Directory Manager

               September 5, 2002

 Contact: Darrell Scruggs

 

Description
The Directory Manager’s (DM) primary purpose is to administer customer’s access to the functions listed within the application data panel.  The DM is used to update records; it is not intended for deletion or insertion of records. Records are entered into the Directory from the SIS Bio/Demo panels or from the SIS conversion.   Fields with a colored background may not be altered; they are display only.  Fields with a white background may be updated.  Many fields are related and making a change in one field could alter or cause another field to be required.  Error and warning messages will appear in the gray bar along the bottom of the screen. (Please be aware, many error messages quickly flash on and off at the bottom of the screen). When updating records, save each record before selecting another record.

INSTALLATION

Usage of the Directory Manager requires the installation of Oracle Forms Runtime and mapping to the Directory Manager application on the individual workstation.  Oracle Forms can be obtained by contacting the college Customer Support Liaison (CSL).

Requirements:

  • Oracle Forms  and Reports Release 6I
    • Runtime 
  • The most recent version of the tnsnames file and sqlnet file provided by the Utility Help Desk.

Mapping to the Program:

  • Go to Windows Explorer.
  • Go to Tools, Map Network Drive.
  • Under the Map Network Drive option, the drive should be “W” and the path should be: \\CSC_06\PSOFT
  • Hit the OK button and the drive will be mapped

Optional: Create desktop Icon:

  • From the desktop, right click on the mouse.
  • Select New, Shortcut
  • FOR THE PROD SIS DATABASE: Select the Browse button and go to the “W” drive. Select the Forms60 folder. Select the DM.PROD.Logon.fmx file (make sure your file type is set to all files).
  • Select the Next button.
  • Give your shortcut a name.
  • Select the Finish button.

Now you can click on the” icon to enter the system.   

 

GENERAL INSTRUCTIONS  


Below are general instructions on how to use the Directory Manager.

Logging On
Start the Directory Manager. 

The following panel should appear:

   

   

Enter your Logon Id and Pin Number as requested (Logon id should be in all capital letters). 
Click on the ENTER button.

This will display the Welcome panel. 

Click on the desired button.  If you select EXIT, you will return to your Windows screen.

 

 

 

 

 

 

 

 

 

 

If you select CONTINUE, the following panel will be displayed:

 

 

 

 

 

 

 

 

Querying Records

To select the complete file (one record at a time):
Select Query - Execute   

 

 

 

 

 

 

Data for the first record will be displayed under the Customer Data tab.
To scroll through the file, click on the single blue arrow or push the down arrow on your keyboard.

 

 

 

 

 

 

 

To display the application data, click on the Application Data tab.

 

   

 

 

 

 

 

 

To display the Manual Entry panel, click on the Manual Entry tab.

 

 

 

 

 

 

 

 

 

Searching for a single record.
Select Query - Enter or push on your F7 key.


Select one of the fields as the query field. Enter the data for that field. For this example, enter "TESTING" in the lastname field.

 

 

 

 

 


Select Query – Execute or push on your F8 key to execute. The record with TESTING as the lastname will be returned.
NOTE: The query is case sensitive.

 

 

 

 

 

 

 

 

Updating Records
To change a value, click or tab into the desired field.  Key over or click on the drop down arrow and select the desired value. 

ONLY CHANGE ONE RECORD AT A TIME AND SAVE AFTER ALL FIELDS ARE CHANGED FOR THAT RECORD.  

   

 

 

Saving A Record
Select Action – Save or click on the Save button.
Be sure to save after each record is changed.

NOTE:  If you do not see the saved values immediately, re-query your record and the updated values will appear.  Because several background processes take place after doing a save, it may take a few seconds for your new values to appear. 

 

 


Inserting Records
The Manual Entry panel is used to insert student entries in the VCCS Directory and the creation of the  account IDs used for email, Blackboard and VIVA.

Enter the following information on the student:

  1. Lastname

  2. Firstname

  3. Old SIS ID Number (i.e., SSN/National ID)

  4. Date of Birth in the appropriate format (MMDDYY)

  5. Telephone Number (optional)

  6. Ferpa Indicator (No Restrictions, Restricted)

When data entry is complete, Select Action - Save.  Before entering the next new record select Action - Clear All.

Once the record is saved, the Directory Manager will output the following data in the bottom half of the "Manual Entry" panel:

  1. Emailid URL
  2. Blackboard Account  (BB Account)
  3. VIVA Account
  4. Validation Field (reported Date of Birth)

 

 

 

 

 

 

 

 

 

 

Exiting the Directory Manager
Select Action – Exit
This should return you to your Windows screen.

 

 

 

 

 

 

FIELD DESCRIPTIONS

The following are the fields in the Directory Manager that correspond to the fields in the VCCS "Directory" and the function of each field. 

CUSTOMER DATA TAB  - General information about the customer.

