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Archives: Service News

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

Winter 2024 Content Manager Update

Hello IT Connect Content Managers,

Welcome to the Winter 2024 edition of the quarterly IT Connect Content Manager Update.

In This Issue 

WHAT’S NEW?

Content Spotlight: Information & Technology Governance

The UW has a new Information & Technology governance model to help guide how we use IT, aimed at enabling transformation and innovation at the UW through strategic investment in information and technology. The governance model is detailed in IT Connect’s IT at the UW section, and gives an overview of the governance groups that oversee various IT domains, their membership, and their purpose.

The content is an excellent example of teams from UW-IT collaborating to create an informative topical experience on IT Connect. If you or your team want support with creating web experiences on IT Connect, fill out this intake form and check the “Consulting on web content” option.

Check out the I&T Governance content

Web Content Best Practices: Optimize content for search engines

Good SEO practices on IT Connect content help end users find the information they seek. The IT Connect platform includes many features behind the scenes to help improve the search prominence of the site, but a significant key to the success of content in search results relies on the content itself.

  • Use plain language and use the words that end users use.
  • Repeat keywords throughout the content. If a word is central to a topic, if it appears on the page more than a few times, that page is more likely to be featured in search results for that term.
  • Use headings logically. Headings can be important for search engines evaluation of a page for search results. For the IT Connect internal search, headings are given additional weight. Headings should be clear and aimed at reader comprehension first, but use keywords in headings where it makes sense to do so.
  • Leverage search enhancing functionality for IT Connect. IT Connect has functionality to help improve search performance for pages. Read about how to use tags, descriptions, and modify search weight of pages for the IT Connect search.

Write for search engines

DOCUMENTATION, TRAINING & CONSULTATIONS

Do you need some help creating IT Connect content, another head to brainstorm content organization and layout, or want to learn how to use the features available in IT Connect? There are several ways to get help:

  • Content Manager Documentation: Extensive documentation, ranging from the basics of WordPress to advanced features for pages, is available on the IT Connect Content Manager Documentation.
  • Guide to writing documentation: Use the Getting started with documentation guide to help you start writing documentation. The guide breaks down the documentation process that will benefit your end users.
  • Training: One-on-one training for managing content on IT Connect is available from the IT Connect service manager, Nick Rohde, over Zoom or in person. Get tips on correctly formatting content using the tools in IT Connect or learn how to organize your content. To arrange training, fill out this intake form.
  • Consultation: Consultation sessions for individuals or teams are available from the IT Connect product manager, Nick Rohde. To schedule a consultation, fill out this intake form.

 

UWSDBDataStore Reorg on January 27, 2024

UWSDBDataStore Reorg on January 27, 2024

The student database (SDB) will go through a reorganization on January 27, 2024 which will cause changes in the Enterprise Data Warehouse database, UWSDBDataStore. These changes to the objects will be available in the UWSDBDataStore on January 29, 2024.
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 Updated – 1.23.24

**below additions to SF_Evaluation will result in additional records being shifted to SF_Evaluation1, will add details as soon as available.

