departmental GPA”,  and many others. If you have questions about the meaning of these or any other terms, please explore the links or find more detail in the Knowledge Navigator.

As always, if you have any questions, please write help@uw.edu and put “BI Portal Report Question: Departmental GPA” in the subject line.

 

UWSDBDataStore Reorg on January 29, 2022

UWSDBDataStore Reorg on January 29,2022

The student database (SDB) will go through a reorganization on January 29,2022 which will cause changes in the Enterprise Data Warehouse database, UWSDBDataStore. These changes to the objects will be available in the UWSDBDataStore on January 31, 2022.
However, data on the new objects will be available as soon as the Data Custodians submit the security role definitions and the SIS team loads the data.

(last modified: 01.29.2022)

*Please continuously monitor this site for the most current update.

Old Columns to be deleted

Table Column
sa_sf_fund fund_flag_45
sa_wd_det_trans wd_det_proc_pd
sa_wd_sum_tran wd_sum_proc_pd


Columns to be Added

Table Column DataType
addresses dip_chg_date datetime
dip_chg_user_id char(12)
diploma_city char(30)
diploma_country char(40)
diploma_line_1 char(30)
diploma_line_2 char(30)
diploma_phone_num decimal(10,0)
diploma_postal_cd char(10)
diploma_state char(2)
diploma_zip_4 char(4)
diploma_zip_5 char(5)
budget_resources br_pkg_pt_sw char(1)
finaid_docs_desc fdd_archive_dt datetime
sa_sf_fund fund_school_med bit
sa_wd_det_trans wd_det_run_no int
wd_det_bal_unit char(6)
sa_wd_sum_tran wd_sum_bal_unit char(6)
wd_sum_run_no int
sdbdb01 g_sa_post_status char(1)
g_sa_post_run_no int
sf_evaluation strt_qtr_ovrd tinyint
coa_accepted_flg char(1)
coa_accepted_dt datetime
partial_isir_load char(1)
sf_history iasg_eligible_flg char(1)
sap_appeal_date datetime
sap_appeal_qtr tinyint
sap_appeal_yr smallint
sap_mtf_subtr_cr smallint
sap_pace_subtr_cr smallint
sap_plan char(1)
sap_prob_rem_qtrs tinyint
sap_prob_tot_qtrs tinyint

Data Type changes

Table Column Old Datatype New Datatype
student_2 diploma_name char(45) char(80)

 

 

 

 

 

 

FWS v2 EVAL Release 5 is now available

Enterprise Web Services has just released an update for FWS v5 EVAL to support UW Finance Transformation.

Change Summary:

  • Several new resources and fields have been added. See FWS v2 R5 Release Notes for details.
  • New search features have been added to most endpoints, including search by ‘changed_since_date’ and the ability to filter inactive results if the record contains an active field.
  • New Branch endpoint that allows for the viewing of entities/entity hierarchies and their related hierarchies from the bottom up.
  • New Workday Hierarchy endpoint that provides summarized hierarchy information including Total Nodes, Max Depth, Total Branches, etc.
  • Some breaking changes were introduced. See FWS v2 R5 Release Notes for details.
  • Minor bug fixes.

See our FWS v2 R5 Release Notes for a complete list of new features, changes, and bug fixes.

Additional resources, including a ‘Getting Started Guide’ to support your evaluation, are available on our FWS for Finance Transformation Support page.

We have already started working on Release 6, scheduled for April 2022. Bookmark the R6 Release Notes page to watch our progress. When you see a change item move to “Ready for Review” or “Done” before the release date, then this will indicate that a change is available in DEV. You can also use this page to monitor upcoming breaking changes so there are no surprises!

Support:

  • Please submit support requests to fws-support@uw.edu with ‘FWS v2 EVAL’ in the subject line
  • Subscribe to fws-ft-users to stay current on upcoming deployments and changes
  • Subscribe to the FWS for Finance Transformation Support page; we will be adding new resources to this page periodically
  • We will support questions related to e.g. missing data, data structure, access/connection issues, and adding access for additional NetIds or Applications

For questions regarding data quality please contact UWFT at uwftask@uw.edu. 

UW Event Registration Application Release: Bug Fix and Updates

Update (1/5/2022): UW Event Registration Application updates are now in production.

Change Summary:

  • Bug fixed in the log out flow that was introduced by a recent browser security update. You will now see a browser pop up message when you log out. 
  • Migrated from UW Services Certificate Authority (UWCA) to the Incommon Certificate Authority as part of a larger plan to standardize all EWS services to use Incommon. Learn more about these UW-IT offered services here: https://wiki.cac.washington.edu/display/infra/UW+Certificate+Services
  • Maintenance upgrade of Node.js Javascript runtime environment

We do not expect any customer impact. We will monitor and respond to this communication if we identify any impacts during deployment.

Learn more:

The UW Event Registration application automatically turns UW’s Husky Card swipes, taps, and NetIDs into a group of participants you can view, capture, download, export and email. This application is in Beta and we’re seeking new users.

Get started with UW Event Registration today!

Support:

For questions about this release or getting started with UW Event Registration, please contact us at uw-event-support@uw.edu.

BI Portal: New Report – Principal Investigator Proposal and Award Search

Now Available in the BI Portal: Principal Investigator Proposal and Award Search report

Do you find it difficult to manage research proposals and related awards for one or more specified principal investigators? If you could, would you like to dive deeper into the Principal Investigator (PI) research proposal and award data by a specific Fin Org code? Would your work be easier if you could filter and analyze the PI research proposal and award data by the proposal short or long title containing specific words or phrases?

