Cycle 103

Work Complete

Applicant Review

(Complete) Finalized delete time frame as 3 quarters after applicant’s target enrollment quarter. This provides overlap for applicants that re-apply in following year, PESB reporting, and is approximately 1 year after decisions communicated.
(Complete) Executed delete of historical application data through 2018 Summer.
(Complete) Added a delete information page. This shows the delete policy, some example programs with life cycle dates, and shows material that will be saved to the student record.
(Complete) Added a delete reminder message. This will be displayed on Applicant Review home page to users with “Settings” role when it is time to delete another quarter’s worth of applications.
(Complete) Added a specific slot where undergraduate change-of-major forms can be uploaded to application record. These uploaded files will be deleted along with application.

NARF Hiring

(Complete) Changed compensation details to a single field (previously there was one field for requester and a second field for HR, now HR will correct or supplement the requester input). FTE field is available to requester.
(Complete) Hiring requests can be searched by the PCA code entered on budgets.
(Complete) Courses can be displayed on the budget entry tool, this will help select the correct budgets.
(Complete) Added a request type “Compensation Change” this will allow these adjustments for current employees to utilize the same review and approval process as new appointment requests.
(Complete) The “Recent” section on the home page shows all requests that are not yet resolved (Complete or Canceled) plus any resolved requests that were requested in the last two weeks.
(Complete) The home page view of appointment request now shows the last action completed on a request (what happened, by whom, and when). When the current stage does not have single staff assignment (Department Approvals and Fiscal Approvals) the person who’s approval is requested is shown.

Infrastructure

(Complete) Add user id number to error reporting system. This helps better understand errors and allows for response to user where appropriate.

Work Complete

Applicant Review

(Complete) Delete Character & Fitness forms. These are forms formerly collected by the college, but now teacher candidates submit this form directly to the state.

Budgets

(75% Complete) Working on some updates to the Budget database for the fiscal office. There are currently in a dev environment and will be refined, approved and deployed to production as a packages.

Add field for Budget Purpose.
Add Reconciler staff assignment field.
Revise Budget permission and user tools to provide more incremental permission sets.
Add notes to budget detail page.
Can add People related to the budget with role description.
Show the budget update scope in the web interface. This shows the UW Org Codes used to find College of Education budgets.

Hiring

(Fixed) When a request is Sent-Back and then resubmitted it will return to the HR Approval stage and not progress until that HR Approval is provided.

Student

(Complete) Show rubrics in Student database, added section to Student detail page. These are preserved records from deleted applications.

Infrastructure

(Complete) Added a routine that deletes orphaned files, attachment files that exist in the file store but don’t have records in the application database.
(Complete) Improve employee name parsing. Employee preferred names are only available as “Last, First M” field. Fixed handling of situation where employee put a comma in their preferred last name.

Work Complete

Applicant Review

When an Application is deleted system checks if that Application was only reference to a Person record. If if was the only reference the Person record is deleted also. If it was not the only reference (person had other applications, is a student, is a college employee) the Person record is preserved.
Moved applicant contact information from Person record to Application record. This gives a clear relationship so contact information can be deleted with Application.
Moved self-reported test scores to the Application context. This clarifies the origin of these scores and allows the self-reported scores to be deleted with the Application.
Copy applicant email address to person record. We want to keep this for enrolled students after application is deleted.
Added contact information, self-report test scores, Grad School application web service cache to the Application delete routine.
Created a batch routine that deletes all applications in a given quarter.

Person

Create a person reference report that shows all references to a person record in the system grouped by the person’s role in that context (e.g. person is an Applicant, person is a Student, person is an User). This query is based on a “Person-Reference” configuration which provides concise listing and categorization of database relationships to the persons table.
Refactor the person merge system to use the “Person-Reference” configuration.
Added a person delete process that deletes a Person record and all of its child records. This process also uses the “Person-Reference” configuration.
Add foreign key constraints to database schema. Application deletes will impact person data and I want an extra level of validation that related records are considered and handled correctly.
Remove use of person id: 0 in logging fields to represent actions performed by the system.

Work Complete

Work continues toward Deleting Application Data. This cycle I implemented some tools to help Institutional Research team code records for the application warehouse and did refactoring of the warehouse data model. We want the warehouse vetted and settled before we begin the historical delete process.

Applicant Review

(Complete) Forms for Institutional Research hand-coding. There are a few attributes we would like in the application warehouse that are not consistently represented in the application.
(Complete) Refactor previous UW enrollment fields to capture specific previous COE undergraduate majors. We want the data warehouse to let us look at how graduates feed into other programs.
(Complete) Refactor and rename simplified race/ethnicity fields. Frequently reporting requires us to report a single race/ethnicity value per application even though applicants are allowed to provide multiple. Different data audiences have different strategies to get to a single value. This change added multiple strategies to the data warehouse and made the field labeling more clear.
(Complete) Refactor EDW Ethnicity maintenance routine.
(Complete) Delete GRE fields from our local Application Data Warehouse. We have an established strategy for GRE reporting using UW institutional data.
(80% complete) Application delete routine that purges the graph of records related to a single application. This routine also handles the move of specified items to the student record for enrolled students. (Specific application documents and rubric scores.)