Columns to be Added

Table Column DataType
ISIR_TRANSACTIONS ISIR_CPS_SAI int
ISIR_CPS_PROV_SAI int
I_SP_SIGNATURE_CD char(1)
I_P1_SIGNATURE_CD char(1)
I_P2_SIGNATURE_CD char(1)
I_SP_SSN_MATCH_FL char(1)
I_P1_SSN_MATCH_FL char(1)
I_P2_SSN_MATCH_FL char(1)
PELL_DISBURSEMENT PD_PAY_END_DT datetime
PD_QTR_FLG char(1)
SA_WD_DET_TRANS WD_DET_BANK_CD char(1)
SA_WD_SUM_TRAN WD_SUM_BANK_CD char(1)
STUDENT_1 DISAB_MORE_IND bit
SYS_TBL_63_NONTUIT_CHARGES AID_REPAY_CHARGE bit
SPARE_BOOLEAN_2 bit
SDBDB01 G_SA_FLAG4 bit
SF_EVALUATION1 PJ_STD_DEPS tinyint
PJ_SP_DEPS tinyint
PJ_P1_DEPS tinyint
PJ_P2_DEPS tinyint
SP_TAX_RETURN_DT datetime
P2_TAX_RETURN_DT datetime
SF_EVALUATION IP_S_IPA decimal(15,0)
IP_S_APA decimal(15,0)
S_SP_SSN_MATCH_IND char(1)
P1_SSN_MATCH_IND char(1)
P2_SSN_MATCH_IND char(1)
S_DRUG_HOLD_IND char(1)
SSA_CITIZENSHIP_SP char(1)
SSA_CITIZENSHIP_P1 char(1)
SSA_CITIZENSHIP_P2 char(1)
STD_TU_MATCH_FLG char(1)
SP_TU_MATCH_FLG char(1)
P1_TU_MATCH_FLG char(1)
P2_TU_MATCH_FLG char(1)
MET_POVERTY_GUIDE char(1)
SPO_PENSIONS_MAN decimal(11,0)
P1_PENSIONS_MAN decimal(11,0)
SAI_BLK bit
PROV_SAI_BLK bit
S_NO_FAM_MEMB_BLK bit
S_NO_IN_COLLE_BLK bit
STD_WK_INCOME_BLK bit
STD_INTEREST_BLK bit
STD_IRA_DIST_BLK bit
STD_IRA_ROLL_BLK bit
STD_PENSIONS_BLK bit
STD_PENS_ROLL_BLK bit
STD_AGI_BLK bit
STD_TAX_PAID_BLK bit
STD_DEDCT_PMT_BLK bit
S_EDUC_CREDIT_BLK bit
STD_SCHED_C_BLK bit
STD_GRNT_SCHL_BLK bit
STD_FRGN_EXCL_BLK bit
STD_CHLD_SUPP_BLK bit
STD_CASH_BLK bit
STD_BUS_FARM_BLK bit
STD_INVEST_BLK bit
SPO_WK_INCOME_BLK bit
SPO_INTEREST_BLK bit
SPO_IRA_DIST_BLK bit
SPO_IRA_ROLL_BLK bit
SPO_PENSIONS_BLK bit
SPO_PENS_ROLL_BLK bit
SPO_AGI_BLK bit
SPO_TAX_PAID_BLK bit
SPO_DEDCT_PMT_BLK bit
SPO_EDUC_CRED_BLK bit
SPO_SCHED_C_BLK bit
SPO_FRGN_EXCL_BLK bit
P1_WK_INCOME_BLK bit
P1_INTEREST_BLK bit
P1_IRA_DIST_BLK bit
P1_IRA_ROLL_BLK bit
P1_PENSIONS_BLK bit
P1_PENS_ROLL_BLK bit
P1_AGI_BLK bit
P1_TAX_PAID_BLK bit
P1_DEDCT_PMT_BLK bit
P1_EDUC_CRED_BLK bit
P1_SCHED_C_BLK bit
P1_GRNT_SCHL_BLK bit
P1_FRGN_EXCL_BLK bit
P1_CHLD_SUPP_BLK bit
P1_BUS_FARM_BLK bit
P1_INVEST_BLK bit
P1_CASH_BLK bit
P2_WK_INCOME_BLK bit
P2_INTEREST_BLK bit
P2_IRA_DIST_BLK bit
P2_IRA_ROLL_BLK bit
P2_PENSIONS_BLK bit
P2_PENS_ROLL_BLK bit
P2_AGI_BLK bit
P2_TAX_PAID_BLK bit
P2_DEDCT_PMT_BLK bit
P2_EDUC_CRED_BLK bit
P2_SCHED_C_BLK bit
P2_FRGN_EXCL_BLK bit
IP_STD_FWS_BLK bit
