Minutes - 4/26 Meeting

NIH Directory Project
Steering Committee Meeting Minutes
April 26, 1999

Participants:

    Tom Bodine-CIT
    Bob Borah-CIT
    Janice Carico-NIDA
    Bonnie Cramer-NINR
    Robert Dennis-NIMH
    Keith Gorlen-CIT
    Andrea Hobbs-NIAAA
    Rob Malick-CIT
    Diane O'Neill-ORS
    Doug Price-NHLBI
    Christinia Roark-NHLBI

Today's meeting consisted of a second demonstration of the Fast Track Directory user web interface. The remainder of this document summarizes the issues discussed and decisions made as a result.

Registering an Individual

In general, more information should be required when searching during the registration process (as opposed to updating or changing the status), to determine whether an NIH Employee ID has already been assigned to that person. The amount of information required will depend on the status of the person and is summarized below:

NIH Status

Information Required for Performing a Registration Search

FTE

Last name, first name, SSN, date of birth

Fellow or Guest

Last name, first name, city of birth, country of birth (also, state or province of birth, if born in the US or Canada)

Contractor or Volunteer
Last name, first name

Searching the Directory

Less information should be required to search for the purpose of updating an entry or changing somebody's status (except in the case of a status change from inactive to active, which is in essence a registration).

Remove "private" information (e.g., SSN) from search results screen.

Show "organizational status" (e.g. active, transferring) on the search results screen.

Searches will only return entries for people within the AO's IC, except when searching the directory during the registration process, picking up a transferee from another IC, or when performing a "read only" search.

A "not found" message should be displayed when a search returns no entries.

Change the explanation at the top of the "Search Screen" so that it doesn't look like it's a separate instruction.

Changing the Status of an Individual

To transfer an individual into another IC, the AO in the current IC will change the individual's status from "active" to "transferring." The AO in the gaining IC will then be able to update the individual's information and change their status back to "active."

Data Entry

Include a pop up calendar for entering date information.

Add a column to the building drop down list showing the building name (if applicable) along with building number.

The building drop down list will not include an "other" option, thus forcing users to select from an authoritative list. In the event an AO is trying to update building information that is not included in the drop down list, a business process will need to be in place to validate the unlisted building and have it added to the drop down list.

Eliminate the IC drop down list since this is system generated based on the AO's IC.

Add dashes to the UID.

Year information needs to be entered in full year format (i.e., 1998 vs. 98).

Change the "Effective Date" field to "EOD."

Eliminate the "End Date" field from the "Personal Information" screen, but prompt the AO to enter a "Deactivation Date" when changing a person's status to "inactive." This date will be able to be viewed from the "View Details" screen.

AO Approval of New Registrations, Updates and Changes of Status

An email message will be sent to the appropriate approving AO whenever a new person is registered or updates made to an existing entry. The email will contain the URL for the Fast Track login page should the AO decide to immediately review the change. Upon successful login, AOs will be presented with a "Waiting for Approval" list from which they can pick entries for review and approval.

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Next Meeting:    Monday, May 10,1999
                            2:00 pm - 4:00 pm
                            Building 12B, Basement Conference Room

Return to Meetings

NIH Status	Information Required for Performing a Registration Search
FTE	Last name, first name, SSN, date of birth
Fellow or Guest	Last name, first name, city of birth, country of birth (also, state or province of birth, if born in the US or Canada)
Contractor or Volunteer	Last name, first name

	Less information should be required to search for the purpose of updating an entry or changing somebody's status (except in the case of a status change from inactive to active, which is in essence a registration).
	Remove "private" information (e.g., SSN) from search results screen.
	Show "organizational status" (e.g. active, transferring) on the search results screen.
	Searches will only return entries for people within the AO's IC, except when searching the directory during the registration process, picking up a transferee from another IC, or when performing a "read only" search.
	A "not found" message should be displayed when a search returns no entries.
	Change the explanation at the top of the "Search Screen" so that it doesn't look like it's a separate instruction.

	Include a pop up calendar for entering date information.
	Add a column to the building drop down list showing the building name (if applicable) along with building number.
	The building drop down list will not include an "other" option, thus forcing users to select from an authoritative list. In the event an AO is trying to update building information that is not included in the drop down list, a business process will need to be in place to validate the unlisted building and have it added to the drop down list.
	Eliminate the IC drop down list since this is system generated based on the AO's IC.
	Add dashes to the UID.
	Year information needs to be entered in full year format (i.e., 1998 vs. 98).
	Change the "Effective Date" field to "EOD."
	Eliminate the "End Date" field from the "Personal Information" screen, but prompt the AO to enter a "Deactivation Date" when changing a person's status to "inactive." This date will be able to be viewed from the "View Details" screen.