Cycle 99

3/4/2019 – 3/15/2019

Work Complete

Applicant Review

This cycle was focused on building out our Application Data Warehouse data set in preparation for Deleting Application Data.

(Complete) Red Flag, both short tag and note, are included in CSV spreadsheet downloads.
(Fixed) Reviewer recommendation now correctly saves and refreshes the current view. When a review entered their admit recommendation the input was saved, but the old recommendation still showed on the current page.
(Complete) Add database schema foreign key rules at the database level. Previously record relationships were managed exclusively at the application level. Having additional checks enforced by the database gives us extra security when we implement Application Delete.
(Complete) Update fields in Applicant Review to handle graduated and undergraduate applications more consistently. Remove dead fields with missing or bad data.
(Complete) Import additional demographic data from Grad School and UW SDB. Our Application Data Warehouse is populated from Applicant Review operational records. In order to populate the warehouse with demographic fields for historical reporting, those fields have to be part of the operation record.
(Complete) Add scheduled jobs that load demographic data and populate the Application Data Warehouse data set.

Courses

(Complete) Change default SCH value for new course release records from 85 to 100.

Cycle 93

11/27/2018 – 12/7/2018

Work Complete

Hiring

(Complete) Add a Workday Revisit Date. HR has the option to add a Revisit date when recording that an appointment request was entered in Workday. When the Revisit date occurs the request returns to the Workday stage in they system and a new notification email is sent.
(Complete) System displays configured help text on Compensation Details field for each Position type. The help text is editable by HR team through web UI settings.
(Complete) System will request at least one fiscal approval, even if no budgets are added by original requester. The default budget approver is configured in settings.
(Complete) Budget and Hours & Pay period edit tools are updated to prevent “Continuing” when an edit was in process. Previously it was possible to start adding or editing a budget, period, or note and click the “Continue” button to move to the next step, which would lose any unsaved changes.
(Complete) Appointment request tables on home page are sortable by clicking column headings.

Person

(Complete) Added links to the request authorization form.
(Fixed) Previous positions imported nightly from EDW were generating duplicate records with each update. Resolved matching bug and cleaned out bad records.

Student

(Fixed) Check for missing “issued_year” field in certification data. This field is automatically calculated based on certificate issued date. Verifying that previous fix was successful.

Cycle 92

11/13/2018 – 11/20/2018

This cycle we did some tuning on the Hiring Database (NARF) in preparation for broader implementation in January. The NARF online web tool will replace the paper NARF and HPR forms for short term hiring requests.

Work Complete

Courses

(Fixed) Fixed Enrollment Threshold emails were not being sent. Fixed system was incorrectly calcuating URLs when run in an offline maintenance batch process.

Hiring

(Complete) Converted compensation fields to large text field. This will allow requester more flexibility in describing specific situation and needs. There are now two compensation text fields. "Compensation Details" is filled out by the initial requester using the initial Hours & Pay form. "Compensation HR" is a second text field for the formal instructions entered on the HR Review form.
(Complete) Built an appointment request workflow progress bar that shows the required steps and current location in the process. User can click the workflow to return to a previous step.
(Complete) After entering an approval return to the home screen, list view. A flash message is displayed at top of page saying "You have Approved Worker Name – Job Title" which is also a link back to the appointment request detail page.
(Complete) Changed course entry tool to further filter course list as user types course number. Removed the separate tabs for "Edit" and "Choose Course".
(Complete) Removed the separate tab for "Choose Quarters" in the Hours & Pay form. Quarter dates are displayed directly beneath Start and End fields and can be clicked to choose those dates.
(Complete) Add search links that look for a worker in the college's Courses and Student database. Search links are displayed at potentially useful points in process (worker screen, student info screen, course entry screen).
(Fixed) Person suggestions include any COE persons with UW NetID. (Case where Haring Center employee was not included in suggestions is fixed.)
(Fixed) Fixed typing in end date caused start date to erase.
(Complete) Changed "One-Time" label to "Fixed-Fee".
(Complete) Changed button name from "+ Approval" to "Request Approval".
(Complete) Changed single "Respond" button in Approval list to "Approve" and "Send Back". These buttons have icons and "Approve" button has primary highlight color to better draw attention.
(Complete) Added Special Pay Earn Types ADS and ENS to option list.
(Fixed) Fixed calendar widget broke after viewing choose quarters tab.
(Complete) Added position "Faculty: Program".
(Fixed) Fixed bug where sending-forward an approval that was sent-back from HR step caused the original HR approval to lose its response status.
(Fixed) Fixed email from production environment.