IP_SP_FWS_BLK bit
IP_P1_FWS_BLK bit
IP_P2_FWS_BLK bit
IP_ATI_BLK bit
IP_P_PTA_BLK bit
IP_IPA_BLK bit
IP_P_PEEA_BLK bit
IP_AI_BLK bit
IP_AAI_BLK bit
IP_PC_BLK bit
IP_STD_PTA_BLK bit
IP_S_IPA_BLK bit
IP_STD_PNAAI_BLK bit
IP_STD_SEEA_BLK bit
IP_SATI_BLK bit
IP_STAI_BLK bit
IP_SCI_BLK bit
IP_SAAI_BLK bit
IP_SC_SAAI_BLK bit
IP_DNW_BLK bit
IP_NW_BLK bit
IP_APA_BLK bit
IP_PCA_BLK bit
IP_SDNW_BLK bit
IP_S_APA_BLK bit
IP_SCA_BLK bit
CUI_STD_AGI_BLK bit
CUI_STD_EXEMP_BLK bit
CUI_STD_DEPS_BLK bit
CUI_STD_INC_BLK bit
CUI_STD_TAX_BLK bit
CUI_STD_EDUC_BLK bit
CUI_STD_IRA_D_BLK bit
CUI_STD_IRA_P_BLK bit
CUI_STD_INTER_BLK bit
CUI_STD_PENSN_BLK bit
CUI_STD_SCHDC_BLK bit
CUI_SPO_AGI_BLK bit
CUI_SPO_EXEMP_BLK bit
CUI_SPO_DEPS_BLK bit
CUI_SPO_INC_BLK bit
CUI_SPO_TAX_P_BLK bit
CUI_SPO_EDUC_BLK bit
CUI_SPO_IRA_D_BLK bit
CUI_SPO_IRA_P_BLK bit
CUI_SPO_INTER_BLK bit
CUI_SPO_PENSN_BLK bit
CUI_SPO_SCHDC_BLK bit
CUI_P1_AGI_BLK bit
CUI_P1_EXEMPT_BLK bit
CUI_P1_DEPS_BLK bit
CUI_P1_INC_BLK bit
CUI_P1_TAX_BLK bit
CUI_P1_EDUC_BLK bit
CUI_P1_IRA_D_BLK bit
CUI_P1_IRA_P_BLK bit
CUI_P1_INTER_BLK bit
CUI_P1_PENSN_BLK bit
CUI_P1_SCHDC_BLK bit
CUI_P2_AGI_BLK bit
CUI_P2_EXEMPT_BLK bit
CUI_P2_DEPS_BLK bit
CUI_P2_INC_BLK bit
CUI_P2_TAX_BLK bit
CUI_P2_EDUC_BLK bit
CUI_P2_IRA_D_BLK bit
CUI_P2_IRA_P_BLK bit
CUI_P2_INTER_BLK bit
CUI_P2_PENSN_BLK bit
CUI_P2_SCHDC_BLK bit
IP_STI_BLK bit
IP_TI_BLK bit
IP_FTI_BLK bit
PJ_STD_WORK_BLK bit
PJ_STD_TAXES_BLK bit
PJ_STD_AGI_BLK bit
PJ_STD_UNTAXI_BLK bit
PJ_STD_IRA_P_BLK bit
PJ_STD_EDUC_BLK bit
PJ_STD_INTER_BLK bit
PJ_STD_EXMPT_BLK bit
PJ_STD_DEPS_BLK bit
PJ_STD_SCHDC_BLK bit
PJ_STD_UNTAXP_BLK bit
PJ_SP_WORK_BLK bit
PJ_SP_TAXES_BLK bit
PJ_SP_AGI_BLK bit
PJ_SP_UNTAXI_BLK bit
PJ_SP_IRA_P_BLK bit
PJ_SP_EDUC_BLK bit
PJ_SP_INTER_BLK bit
PJ_SP_EXMPT_BLK bit
PJ_SP_DEPS_BLK bit
PJ_SP_SCHDC_BLK bit
PJ_SP_UNTAXP_BLK bit
PJ_P1_WORK_BLK bit
PJ_P1_TAXES_BLK bit
PJ_P1_AGI_BLK bit
PJ_P1_UNTAXI_BLK bit
PJ_P1_IRA_PMT_BLK bit
PJ_P1_EDUC_BLK bit
PJ_P1_INTER_BLK bit
PJ_P1_EXMPT_BLK bit
PJ_P1_DEPS_BLK bit
PJ_P1_SCHDC_BLK bit
PJ_P1_UNTAXP_BLK bit
PJ_P2_WORK_BLK bit
PJ_P2_TAXES_BLK bit
PJ_P2_AGI_BLK bit
PJ_P2_UNTAXI_BLK bit
PJ_P2_IRA_PMT_BLK bit
PJ_P2_EDUC_BLK bit
PJ_P2_INTER_BLK bit
PJ_P2_EXMPT_BLK bit
PJ_P2_DEPS_BLK bit
PJ_P2_SCHDC_BLK bit
PJ_P2_UNTAXP_BLK bit
SPARE_BOOLEAN1 bit
SPARE_BOOLEAN2 bit
SPARE_BOOLEAN3 bit
SPARE_BOOLEAN4 bit