Empl ID    The emplid number assigned from the Student Information System (SIS).  This is the customer's default SIS logon id if they have not created a customer id through the Customer Account Administration Manager (CAAM).
Pin    The pin number created by the customer from the CAAM.  The Pin is used as your SIS password and your pin number for the IVR.  The value is between 4-7 numbers.  The pin number does not accept leading zeros.
Customer ID    The customer id created by the customer from the CAAM.  The customer id will be used to access all VCCS applications.  The value is a maximum of eight uppercase characters. 
Social Security Number    The social security number of the customer. 
Validation     The birth date.  Example; if birthday is Sept. 5, 1982, the field would be: 090582. 
First Name    First name of the customer. 
Last Name    Last name of the customer. 
Middle Initial    Middle initial of the customer. 
Suffix    Suffix of the customer. 
Email Access Classification The type of email access.  The values are Employee or Student.
College    Select the College name from the pull-down choices. 
Department    If the customer is an Employee, the name of the department the customer works in.  For example; Information Technology Services  
Telephone Number    If the customer is an Employee, the work telephone number of the customer. 
Pager Number    If the customer is an Employee, the pager number of the customer. 
Fax Number    If the customer is an Employee, the fax number of the customer.
Record First Entered The date the record was first put into the Directory (set automatically by the system).
Record Last Updated The date the record was last updated in the Directory (set automatically by the system).

 

 

 

 

 

 

 

 

APPLICATION DATA TAB - Application specific information about the customer.

Email Address Email Address selected by customer and published on white pages.  Non-supported colleges may edit the email address.  The format is the full email address (XXXX@XXXX.edu).
Email Access    Authorized - The default is students enrolled in classes and all employees are authorized to create a unique email account.     
  Activated - Once an email account is created the email access goes to activated.  An email account is added to appropriate NPLEX email server.  Colleges not supporting NPLEX will need to update scripts to work with their email systems.   
  Reactivated - to re-activate an email account once it has been suspended.
   Future delete (3) logic will be added.  This access level will completely remove mailbox and account from email server.
  Suspend – to remove email access from an account, an expired date (less than system date) will need to be updated after choosing this access level.  The date will be updated on email server to remove email access and leave account and mail on server.   
SIS Access Authorized – All current term activated students and active instructors/advisors are automatically authorized to access SIS.  The system  places the current system date into the SIS Authorized field of the Directory.
    Activated – the SIS account has be activated; the default customer id (emplid) and default pin number have successfully been passed into the SIS system.  When successful, the system places the current system date into the SIS Activated field.
   Deleted – the customer's SIS account will be deleted.  When deleted successfully, the system will place the current system date into the SIS Deleted field. 
  Reactivated - the customer's SIS account will be reactivated after a successful deletion.  When reactivated successfully, the system will place the current system date into the SIS Activated field.  
Email date exp    This date is critical to email account access.  To remove email access, update this field to be less than current date.  The mail and mailbox will not be deleted yet will not be accessible to customer.  To re-activate email account; enter date to expire in the future.  DEFAULT is system date.
SISCopyId    The generic SIS operator id (SIS model operator id) used to create the customer’s “real” SIS account.  The customer gets all of their SIS security attributes including SIS operator class from the generic operator id.  Each college's SISCopyId will start with their single letter college code. 
Voip Access    Authorized – the customer is authorized to access VoIP.  Customer must have a emplid and a pin number before being authorized.  
    Not Authorized – the customer is not authorized to access VoIP.  By default, no one has access to VoIP services until authorized. 
White Page Restriction   Restricted- the customer's name and email address will not be displayed in the VCCS White Pages.
  No Restrictions - the customer's name and email address will be displayed in the VCCS White Pages. This is the default.


 

 

 

GRANTING ACCESS TO APPLICATIONS THROUGH THE DIRECTORY MANAGER 

The Directory Manager is used to grant access to the VCCS applications to individual customers or to view customer's record.   Customer records can be accessed by supplying information in the desired field (choose a field that helps narrow down the records retrieved).   

Student Information System
Use the Directory Manager to authorize SIS access, change SISCopyids (roles), delete or reactivate a customer's SIS account.   Current term activated students and active instructors/advisors are automatically given access to SIS with a default customer id which is their emplid and a default pin number.  Student, instructors and advisors are given a default  SISCopyid.  They are given a SISCopyid of ?Web (the ? is the one letter college code) and it has access to the web only.

The customer can change their default customer id and pin number through the Customer Account Administrative Manager (CAAM).  When viewing a record in the DM, if a customer does not have a value in the customer id and pin number fields, they are using their default customer id and pin.  When the customer has used the CAAM to accept their default customer id or change their customer id and pin number, there will be values in those fields.

SIS Requirements for the DM:

1.      A customer must be in the Directory with all the required fields.

Every current term activated student and active instructor and advisors are automatically authorized to use SIS.   The DM must be used to authorize staff/employees to use SIS.  Students, instructors and advisors that are not already authorized can also be authorized to use SIS.