All of this and more are now available in the Enterprise Data Warehouse (EDW), BI Portal, and Knowledge Navigator. This new report capability is the result of the partnership between the Office of Research Decision Support Services (ORIS DSS) team that developed this new report and the UW-IT Enterprise Reporting and Analytics team, this information and more are now available in the Enterprise Data Warehouse (EDW), BI Portal, and Knowledge Navigator.

New Report:

The new Principal Investigator Proposal and Award Search report, gives you detailed and summary information and the ability to analyze sponsored research proposals and awards by org, and/or by PI, and/or by keyword or phrase.

Data Used:

The report sources all of the data from existing views in the EDW RAD database. The EDW data is sourced from the Sponsored Proposal and Award data sources as entered into the SAGE suite.

Server: edwpub.s.uw.edu

Database: RAD

Views: 

  • RAD.SEC.AWARD
  • RAD.SEC.PERSONFUNCTION
  • RAD.SEC.PERSONNEL
  • RAD.SEC.PROPOSAL
  • RAD.SEC.PROPOSALSTATUS
  • RAD.SEC.SPONSOR
  • RAD.SEC.SPONSORTYPE

 

Questions?

If you have questions about the meaning of Principal Investigator Proposal and Award Search or any other terms referenced in this new report, please visit Knowledge Navigator.

If you have questions about the report or would like to provide feedback, please write to  grantrpt@uw.edu with “BI Portal Principal Investigator Proposal and Award Search Report” in the subject line.

New Look for Workday Reports Catalog

As part of the Report Adoption Project (RAP), we are very pleased to announce a new look and enhanced functionality of the Workday Reports Catalog in UW-IT’s Knowledge Navigator.

 

The Workday Reports Catalog still provides summary information about all available Workday Reports, including:

  • The full name of the report (as found in Workday)
  • A description of the report
  • Details about who can run the report

But now you can use several new report filters to quickly search the catalog by:

  • Workday Security Role – for a list of all reports that can be run by HR Partners, HCM Initiate 2s, Managers, etc.
  • Functional Subject Area – for a list of all reports by either the “primary functional area” (PFA) the report was originally designed to help with or the “secondary functional area” (SFA) the report might not have been originally designed for but still has relevance for (for example, a report that was originally designed to help review “Payroll” details that can also be helpful when reviewing “Costing” information).
  • Report Categories – for a more narrow, topic-specific list of all reports in a given category (for example, FTE, Holiday Credit, I-9s, Postdoctoral Scholars, Years of Service and more).
  • Your Favorite Reports – for a personalized list of all your favorite reports (you can add any report to your favorite list by selecting the name of the report and, on the Reports Detail page, selecting the “Add to Favorites” button in the upper right corner)

We hope this resource helps you pinpoint specific reports that provide you with the information you need, helps you discover new reports that become new favorites and becomes a welcome addition to your Workday toolkit!

How Do I Access The New Feature?

To access this new feature in the Workday Report Catalog in Knowledge Navigator:

  • Navigate to metadata.uw.edu
  • Expand the ‘Reports’ node in the navigation pane (right hand)
  • Click on ‘Workday Reports’ node:

  • You will be taken to the Workday Reports landing page in Knowledge Navigator
  • Scroll down to the list of reports
  • On the left hand side, you will be presented with a number of input boxes:

  • You can search report titles by entering keywords in the ‘Search report names…’ search box.  The report listing will update to show matching reports as you type.
  • You can also select from the “Security groups”, “Functional groups” and/or “Report categories” filters.  
  • The search, filters and favorites functionality work together to provide a finely tuned listing. 

 

 For more information about additional Workday report resources, including other ways of discovering Workday reports that can meet your needs, make sure to visit our Workday Reports 101 page.

 

BI Portal New Release: Notify Course Section Demand by Student Major

Available Now: New Dashboard Helps You Help Students

The Notify Course Section Demand by Student Major dashboard is now available on the BI Portal. Built through the collaboration of the Report Prioritization Group (RPG), the Enterprise Data Warehouse (EDW) team, and the Enterprise Reporting Analytics (ERA) team, this new Tableau visualization is where student advisers and coordinators can use data to see which courses are in high demand.

 

What is it? 

The dashboard for the Notify Course Section Demand by Student Major is a Tableau visualization that displays data related to students who have signed up to receive notifications from the Notify.UW system.

 

It’s Built for You

If you’re a student advisor or program coordinator, you can use the dashboard to filter for specific majors and readily determine if students in those majors have signed up to receive notifications for a specific course section(s). With registration and degree information included, you will be able to get a more complete picture of a student’s course registration activity for any given quarter.

 

Help for Students

The dashboard allows you to determine student interest in courses offered by your program, information that enables you to reach out to students and help them register for a course at a critical point in a student’s progress toward their degree.

 

Get Access

Just a reminder that this dashboard is a Tableau dashboard. To connect to the UW Tableau server, you need to either be physically on the UW network (on campus) or connected through a VPN (Virtual Private Network). We recommend the UW-IT-supported Husky OnNet VPN. Find out how to download and use Husky OnNet at IT Connect: Download and Use Husky OnNet.

Furthermore, you will need an Enterprise Data Warehouse (EDW) Astra role to access the dashboard if you don’t already have one. Follow the instructions to “Request Access to Reports, Analytics, and Data” on IT Connect.

 

Questions?

If you have any questions about this new dashboard, please don’t hesitate to write to us at help@uw.edu and put “Notify Course Section Demand by Student Major” in the subject line.