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1
Web for Proxy – Set-up Tips
Presented by: Pat Tuchman (University of Illinois)
Kevin Davidson (Rose-Hulman Institute of Technology)
21 March 2011
Session ID 3627
Session Rules of Etiquette
• Please turn off your cell phone/pager
• If you must leave the session early, please do so as discreetly as possible
• Please avoid side conversation during the session
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Thank you for your cooperation!
Session ID 3627
Introduction
• We’d like to show how to configure the new Web for Proxy functionality
—Rule & configuration tables/forms
—Web Tailor
What the authorizer sees
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• What the authorizer sees
• What the proxy sees
• We’d also like to show how to monitor the system
• Of course, let’s see how the system works!
Session ID 3627
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Agenda
• Brief history – Web for Parent leads to new effort
• All the configuration that’s available—And what it all means
• What system “monitoring” is available
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• And, what will happen when you “flip the switch”!
• Migration from Web for Parent to Web for Proxy
Session ID 3627
But first, who are we?
Kevin Davidson
• Principal Technologist with Rose-Hulman Institute of Technology (1980-present)
• Developed the original Web for Parent mod and shared the code with many other schools
• Proponent of community source, code repository and any other effort that will improve the Banner product
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Pat Tuchman
• University of Illinois
• Member of the Student Functional Review Committee (Community Source Initiative)
• Really likes this mod and wants it to be baselined!
• Ended up as project manager of the effort
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BETWEEN FRIENDS ©(2010) SANDRA BELL LUNDY DISTRIBUTED BY KING FEATURES SYNDICATE
History – Web for Parent
Rose-Hulman’s Web for Parent
• Extension to Banner self-service
• Meant for students to authorize their parents to see information on self-service pages—So parents didn’t need to “borrow” credentials
• Minimally invasive – very few changes to baseline Web Tailor packages
• Very successful— In production at Rose-Hulman since July 2003
—Distributed to 75+ other institutions
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Web for Parent → Web for Proxy
• Submitted to the Student Review Committee of the Community Source Initiative
• The committee liked it, except for a “few” items
• Rose-Hulman couldn’t commit to all the work needed—Even though they agreed with the proposed changes
• Community Source put together a consortium of schools to work on the enhancements
• Began the re-design during the summer of 2010
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Web for Parent vs. Web for Proxy
Web for Parent (existing) Web for Proxy (new)
Used by students and parents Supports multiple relationship types
Parent must be in General Person Any SSB can add a proxy if the proxy has a valid e-mail address
Parent entered into Banner by hand Optional load for proxy data using Common Matching
One list of potential pages Each relationship type has its own list of potential pages
Required Banner Advancement Self-contained relationship table
Required Banner A/R (FERPA) Flexible FERPA indicator
2 new tables 14 new tables (GENERAL schema)
Minimal configuration needed Many options can be configured
Exposed parent credentials to student
Direct communication with proxy, student and administration
Source provided by Rose-Hulman Source is targeted for baseline
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Who’s been involved?
• George Washington University
Kent State University
• Michigan Technological University
• Radford University
Rose-Hulman Institute of Technology
Seton Hall University
• SunGard Higher Education
Taylor University
• University of Central Oklahoma
University of Illinois
• University of Vermont
• Wayne State University
• Wheaton College (Massachusetts) core participant
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All that configuration – rule & validation tables
Basic concept – system & relationship type
• Design was for VERY generic infrastructure—So other systems could make use of it
• Both SunGard Higher Education & any locally written
—Over-engineered for our immediate purposes
V lid ti t bl• Validation tables—GTVSYST – the system (e.g. PROXY)
—GTVRETP – the relationship type (e.g. parent, advisor, coach, employer, agent, BFF)
• Rule table—GEBSRTP - what relationship types does each system
use
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Example of the basic configuration
System Relationship types
Proxy Parent
Proxy Employer
Proxy BFF
Affiliation Parent
Affiliation Best Friend
Affili ti SibliAffiliation Sibling
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How to specify options
• We wanted to minimize use of GTVSDAX
• We wanted to make as many design decisions as possible to be locally configurable
• Some options needed to be set for the system and others needed to be set for each relationship type—For the latter, we wanted to provide a system default
• Validation table—GTVOTYP – option types available for a system with
default values
• Rule table—GEROPTS – option types available for the system &
relationship type combinations
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Example of the options configuration
System Option Default System or type?