Authorize SIS Access:

1.      To authorize SIS access, select the individual’s record.  Customer's SIS account cannot be authorized if it was already activated (has a date in the SIS Activated field).

 2.      Enter values in the following fields in the DM:

SIS Access:         Select “Remove SIS Access (Delete)” from the pull down list.

 3.      Select a value form the SISCopyID field.

NOTE:  Each college's SISCopyid will start with their single letter college code.  For easier access, click in the field and type in the first character you want to search for.  Repeat pressing the desired first character until you reach your results.  

 4.      Save the customer's record. 

5.      Once the information is saved, the account is created in SIS.  The default logon id will be the emplid.  If the customer has gone to the CAAM, the logon and pin number will be those created through the CAAM.

6.      After successful completion of creating the SIS account, the customer’s information is automatically updated with the SIS Date Activated being the current date.

Change SIS Class:

1.      To change a SIS class, select the individual’s record. 

 2.      Select a value from the SIScopyid field to change the customer’s class.

 3.      Save the customer’s record.

 4.      Once the information is saved, it is passed to SIS. 

 5.      The customer can now log into SIS with the new class.  This process may take up to 24 hours for the customer to see the change.

 Change SIS Pin Number:

1.      Use the DM to change a customer’s pin number if the customer has forgotten their pin number.

 2.      To change a pin, pull up the individual’s record. 

 3.      Key in the new pin in the Pin number field to change the customer’s pin. The pin number cannot contain leading zeros.

 4.      Save the customer's record. 

 NOTE:  This pin change does not force a pin change in SIS.  It is the customer’s responsibility to go through the CAAM to change the pin to something they will remember.  Once the pin is changed through the CAAM, steps will take place automatically to move the new pin into SIS.  If they do not go through the CAAM to change the pin, the customer will not be able to log into SIS or the IVR. 

 Revoke (Delete) SIS:

1.      Select the individual’s record.  Customer's SIS account cannot be deleted if it was never activated (has a date in the SIS Activated field).

 2.      Enter values in the following fields in the DM:

SIS Access:         Select “Remove SIS Access (Delete)” from the pull down list.

3.      Save the customer’s record.

4.      The customer’s record will automatically be updated with an SIS Access of “Deleted”

5.      Once the information is saved, the operator id and pin number are deleted from SIS and IVR to prevent logon. 

6.      After successful completion of passing the information into SIS, the customer’s information is automatically updated with the SIS Date Deleted being the current date.

 Reactivate SIS:

1.      Select the individual’s record.  Customer's SIS account cannot be reactivated if it was never deleted (has a date in the SIS Deleted field) .

 2.      Enter values in the following fields in the DM:

SIS Access:         Select “Reactivate SIS Access” from the pull down list.

NOTE: The SISCopyId cannot be changed at this time.

3.      Save the customer’s record.

4.      The customer’s record will automatically be updated with an SIS Access of “Reactivated”

5.      Once the information is saved, the operator id and pin number are re-created in SIS. 

6.      After successful completion of passing the information into SIS, the customer’s information is automatically updated with the SIS Date Activated being the current date.

  

Voice Over IP
Use the Directory Manager to grant customer’s access to Voice Over IP (VoIP).  When a customer has been given access to VoIP services, the customer must have an emplid and pin number.

 VoIP Requirements for the DM:

1.      A customer must be in the Directory with all required fields.

2.      A customer must create their customer id and pin number through the Customer Account Administrative Manager (CAAM) before they can use VoIP services.  The pin number created through the CAAM becomes the customer’s password into the VoIP off-net to on-net services.

 Authorization to Access VoIP:

1.      To authorize a customer to access VoIP services, select the individual’s record. 

 2.      Select the value “Authorized” from the pull down list.

 3.      Save the customer’s record.

 

Electronic Messaging (E-mail)
The Directory Manager may be used to suspend and re-authorize access to electronic message account.  Access to Email is available for all staff, students and patrons by default. 

NOTE:  Email options can only be used for mail servers supported by Directory Services.

 Email Requirements for the DM:

1.      A customer must be in the Directory with all required fields.

2.      Email server must support automated LDAP scripts to create account or change email password.

3.      Email server information must be created in the email server table.

 Suspension of Electronic Messaging Access:

1.      To suspend a customer’s email account, select the individual’s record. 

 2.      Select the value “Suspend” from the pull down list.

 3.      The email expiration date must be changed to a date later than the current date for suspension to take affect immediately.  The default is for the suspension to take affect the next day or midnight of the current day.

 4.      Save the customer’s record.

 Reactivate existing Electronic Messaging Account:

1.      To reactivate a customer’s email account, select the individual’s record. 

 2.      Confirm person has email address in their record.

 3.      Select the value “Reactivate” from the pull down list.

 4.      Change the email expiration date to future date when the account should be suspended. 

 NOTE: Staff accounts normally do not “expire” and would need the future suspend date to reflect that fact.

 5.      Save the customer’s record.

Orange Arrow Return to Projects Page