NIH Enterprise Directory (NED)
NEDWeb v1.7 Release Notes

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Release Date:  11/23/01
Comments: New features & problem resolutions for v1.6

The following changes have been incorporated in the new release:

Register/Activate:

• FTEs, Fellows, and Visiting Guests and Volunteers are automatically registered following the end of their first pay period if not already registered via NEDWeb.  An ID badge/card key will not be automatically authorized.
•  A “Patient Care Designation” option has been added to the Services tab.  This is used for the purpose of identifying patient care workers on ID badges
•  Work fax number is no longer a required field for listing in the NIH Telephone and Service Directory.
• SACs must now be selected from a drop down list on the Work Information form; they can no longer be typed in.
•  A person’s work information is deleted when they are deactivated.
•  It is no longer possible to register some one less than 12 years of age (Dougie Howser, MD cannot he hired by NIH).
•  SSNs beginning with ‘9’ are prohibited.
• Mail stop codes are automatically filled with ‘0000’ when a building site is FCRDC, Research Triangle Park, or Rocky Mountain Labs.
• Ph alias is checked for uniqueness.
• Corrected a problem that made it impossible to set a preferred last name that was different from a person’s legal last name.
• Corrected a problem whereby when a name hyperlink on the search results page was clicked and the entry was scheduled for deactivation, directory status was shown as inactive and the effective date reflected the scheduled action date.  (Directory status now remains active, and the effective date unchanged, until the scheduled action is processed.)

 Update

• Certain identifying information for FTEs, Fellows, and Visiting Guests and Volunteers can no longer by updated via NEDWeb.  Instead it will imported into NED, or “mastered,” by one or more of the NIH payment systems (HRDB, FPS, FPS2, JEFIC).  As a result, changes to any of this information must be made in the appropriate system(s) of origin.  Updates there will then flow into NED following the end of the next pay period.  The table below summarizes information that will be mastered by payment systems.  A blank cell indicates that a field is updateable via NEDWeb.  For example, Place of Birth can be updated via NEDWeb if a person has a record in the HRDB, but all other information is mastered by HRDB.  If a person is in multiple payment systems, information will be mastered by both systems.  For example, someone with records in both FPS or FPS2 and JEFIC will have their Name, SSN, IC/SAC, and Home Address mastered by FPS/FPS2, while Gender, DOB, Place of Birth, and US Citizen will be mastered by JEFIC.  IC/SAC can be updated via NEDWeb, but must also be changed in HRDB, FPS, FPS2, or JEFIC by the end of the next pay period or it will be overwritten.

 

• Fields mastered by a payment system are marked with a “warning icon” consisting of a yellow triangle with an exclamation point inside it. Positioning a mouse over a warning icon displays a hover text message specifying the payment system of origin

•   A “Patient Care Designation” option has been added to the Services tab.  This is used for the purpose of identifying patient care workers when an ID badge/card key is issued.

• SACs must be selected from the drop down list; they can no longer be typed in.

• Date of birth is checked to meet the minimum age requirement of 12 years old.

• SSNs beginning with ‘9’ are not allowed.

• Mail stop code is automatically filled with ‘0000’ when a building site is FCRDC, Research Triangle Park, or Rocky Mountain Labs.

• Ph alias is checked for uniqueness.

• E-mail forwarding address is automatically updated when changed in the PH E-Mail Directory and Forwarding Service (existing values in NED are overwritten).
• Preferred name and locator information is automatically updated by the PH E-Mail when a record is initially matched with a record in NED and there is no current NED value (existing values will not be overwritten).
• Corrected problem whereby an error message was occasionally generated when attempting to update organizational title.
• Corrected a problem that was occurring under some versions of Netscape whereby the javascript got into an infinite loop if an invalid NIH ID was entered on the search form.
• Corrected a problem whereby a preferred last name could not be set that was different from a legal last name.

 Change of Status

• People with records in HRDB, FPS, FPS2, or JEFIC (FTEs, Fellows, and Visiting Guests and Volunteers), are automatically transferred at the end of their first pay period in a new IC if they have not already been transferred via NEDWeb.  Their ID badge/card key is also revoked.
• People with records in HRDB, FPS, FPS2, or JEFIC (FTEs, Fellows, and Visiting Guests and Volunteers), are automatically deactivated at the end of their last pay period if they have not already been deregistered via NEDWeb.  Their ID badge/card key is also revoked.
• FTEs and Fellows are automatically deregistered if a match is not found in one of the payment systems.  Therefore, it is important to enter SSN, DOB, Place of Birth, and Gender accurately.
• Contractors, Guests, Volunteers, and Tenants incorrectly registered as FTEs or Fellows are automatically deregistered.  Therefore, it is important to select the correct classification when registering/activating people. 
• NED automatically corrects the classification of FTEs or Fellows incorrectly registered as Contractors, Guests, Volunteers, or Tenants NED.  Their ID badge/card key is also revoked.  Therefore, it is important to select the correct classification when registering/activating entries.
• A person’s ID badge is automatically revoked when directory status is changed to “transferring” and a new IC is selected.   If the transfer is within the same IC (e.g., from one organizational unit to another), the person’s ID badge/card is not revoked.
• The confirmation message displayed following a successful activation has been changed from “The directory entry for John Doe has been updated” to “The directory entry for John Doe has been activated.”

 Search (View Only)

• Corrected a problem whereby the “Possible Matches” heading wasn’t always being displayed on the search results page.
•  A person’s “preferred” e-mail address is now being searched in addition to their e-mail forwarding address and ph alias e-mail address when an e-mail address is entered on the search form.

 Review Requests

• The “Approve All” button is no longer displayed when there’s only a single pending request in an AOs’ review queue.

Reports

• User Defined:
• A person’s ID badge/card key status and telephone directory status can now be included in reports.
• Choices in the buildings selection list are limited to those occupied by at least one IC member.
• Choices in the mails stop codes selection list are limited to those assigned to at least one IC member.
• Choices in the sites selection list are limited to those containing at least one building occupied by an IC member.

• View SAC Coverage:
• Corrected a problem whereby SACs could be selected that weren’t within the AO/AT’s coverage.
• Implemented a “paging” option to eliminate occasional system timeouts when creating reports with a large number of entries.   This option display 30 entries on a page with links to subsequent pages.

 Miscellaneous

• Corrected problem whereby an AT’s NIH ID was being written to the database as the modifier instead of the AO on a scheduled deactivation.
• E-mail notification for processed scheduled actions is now sent to a person’s “preferred” e-mail address rather than their ph alias e-mail address.
• Added the National Institute of Biomedical Imaging and Bioengineering (NIBIB).
• Corrected the verb tense in processed schedule actions e-mails (e.g., “phone number was changed to 301-496-5500” rather then “phone number will be changed to 301-496-5500.”)
• Corrected minor inconsistencies in the font/point size used for displaying date of birth.

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