Contact, Address & Emergency Address Updates 11/30/2018 Los Angeles Community College District Contact, Address & Emergency Address Updates August 2015 SAP Information Technology

11/30/2018 Overview Business Problem: With the increase in emergency incidents across the nation - College Institutions are being pressed to provide greater notification capability to Staff and Faculty alerting them to incidents in real time and in some case providing instructions for evacuation and avoidance procedures. Why are we doing this: This creates a greater need and emphasis on being able to alert Staff and Faculty when emergency incidents occurs such as an active shooter, fire, or earthquake etc. What did we do: As the result of this changing environment the SAP IT Team has made several enhancements to Employee Self Services in the LACCD SAP Enterprise Portal allowing Staff and Faculty to locate, and update their emergency address information, and also identify if they can be contacted by SMS messaging for emergency purposes including a opt in\out option as required allowing LACCD at an ESC, College or District Wide level to easily, quickly and with little effort alert Faculty and Staff of Emergency Incidents and provide instructions in real time thereby possibly improving survivability and reducing injuries. More Connections and Benefits: The SAP IT Team has also build an interface to the Blackboard Connect System (Emergency Contact Application used by the Colleges for sending emergency alerts to Students, Staff and Faculty) that updates the system with emergency contact information for Staff and Faculty from HR - District Wide - on a scheduled basis*. * Note: Because The SAP Team has built an interface between SAP and Blackboard Connect for emergency alerting - this allows the Colleges and the ESC an easy way to reach out to Staff, and Faculty for emergency alert purposes and for campaigning with little staff involvement making something that was earlier labor intensive\prohibitive to do into something that now requires very little staff to maintain and use. SAP Information Technology 11/30/20187/30/2009

Contact\Address Emergency information 11/30/2018 Los Angeles Community College District Contact\Address Emergency information New Contact and Emergency features available via the SAP LACCD Enterprise Portal: Portal Home Page updated for new links to update Contact information Has new section ‘My Emergency Contact (NEW)” for updating Emergency Contact Information Has the ability to provide ‘SMS’ enabled cell phone for District to contact under Emergency situations Opt in/Opt out feature for ‘SMS’ enabled cell phones for Personal Emergency Contact and Other Emergency Contacts The areas of interest have been rearranged to make them more prominent to end users for each updating and reporting. Has separate section ‘My Contact/Address’ to view or change information for ‘Permanent’ and ‘Warrant’ Address types SAP Information Technology

Portal Home Page – Address Links Highlighted 11/30/2018 Los Angeles Community College District Portal Home Page – Address Links Highlighted My Contact/Address and My Emergency Contact links are located under Employee services tab of Personal Information SAP Information Technology

11/30/2018 Los Angeles Community College District View/Change Emergency Contact Information Display of Emergency Contact Information for self and other Emergency Contacts in this section By default, first row of this section displays Emergency Contact Information of the Employee Employee can add new rows for his/her Emergency Contacts (Ex: Family members/Friends etc.,) SAP Information Technology

Add New Emergency Contact 11/30/2018 Los Angeles Community College District Add New Emergency Contact User can add new Emergency Contact by clicking on the button highlighted below SAP Information Technology

Change Permanent Emergency Contact (First Row) 11/30/2018 Los Angeles Community College District Change Permanent Emergency Contact (First Row) Message displayed when trying to change Permanent Emergency Contact SAP Information Technology

Change Permanent Emergency Contact (First Row) 11/30/2018 Los Angeles Community College District Change Permanent Emergency Contact (First Row) On the first row of Emergency Contact Information, only adding a cell phone to receive ‘SMS Updates’ is allowed User can Opt in/Opt Out of receiving SMS messages SAP Information Technology

Delete Permanent Emergency Contact (First Row) 11/30/2018 Los Angeles Community College District Delete Permanent Emergency Contact (First Row) Deleting of Permanent Emergency Contact for self (first row) is not allowed Changes to SMS phone is allowed on the Permanent Emergency Contact (as shown in next slide) SAP Information Technology

Change information for other Emergency Contacts 11/30/2018 Los Angeles Community College District Change information for other Emergency Contacts User can change information for other Emergency contacts including SMS phone as highlighted Opt in/Opt out feature on SMS phone for other Emergency contacts SAP Information Technology

View/Change Permanent Address and Warrant Address 11/30/2018 Los Angeles Community College District View/Change Permanent Address and Warrant Address Display of Permanent Address and Warrant Address by navigating to ‘My Contact/Address’ Changes to Permanent Address and Warrant Address by clicking on the highlighted buttons SAP Information Technology

11/30/2018 Thank you SAP Information Technology 12