 

Columns with datatype changes

Table Column DataType (existing) DataType
(New)
SF_EVALUATION1
(currently in SF_EVALUATION)		 SNG_SUM_ENROLL_ST char(1) char(2)
SNG_AUT_ENROLL_ST char(1) char(2)
SNG_WIN_ENROLL_ST char(1) char(2)
SNG_SPR_ENROLL_ST char(1) char(2)

 

Columns to be Removed

Table Column Notes
SDBDB01 G_WORKDAY_FIN Replaced with G_SA_FLAG4
SF_EVALUATION STD_TU_MATCH_DT Not currently in use
Replaced with STD_TU_MATCH_FLG
SP_TU_MATCH_DT Not currently in use
Replaced with SP_TU_MATCH_FLG
P1_TU_MATCH_DT Not currently in use
Replaced with P1_TU_MATCH_FLG
P2_TU_MATCH_DT Not currently in use
Replaced with P2_TU_MATCH_FLG
SR_DEPT_CODE DEPT_FAS_ORG_CODE
STUDENT_1 S1_BOOLEAN_06 Not currently in use
Replaced with DISAB_MORE_IND
SA_WD_DET_TRANS WD_DET_AID_TYPE
SA_AID_DISB_TRANS Entire table

 

 

Columns moving from SF_Evaluation to SF_Evaluation1 due to column additions:

Column
rev_req_dispos2
rev_req_type
rev_req_type2
routed_to
routed_to2
s_accept_excl
s_income_base_usd
saf_child_care
ap_display_sw
sap_ovrd_cred_aut
sap_ovrd_cred_spr
sap_ovrd_cred_sum
sap_ovrd_cred_win
sap_ovrd_cred_yr
pep_ovrd_cred_aut
pep_ovrd_cred_win
pep_ovrd_cred_spr
pep_ovrd_cred_sum
pep_ovrd_cred_ay
acad_plan_aut
acad_plan_win
acad_plan_spr
acad_plan_sum
acad_plan_ay
sap_sum_flg
sap_aut_flg
sap_win_flg
sap_spr_flg
sap_ay_flg
sum_credits_att
sum_credits_comp
sum_curr_cr_att
sum_curr_cr_comp
aut_credits_att
aut_credits_comp
aut_curr_cr_att
aut_curr_cr_comp
win_credits_att
win_credits_comp
win_curr_cr_att
win_curr_cr_comp
spr_credits_att
spr_credits_comp
spr_curr_cr_att
spr_curr_cr_comp
pep_sum_cred_req
pep_aut_cred_req
pep_win_cred_req
pep_spr_cred_req
sap_sum_cred_req
sap_aut_cred_req
sap_win_cred_req
sap_spr_cred_req
sap_ay_cred_att
sap_ay_cred_comp
sap_ay_cred_req
schol_elig_code
sng_aut_enroll_st
sng_dca_elig
sng_spr_enroll_st
sng_sum_enroll_st
sng_win_enroll_st
sf_aut_enrl_lock
sf_spr_enrl_lock
sf_sum_enrl_lock
sf_win_enrl_lock
sum_stat_cd
aut_stat_cd
win_stat_cd
spr_stat_cd
ay_stat_cd
sws_eligible
val_complt
verif_req_1
verif_req_2
verif_req_3
aid_from_parents
aid_hold_no
aid_prog_status
appeal_recd
appeal_recd2
appeal_reviewed
appeal_reviewed2
appli_date
appli_type
arm_date
arm_date_temp
audit_dt1
audit_dt2
audit_dt3
audit_dt4
audit_dt5
audit_dt6
audit_dt7
audit_dt8
basic_budget
books
budget_duration
child_care
corr_trans_cnt
corr_trans_sent
counselor_rev_dt
cps_ss_no
creation_date
date_last_update
dep_maint_allow
edit_dt
eval_spare_1
eval_spare_2
eval_spare_6
eval_spare_15
eval_spare_18
eval_spare_28
eval_spare_35
eval_spare_36
eval_spare_37
eval_spare_38
eval_spare_39
eval_spare_40
eval_spare_41
eval_spare_42
eval_spare_43
eval_spare_44
eval_spare_45
eval_spare_46
eval_spare_47
extra_books
extra_med_dent
extra_trans
faf_proc_date
fws_rev_req_recd
gsl_fees
indep_pet_rcvd
jacket_dt
no_of_other_exp
other_resource_no
outside_aid_amt
outside_aid_dt
over_awarded_amt
p_1040_cy_rcvd
p_1040_cy_sent
p_1040_ly_rcvd
p_1040_ly_sent
p_assets_rcvd
p_assets_sent
p_non_filer_recd
p_non_filer_sent
p_non_filer_doc
p_tax_return_dt
p_drt_rev_dt
pell_enroll_stat
pell_remain_mths
pell_last_yr_flg
pell_su_st_value
pell_su_as_of_dt
personal_exp
pkg_sum_enroll_st
pkg_aut_enroll_st
pkg_win_enroll_st
pkg_spr_enroll_st
tran_no_ovrd
qa_reviewed
remaining_need
rev_req_recd
rev_req_recd2
rev_req_review
rev_req_review2
rm_bd
s_1040_cy_rcvd
s_1040_cy_sent
s_1040_ly_rcvd
s_1040_ly_sent
s_assets_rcvd
s_assets_sent
s_computer_costs
s_g845_rcvd
s_g845_sent
s_inc_exc_rcvd
s_inc_exc_sent
s_ins_rcvd
s_ins_sent
s_non_filer_recd
s_non_filer_sent
s_non_filer_doc
s_sel_serv_rcvd
s_sel_serv_sent
s_ssn_rcvd_dt
s_ssn_sent_dt
s_tax_return_dt
s_drt_rev_dt
s_vet_rcvd_dt
s_vet_sent_dt
s_sub_ovrd_amt
s_usub_ovrd_amt
s_perk_ovrd_flg
s_perk_ovrd_amt