Relationship type specific values
Proxy Default days
180 Either
Proxy Log logins Y Either
Parent Employer BFF
365 10 1
Employer BFF
N N
Proxy Log pages viewed
Y System
Affiliation Days between reminders
20 Either
GTVOTYP GEROPTS
Session ID 3627 17
Parent Sibling BestFriend
5 14 1
Some options available for Web for Proxy
• Default days until stop date
• Default days for proxy to activate
• Keep history of page authorization changes
• Keep history of proxy logins
• Keep history of pages viewed by proxy
• Enable authorization at page levelp g
• Display existing proxies
• Display name on proxy page
• Common matching rules
• Default address type
• Default email type
• Opt-out of Advancement
Session ID 3627 18
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How to specify what proxy data to load
• Not all institutions will want to load all the data—Some may want every possible proxy in Banner person
and in Advancement
—Some may want only some information loaded
—Some may not want any information loaded anywhere
• “You’re going to do what to my multiple pidmteam’s workload?!?!?!”team s workload?!?!?!
• Validation table—GTVDTYP – what data types are expected to be loaded
• Rule table—GERLOAD – for each system, relationship type, and
data type, should we load the data?
Session ID 3627 19
Example of the data moving configuration
System Relationship type Data to be created
Proxy Parent
Proxy Employer
Proxy BFF
Basic person Proxy Advancement
Yes Yes Yes
Basic person Proxy Advancement
Yes Yes No
Basic person Proxy Advancementy
Affiliation Parent
GTVDTYP GERLOAD
Session ID 3627 20
No No No
Basic person Proxy Advancement
Yes No No
Communications
• There are a number of communications that can be sent out, including:—New proxy, new relationship or relationship change
—Pin reset or e-mail address change
—List of pages the proxy is authorized for
• Modeled on the waitlist configurationU b li B il/l tt fi ti—Uses baseline Banner email/letter configuration
• Validation table—GTVCTYP – communications types
• Rule tables—GEBCOMM – communication types for the system
—GERCOMM - communication types available for the system & relationship type combinations
Session ID 3627 21
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Example of the communications configuration
• This is for “new proxy being established”
• Person-centric—Need to be aware of the relationship type between the
person and the proxy
Role relationship Notify? Letter code BCC admin?
Session ID 3627 22
Role - relationship Notify? Letter code BCC admin?
Person Yes W4P_person_new No
Admin No
Proxy – parent Yes W4P_parent_new Yes
Proxy – employer Yes W4P_employer_new Yes
Proxy – BFF Yes W4P_BFF_new No
Example of the communications configuration
• This is for a “reset pin”
• Proxy-centric—Unaware of the relationship type between the person
and the proxy
Role Notify? Letter code BCC admin?
Person Yes W4P person pin No
Session ID 3627 23
Person Yes W4P_person_pin No
Admin Yes W4P_admin_pin
Proxy Yes W4P_parent_pin No
FERPA authorization
• Some institutions need a FERPA authorization on file before a student can authorize anyone
• There is no single place in Banner for this authorization to be maintained
• We needed a single place to look for this authorization
• Decided to use the existing GORRSQL form/table— It allows locally written SQL to be evaluated during
processing
• We plan to include several sample rules
Session ID 3627 24
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Examples of possible FERPA checks
• Mimic existing Web for Parent—Check TVRAUTH for codes specified in GTVSDAX
• Special student cohort code(s) in SGRCHRT
• Special student attribute code(s) in SGRSATT
• Locally defined tables—e.g. University of Maryland Baltimore’s
• Assume that the act of authorizing a proxy implies FERPA permission— i.e. don’t need to check anywhere
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Sample FERPA rule
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Who is eligible to be a proxy?
• Possible to display a list of potential proxies
• Different institutions may want to include more or fewer categories—E.G. from Advancement, primary advisors, etc
• We needed a single place to look for these categories of people
• Again, decided to use the existing GORRSQLform/table
• We plan to include several sample rules
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Sample Potential Proxy rule
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All that configuration – Web Tailor
Potential Pages for Proxy Access
• Menu records for each relationship type— Naming convention is web4proxy-????-xx
—???? is the relationship type (required)
— xx is a grouping parameter (optional)
• The menu record must be enabled (TWGBWMNU)
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—Menus are ordered by menu description
—Menus are grouped by description
• The menu option record must be enabled (TWGRMENU)—Menu options are ordered by menu name & sequence
—Menu options are grouped by menu name
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Which Pages Can be Authorized and How?