Cycle 91

10/29/2018 – 11/9/2018

Work Complete

Appreview

(Fixed) Save and Delete buttons were not being displayed in modal windows in Rubric edit.

Person

(Complete) Added an authorization request form. This will allow person database to track contacts for person authorization and to more precisely expire authorizations. For now authorization request form will be completed by Paul based on Help Desk Tickets or email requests.
(Complete) Authorization links to other college databases updated and enhanced. Links provide person name and NetID to help keep multiple database user list consistent.
(Complete) Authorization Audit tool provides view of both Workday and HEPPS appointment history which helps make faster and more accurate authorization decisions.
(Complete) Built new person duplicate record detection and merging tools. Was able to merge out ~2,000 duplicate records which improves accuracy and simplifies person picker tools.
(Complete) COE Person Appointment records now have ECS Code and Job Class Code in local records. This supports additional reporting and employee grouping needs.
(Complete) COE Person Appointment records now have end dates. This required changing data source from current appointments source (ODS) to the historical appointment source (HumanResources).
(Complete) Final clean-out of old student database (STEP) authorization records from Person reporting. Make sure all views are displaying authorizations in new Student database.

NARF (Hiring)

(Complete) Display message in budget tool when no appointment period has been created. Budget periods must match the appointment period, so at least one appointment period must be created before budgets can be entered.
(Fixed) Overlapping appointment request for current worker was not being displayed.

Recruitment

(Complete) Revise authorization tool to accept person database link and provide clearer descriptions of user roles. Remove unauthorized records from user list.

Student

(Complete) Updated Certificates Issued report to have CSV download, display record count at top, and provide access to SQL debug view for authorized users.
(Fixed) Fix a bug in the RegID change detection routine.

Cycle 90

10/15/2018 – 10/26/2018

Work Complete

Applicant Review

(Complete) Personal application bookmarks can be removed from the bookmark list view. Expanded bookmark note field to 100 characters, automatically truncate longer input.
(Fixed) Score counts and averages were not being correctly updated since recent Rubric updates. This showed up as 0 values on the "Enter Decisions using Scores" page. Problem is fixed and summaries have been regenerated.

Recruitment

(Complete) Removed legacy JavaScript library Prototype.js and replaced all client side application with equivalent jQuery based components. This resolved a couple broken features including bulk email tool and database switch menu.
(Complete) Rework the interest list selection tool in the About Yourself form to make it more navigable and work better on mobile. Original implementation was built for desktop screens and mouse with hover implementation for blurbs about programs. New version makes entire tree collapsible and shows program blurbs inline on page on click / touch.

Student

(Complete) Create an import process for certification data from OSPI download. This tool existed for same data from a different channel with substantially different layout. New feature converts 2018 file to 2017 format and then utilizes the 2017 import process.

Infrastructure

(25% complete) Added developer debug view to reports in Applicant Review and Student. This surfaces the built database query that provided data to a web view. The tool needs to be included in report page views so this will be an ongoing process to update existing report pages.

Cycle 89

9/24/2018 – 10/12/2018

Work Complete

Applicant Review

(90% Complete) Personal application bookmarks in applicant review allow a reviewer to mark applications they want to return to, optionally adding a short note.
(Fixed) Applied rules for which Recommender records (from MyGrad) are shown. Hide "withdrawn" recommendations, show recommendations requested and not yet responded to.
(Complete) Administrative tool to delete an application. Can only be used on application entered by staff, can not delete applications entered by applicant themself.
(Changed) Rubric settings form can now be accessed from Rubric Preview tool. This allows an authorized user to change the Rubric expiration date after scores have been entered.
(Fixed) Assign reviewers tool has proper spacing and images for displaying current reviewers.
(Changed) When adding coursework requirements by teaching endorsement the course requirements are added as all complete and staff will un-check the courses that are incomplete.
(Fixed) Coursework requirements were displayed as links on application detail, but had no click functionality. Fixed formatting. Editing of these records is done from Certification and Requirements tool.
(Changed) Revise logic for ECO prerequisite deadline to match updated policy.

Courses

(Changed) Reschedule updates from UW EDW. Previous schedule was regularly overlapping with EDW maintenance, causing update to fail.

Student

(Complete) Added better data entry tool for recording WA Certificate numbers and issued dates.
(Complete) Revised the display of periods on student placement records so that they display correctly based on placement data over type configuration. Placement types can specify placement period style (single quarter, start & end quarter, academic year, start & end dates) which controls the data entry form and influences the placement display. With the new revision a conflict between the type configuration and actual record data will be handled properly.
(Fixed) Student Husky card photo was sometimes displayed as missing image instead of silhouette placeholder.
(Fixed) Generated Placements can be deleted. Placements are generated when a student takes a course that is configured as a placement, practicum, internship. In some cases the student does not complete the course and therefore there is no placement. When these placements were deleted system would re-create them during next maintenance. This has been corrected.
(Fixed) Career import file includes rows with no WA Certificate number. These rows must be skipped when importing career data into student placement records.