 

Complying with Federal Grant Reporting Requirements: The New SF425 Report

As of 12/29/23, the BI Portal now includes Release 1 of the SF425 report! This report allows Grant and Contract Accounting (GCA) to pull data from Workday into the SF425 Federal Financial Report, which is required to report on a grant’s cumulative expenses. This report was developed in collaboration between the BI Portal and DATAGroup teams. Check out the SF425 report in the BI Portal to learn more!

Why is the SF425 report a big deal?

For Release 1, the report pulls data for any reporting period that ends on 7/1/23 or later and displays the results within the SF425 form, in the correct format. This saves users significant time and reduces the potential for error.

Note: As with other new financial reports, this report will follow an iterative development process and planning for Release 2 is already underway.

How will GCA use the report?

This report is expected to streamline SF425 reporting for GCA as follows:
  1. Enter the criteria into the prompts provided.
    Screenshot of sample criteria for the SF425 report in the BI Portal.
    Sample Report Criteria for the SF425 Report in the BI Portal

     

  2. Review the results, which are properly formatted for the SF425 form.
    Screenshot of sample results for the SF425 report in the BI Portal.
    Sample Results for the SF425 Report in the BI Portal

     

  3. If the results are correct, submit the form.

Questions?

Please contact help@uw.edu with “BI Portal” in the subject line.

Exploring Non-Numeric Grade Values: A New Academic Dashboard in the BI Portal

As of 12/5/23, the BI Portal now includes the Non-Numeric Grade Frequency Distribution dashboard! This dashboard allows users to explore trends in grading patterns, missing grades, and other non-numeric grade outliers across UW academic departments. It reflects rolling data from the last 12 quarters and is intended for advisors, registrars and academic service leaders.
Check out the Non-Numeric Grade Frequency Distribution dashboard in the BI Portal to learn more!

What are non-numeric grade values?

These are values assigned to a student’s transcript that do not follow the standard numerical grading system (4.0 scale). The following non-numeric values are included in this dashboard:
  • Incomplete
  • Registrar Drop
  • Missing Grade Annotations
  • Satisfactory/Not Satisfactory
  • Pass/Fail
  • Credit/No Credit
  • Honors
  • High Pass
  • In Progress
  • Letter Grades (A – E)

Does the dashboard include any Personally Identifiable Information (PII)?

The dataset does not include any PII, meaning there is no student, staff or faculty-identifying data. The most granular level of data available is a specific Curriculum Code (for example, ENG) and Course Level (for example, 100, 200, etc.).

How do I use the dashboard?

The dashboard makes it really easy to look at data in different ways by using filters to refine the view, expose trends and drill into the details to investigate, as needed. The following is a typical use case.