• A page can be included in multiple groups
• A page can be included for multiple relationship types
• Up to the institution to decide which pages to allow—We have not tested all possible Web pages
—Some may not work
—Remember – if a Banner person can update data on a page, whoever is a proxy can update the same data
• And it will look like the Banner person did it!
• Not limited to SunGard Higher Education supplied Web pages—Any page accessible via SSB
Session ID 3627 31
What are the Groups For?
• The system allows the Banner person to authorize by group level as well as by individual page—This is controlled by a configuration
• For example, Student pages could be grouped:—Registration related
A d i hi t l t d—Academic history related
—Holds related
• Use of groups is optional
Session ID 3627 32
Example of using groups
3 groups (3 menus, 1 & 2 have common description)
PAGE_LEVEL_AUTHORIZATION = ‘N’
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Other infrastructure
Data load
• Modeled on existing processes to load contents of “temporary tables” into Banner
• Batch processes to load the data—Multi-part
• Basic person tables
• Proxy tables
• Advancement tables
• INB forms to resolve errors—Common matching suspended records
—Other data errors
Session ID 3627 35
Data flow – the basics
P t
Person initiates proxy
Proxy tables
General
Person authorizes proxy
Email sent to proxy
Common matching
Session ID 3627 36
Proxy enters data
Banner(traditional)
General matching
tables
invoked to get proxy into Banner
Proxy logs in and starts looking at SSB
pages Steps in red are optional – depends on the configuration that has been done
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Data Load – little more detail
Proxy comes in to set up credentials
General matching
tables
Banner person data
Process to create and/or
update Person data
Process to
Session ID 3627 37
Proxy data
Advancement data
Process to update Proxy
data
Process to create and/or
update Advancement
data
Authorized staff “monitor” form
• For each person, authorized staff can:—See all the proxies that have been set up
—See all the authorizations
• Both allow and revoke
—See the pass phrase for that proxy
—See the accesses the proxy has done
A i th t thi t f l i h b• Assuming that this type of logging has been enabled
• For each proxy, authorized staff can:— Initiate a pin reset
—Check the pass phrase before divulging information
Session ID 3627 38
Authorized staff “monitor” form – mock-up
Session ID 3627 39
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Putting it altogether
Student authorizing a new proxy
• You can get some screen shots for this, right?
Session ID 3627 41
Proxy logging in
• Screen shots would be good here.
• Or, let me know if I should do a mock-up
Session ID 3627 42
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Proxy seeing what they’ve been authorized for
Session ID 3627 43
Migrating from Web for Parent
Steps for Web4Parent users in migration
• Review the configuration & decide on your approach—Mimic existing vs. adding new functionality
—New functionality can be phased in
• Do your configuration in a test environment
• Test, and test some more
• Plan the communications about the upgrade!—To the students
—To the proxies
—To the support staff
Session ID 3627 45
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Checklist of configuration
Checklist – what to review/configure
1. Validation tables setup
2. Rules setup
3. Options setup
4. Communications setup
5. Query setup
Session ID 3627 47
Checklist – what to review/configure – Web Tailor
• Web Menus and Procedures—Enable menus for each relationship type
—Customize menu descriptions
—Configure roles for proxy management pages
• Menu Items—Enable menu options for each menu
—Customize link text
• Information Text—Customize text and icons
• WebTailor Parameters—EMAIL_HOST
—WEB4PROXY_DAD
Session ID 3627 48
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Summary
• There is a lot of configuration to understand—Most of it needs to be set up only once
• Institutions have a corresponding amount of flexibility
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• Options could be turned off/on depending on the point in the academic cycle—E.G. turn off logging when grades are posted
• Web for Proxy is on its way to baseline!!
Session ID 3627
Questions & Answers
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Session Sponsor
Thank You!
Pat Tuchman ([email protected])
Kevin Davidson ([email protected])
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SunGard or its subsidiaries in the U.S. and other countries is the owner of numerous marks, including “SunGard,” the SunGard logo, “Banner,” “PowerCAMPUS,” “Advance,” “Luminis,” "DegreeWorks," "fsaATLAS," “Course Signals,” and “Open Digital Campus.” Other names and marks used in this material are owned by third parties.
© 2010 SunGard. All rights reserved.
Session ID 3627
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Session ID 3627