Updates - October 2007

R18 IS COMING!

R18 is coming soon! As we get closer to our live implementation of Colleague’s Release 18 you may start receiving informational emails from DBM. Please do not ignore these! This implementation applies to everyone who uses Colleague, and these emails will contain important information that you need to know whether you log in once a year or 10 times a day. It’s to your benefit to read anything concerning this implementation.

QAS & ADDRESSING STANDARDS

All staff who enter new person records as part of their daily tasks should have QAS installed on their PC and be using it when entering address information. The QAS software will verify that the address being entered is valid and that it is formatted properly. If you routinely create new person records and need to have QAS installed on your PC, please contact DBM and we will put in a work order for you.

If you do not have QAS and are entering address information, please remember that we do not use punctuation in any part of the address. Additionally, a PO Box and physical address should not be combined as one address. For example, an address would not be entered as:

PO Box 123
456 Main St

The PO Box address would be entered as the mailing address on NAE and then a separate address record would be created on ADR for the physical street address using an address type of Physical Street Address.

FINANCIALS ACCESS FORMS

As everyone knows, with time comes change. The latest change is in the procedure for handling General Ledger and Requisition access forms, and it benefits you, the user. Once you have completed GL training and completed the access forms, or if you have a change in GL access, it is no longer necessary to forward those forms to Bill McGarry first for approval or signature. Send them straight to Database Management and we’ll handle the processing. Part of that processing involves the Accounting department and they will confirm the GL departments to which you are requesting access.

INSTITUTION LOOKUPS

Occasionally, when adding an institution to IASU, you won’t be able to find it. There are several reasons for this; it may be new and not in Colleague, it may be foreign and not in Colleague, or the name may have changed. As a reminder, if you are requesting an institution be added to Colleague, we must have a full address, what type of institution (HS or college), and if college then how many years (2-yr, 4-yr, etc). We do considerable research on an institution before adding it to be sure we have all the correct information. We cannot research and add an institution if we have only a name to go on with no indication of city, state or even country. It’s a big planet!

APPLICATIONS

When entering applications, please remember that if a person already has an existing application for the academic level you are working with there is no need to add another application. Simply choose the existing application and make the necessary changes to update it. The only time you would not do this is if the existing application is for an undergraduate day student.

CANCELLING SECTIONS

If you are cancelling a section that has been assigned to a building and room, you need to go to SOFF, delete the building and room information, and rebuild meeting dates before changing the status of the section to Cancelled. This needs to be done in order for the room assignment to be released. 

DBM FORMS & INFORMATION

Looking for a form from DBM? Need some information? Look no further! Database Management has long had a Web page that provides exactly this information. You’ll find the Colleague training schedule, descriptions of all of our training classes, forms, archived newsletters, and much more. Look for our Additional Information page where you’ll see commonly requested general ledger forms, the address change form, and general information about terms and the university school structure.

We encourage everyone to visit the DBM Web pages at: http://www.snhu.edu/611.asp!

ADDRESS CHANGES

There were 3,030 address changes in July and 4,214 address changes in August.

Address changes can be sent to us by fax at 9778, interoffice mail, or via email at adrchg@snhu.edu. An address change form is available on DBM's Additional Colleague Information page.  

TRAINING SCHEDULE

The Colleague training schedule is viewable on DBM's Colleague Training page.