Use Case – Investigate Missing Grades

A user would take the following steps to explore trends in missing grades and take action to resolve them.
  1. Display the Non-Numeric Grade Frequency Distribution page in the BI Portal.
  2. Click Run Dashboard. The dashboard defaults to the Trends view, presenting data for non-numeric grade values in three charts for all three UW Campuses.
    Default View of the Dashboard
  3. In the Grade filter, select Missing Grade Annotations. Use additional filters to refine your results, as needed.
    Sample Results for Missing Grade Annotations Filter
  4. To display a detailed report of the data as a table, click Go to Details >>.
    “Go to Details > >” Button
    Default View of the Details Report
  5. To expose all available data, drill down to the Course Level.
    1. Hover over the Course Campus column to display the plus sign (+). Click the plus sign (+) to display the Course College column.
    2. Repeat for the Course College column, then the Course Department column, and then the Curriculum column to display the distribution of missing grades by course level. This is the most granular level of information available in the dashboard.
      Course Level Drill Down on the Details Report
  6. Optional To export the data to Excel for further analysis, click the Choose a format to download icon and then select Crosstab.
    Selections to Export Data to Excel

Questions?

Please contact help@uw.edu with “BI Portal Dashboards” in the subject line.

IMPORTANT: Budget Planning for UW Google Shared Drives over 100GB limit

A version of this message was sent to managers of affected UW Shared Drives on November 28, 2023.

What’s Changing in DocuSign

eSignatures Updates

Update: Removal of aging envelopes in DocuSign to begin November 2023

What’s happening?

The eSignatures service team has begun implementing procedures to guarantee the removal of aging envelopes in DocuSign. This work is expected to begin the week of November 27th. We will be reaching out to the account Delegated Administrators with more details when we are ready to begin working on each department’s account. For more information about why this change is occurring, see below. 

What do I need to do? 

If you have sent envelopes using DocuSign, now is a great time to start working with your team’s Delegated Administrator to identify and download any envelopes that you’ve sent that need to be retained for records retention purposes.

If you are a Delegated Administrator, work with your team members to ensure that any envelopes that need to be retained have been downloaded and stored in your team’s repository. Review your team’s DocuSign group(s) and identify if anyone has left but still has an active account. The eSignatures team can help transfer their materials to someone who will be able to download them. 

Why is this change happening?

Since the introduction of the centralized eSignatures service (DocuSign) at the University of Washington in 2014, the eSignatures service has required individual users to retain completed envelopes and other records outside of the DocuSign system in a repository that meets state and federal standards for records storage as outlined in the Acceptable Use Requirements.

To encourage users to correctly store records, the eSignatures team will begin purging aging envelopes this fall. Enforcing a periodic purge will ensure compliance with the UW Records Management and UW Medicine Records and Information Governance guidelines and policies.

Support

If you have any questions or concerns regarding this announcement, please reach out to the eSignatures team directly at eSignatures Help.

If you have any questions regarding records management, please reach out to the UW Records Management Services team at recmgt@uw.edu. For questions regarding UW Medicine Records and Information Governance, you can reach their team at hrc@uw.edu.

Storage quotas coming to UW Google June 2024

Users whose UW Google storage currently exceeds 80GB have received a multiple reminders of the following information, beginning July 2022, and most recently on May 21, 2024.

What is happening?

As initially announced in June 2021, Google has implemented major changes to their Google Workspace for Education product.Among other changes, Google has moved to a shared storage pool. We are sharing this information to encourage you to prepare and find alternative solutions for data storage. Learn more about Google’s new storage policy.Google’s shift to shared storage for Google Workspace for Education means that every UW Google account will be subject to a 100GB storage quota, effective June 11, 2024.As a step toward establishing the 100GB quota, on August 23, 2022, UW-IT implemented tiered storage quotas that are greater than users’ existing data storage usage.

When is this change taking place?

As of June 11, 2024, personal UW Google accounts that are over quota will be restricted and subject to deletion

·    All user accounts must be below 100GB in total storage utilization before this date.

·    In order to comply with the terms of Google’s new storage policy, user accounts that exceed 100GB and all associated data are subject to permanent deletion.

What steps can I take to prepare for the storage limit?

1.  See how much UW Google storage you are currently using.

2.  Learn how to manage data stored in your UW Google account.

3.  Create a migration plan for email, files and business processes that must be retained.

4.  Review alternatives to UW Google, such as

o  UW-IT’s online storage options or

o  UW Office 365. This productivity platform offers collaboration services such as Microsoft Teams, SharePoint Online, and Microsoft 365 Groups that may offer a similar experience.

Can I increase my storage limit?

Shared Drives are available to UW employees who take active responsibility for managing data and access. Individuals may request a Shared Drive with storage capacity up to 100GB. Shared Drives larger than 100GB are subject to additional cost.Please note that students are not eligible to manage Shared Drives and thus cannot request a Shared Drive.Learn how to request a Shared Drive.

What will happen to my data if I do not take action?

Starting June 11, 2024, all over quota personal UW Google accounts are subject to permanent deletion. All data associated with the account will be deleted and cannot be recovered.

Where can I go for help?

UW-IT’s service technicians stand ready to answer any questions you may have about this change, and about the different storage options available.Please contact the UW-IT Technology Service Center at help@uw.edu or 206-221-5000.You can also visit IT Connect to learn more about migrating your own data. Users can also work directly with their department’s IT support group for specific recommendations and more individualized help. UW-IT is currently working with vendors to determine the feasibility of providing a tool to migrate data from UW Google to an alternative repository. We will communicate about available solutions as soon as possible.The UW Google Changes Project Team

HR Hierarchy data now in UWODS

Introducing HR Hierarchy

Historically, UW relied on financial org code (fin org) for HR reporting. With the introduction of Workday Finance, fin org was retired and a replacement was needed to support HR reporting going forward. A new HR Hierarchy structure that more accurately represents HR relationships was introduced to Workday. To learn more about the new HR Hierarchy, refer to https://hr.uw.edu/hrbais/hrhierarchy/.

Introducing a new HROrganization table in UWODS

The Enterprise Data Warehouse (EDW) introduced the UWODS database in July 2023, which provides HR/Payroll and Finance data sourced from Workday. The EDW recently added a new HROrganization table to UWODS that now provides HR Hierarchy data and is ready for you to query today for your own reporting needs.

Join us for Office Hours

EDW Subject Matter Experts are available during the Enterprise Reporting and Analytics (ERA) Office Hours every Friday from 9 to 10. If you have questions about the new HROrganization table or anything else related to the EDW, please drop in to ask your questions.

You can either sign up ahead of time or drop by during the session:

If you have immediate questions, please contact our team for support at edw-help@uw.edu

 

Fall 2023 Content Manager Update

Hello IT Connect Content Managers,

Welcome to the Fall 2023 edition of the quarterly IT Connect Content Manager Update.

WHAT’S NEW

Guide for UW’s IT community

UW-IT works with partners across the UW to support the technology that drives teaching, learning, research and work. These partners — from distributed IT Support to departmental IT directors and leadership — are a key audience and stakeholders for UW-IT. To help deliver key information to them from UW-IT, we’ve created an IT Community guide on IT Connect. This guide contains information curated for IT partners across the UW. Over time, this IT Community guide will grow to be more comprehensive and include more information.

You can help us ensure the guide contains all the information it needs. If you have information from your division, unit, or service that you think belongs on the guide, let us know by emailing help@uw.edu with Communications & Engagement in the subject line.

Read the guide

Google Analytics 4 update

IT Connect is now running the latest major version of analytics: Google Analytics 4. The legacy Universal Analytics previously used on the site stopped collecting data earlier this year, and around the end of the year Google plans to shut it down completely.

This means that historical data about site usage will be inaccessible, including information about visitors to your content on IT Connect. While the IT Connect service team has saved high-level platform data about how the site has been used from a global perspective, information about specific sections of the site cannot be saved in mass. However, if you want to save information about your content, you are enabled and encouraged to do so.

Learn how to save your data

IT Connect service wiki

The IT Connect service team maintains a wiki with important information about the platform and service. This wiki documents roles & responsibilities, support plans, key performance indicators, a log of changes to the site, and a roadmap for what’s coming.

This wiki is open to all UW-IT to browse and learn about how the platform is managed, and what’s on the horizon for the service. If you are interested in learning more about the IT Connect service, check out the service page.

IT Connect service

Web Content Best Practices: Set the navigation sort order

Did you know that the pages that appear in the left-side navigation of an IT Connect section can be sorted into an order that makes the most sense for your readers? While pages are ordered alphabetically by default, you have full control over the order items appear on the section-level menu.

As a best practice, set the page order in a way that makes sense for a user’s journey. For example, if you have a page about how to sign in to a tool/service, have that page ordered higher than a page about how to configure options once signed in, as a user would logically follow that order. The best order for the navigation menus is up to you as a content manager; put yourself in the shoes of your end users.

How to set page order

DOCUMENTATION, TRAINING & CONSULTATIONS

Do you need some help creating IT Connect content, another head to brainstorm content organization and layout, or want to learn how to use the features available in IT Connect? There are several ways to get help:

  • Content Manager Documentation: Extensive documentation, ranging from the basics of WordPress to advanced features for pages, is available on the IT Connect Content Manager Documentation.
    Guide to writing documentation: Use the Getting started with documentation guide to help you start writing documentation. The guide breaks down the documentation process that will benefit your end users.
  • Training: One-on-one training for managing content on IT Connect is available from the IT Connect service manager, Nick Rohde, over Zoom or in person. Get tips on correctly formatting content using the tools in IT Connect or learn how to organize your content. To arrange training, fill out this intake form.
  • Consultation: Consultation sessions for individuals or teams are available from the IT Connect product manager, Nick Rohde. To schedule a consultation, fill out this intake form.

Bridging the Divide: Three New Finance Reports in the BI Portal

It’s been three months since the UW went live with Workday Finance and as the dust settles across the financial ecosystem, bumps and crevices, once hazy and undefined, are coming into focus. As users adapt to the tools and processes of the Workday era, some areas are proving to be more difficult to navigate than others—reporting is one of these areas.

The BI Portal is hoping to bridge this gap through an iterative expansion of its catalog. 

Collaborating to Meet User Requirements

Teamwork makes the dream work, and while the new reports exist in the BI Portal, they would not be there without the DATAGroup’s partnership. The DATAGroup provided subject matter expertise to make sure the new finance reports are meaningful, engaged with users to understand gaps and requirements, and shared examples and feedback to support the development team. The BI Portal team leveraged the DATAGroup’s input, built reports that meet user, security, and metadata requirements, tested the reports, and deployed them to the BI Portal catalog.

Note: Data is key for building meaningful reports, so while the need for additional reports was anticipated, development could not advance until Workday production data became available in July of 2023.

Introducing the New Reports

We are excited to announce that the first three Workday finance reports are now available in the BI Portal! 

Note: The BI Portal team and DATAGroup are continuously learning about requirements, so reports, especially new Finance reports, follow an iterative development process. If you check out these new reports today and they don’t have what you need, please know that this is not the final version. Additionally, if you want to share specific requirements or feedback, please email us at help@uw.edu and include “BI Portal Finance Reports” in the subject line. 

Workday Variable Reporting Period Transaction Summary

This report allows users to isolate actual amounts for Grant, Award, or Award Line worktags for a specified period. It is primarily used for annual reporting to sponsors and is similar to the Legacy Variable Reporting Period Transaction Summary report; however, while the legacy report uses Financial Accounting System (FAS) data, this new report uses Workday data.

Check out the Workday Variable Reporting Period Transaction Summary report in the BI Portal to learn more!

This image displays example output of the Variable Reporting Period Transaction Summary report.
Example Output of the Variable Reporting Period Transaction Summary Report

Note: This report currently includes three worktags, but will expand to include more worktags in future releases. Additionally, this report does not work for Cost Share or Royalty Research Fund.

Workday Variable Reporting Period Budget Summary

This report displays the project period budgeted amount, encumbrances, transaction totals, and budget balances for Grant, Award, or Award Line worktags for a specified date range. It is similar to the Legacy Variable Reporting Period Budget Summary; however, while the legacy report uses Financial Accounting System (FAS) data, this new report uses Workday data.

Check out the Workday Variable Reporting Period Budget Summary report in the BI Portal to learn more!

This image displays an example of the Variable Reporting Period Budget Summary report.
Example Output of the Variable Reporting Period Budget Summary Report

Note: This report currently includes three worktags, but will expand to include more worktags in future releases. Additionally, this report does not work for Cost Share or Royalty Research Fund.

Find Journal Lines

This report displays journal lines and includes a number of filters to refine results, as needed. 

Check out the Find Journal Lines report in the BI Portal to learn more!

This image displays an example of the Find Journal Lines report.
Example Output of the Find Journal Lines Report

Questions?

Please contact help@uw.edu with “BI Portal Finance Reports” in the subject line.