1. Joe: pitt business records management and reporting system
Everything you need to know about JOE

2. Contents
What is JOE?
Records Management
Reporting

3. What is JOE?
JOE is a web-based system that is the centerpiece of Pitt Business’s information systems.
JOE is an extension framework, filling in the gaps left between systems at the school and the university. This approach allows JOE to provide quick access to the big picture, and then zoom in to the smallest detail.

4. Records Management Where does data come from?
What data can users manage?

5. Where does data come from?
ApplyYourself
Hobson’s online application tool
Applications for MBA, MS, and PhD applicants
Application data imports hourly into JOE
New applications and updates are imported every morning into PeopleSoft

6. Where does data come from?
PeopleSoft
JOE receives PeopleSoft data through the data warehouse.
Imports:
Student information – biographical, enrollment, program, graduation, grades
Class information – times, dates, terms
Instructor information – biographical, classes taught
Program Information – programs, plans, concentrations

7. Where does data come from?
PeopleSoft (cont.)
JOE is synced every morning. Users can view the last sync date and time at the bottom of every tool:
NOTA BENE: The warehouse is only updated once per day. Data updated in PeopleSoft will not be reflected in JOE no matter how often the sync is run until at least one day later.

8. Where does data come from?
Career Connection
Symplicity’s career services management tool
Career information for MBA students
Imported Information for MBA:
Concentration
Work authorization (US Citizen, F1- Visa, etc.)
Years of Work Experience
Graduation date
Career advisor
Degree level (MBA Full Time, MS Acc, etc.)

9. Where does data come from?
OMET
Student satisfaction survey results
Imported at the end of each term once the OMET data is provided and/or after all of Katz’s Qualtrics OMET surveys are returned.

10. Where does data come from?
GMAT
Pearsonvue provides GMAT scores.
Scores are imported each Sunday into JOE

11. What data can users manage?
Student Profile
Maintain mailbox, graduation, and student flags, such as Red Flag, Military, etc.
Publish student photo
Add/drop courses – This is JOE-exclusive functionality. Appropriate paperwork must still be submitted to the Registrar.
Grade changes – This is JOE-exclusive functionality intended solely to allow for calculating possible GPA.
This information is updated periodically as needed.

12. Student Profile: Edit Additional Details
Choose Edit Additional Details to maintain graduation and student flags, such as Red Flag, Military, etc.
Student Profile: Edit Additional Details
Access the student profile tool in order to get detailed information about a student’s classes, programs, credits, GPA, demographic and citizenship information and more.

13. Student Profile: Edit Photo
Use the Edit Photo button to upload a new student photo.
Student Profile: Edit Photo
Access the Edit Photo form from the Student Profile page.

14. Student Profile: Edit Class Information
Use the Add Course button to indicate that the student is adding a course.
Use the remove button to indicate that the student is withdrawing from a course.
Enter a grade for the student to see a new calculated GPA.
Student Profile: Edit Class Information
Advisors can begin the process of adding and dropping classes for students. They can also help students predict their GPAs by adding grades for classes.

15. What data can users manage?
Faculty Accomplishment System (FAS)
Faculty input:
Publication information
Conference participation
Grants, proposals, and sponsored research
Professional and community service and experiences
Consulting CV
Faculty members update their information each spring term.

16. FAS: Maintain Faculty Publications, Research, and more
The FAS allows faculty to enter information about their publications, research, professional development and more for easy review by the Dean’s Office.

17. What data can users manage?
Staff Evaluation System (SES)
Supervisors manage staff appraisals through:
Staff evaluations
Annual goals
Staff can access the self evaluation form.
HR and designated staff can download evaluation data through an administrative tool in JOE.

18. SES: Maintain Staff Assessments
Supervisors can create and manage staff evaluations and annual goals. Staff can submit self-evaluations.

19. What data can users manage?
Issue Tracking
Katz IT’s method for tracking technology issues and projects.
Provides a knowledge base for troubleshooting issues.
This information is maintained frequently.

20. What data can users manage?
GL Accounting System
Used by the Finance staff to maintain all information about general ledger accounts.
Add new GLs, view account balances, create transactions.
All balances and transactions are shown in real-time and updated frequently.

21. GL Accounting System: Maintain general ledger records
The GL accounting system allows users to maintain general ledger records, down to the transaction level.

22. What data can users manage?
Faculty Qualification Information
Provide position, tenure, area, qualification information and more for Business School faculty.
This information is intended to be maintained on a term basis, no less than once per academic year.

23. Faculty List: List of all Pitt Business faculty
Use the Pitt Business Faculty report to view a full list of active business faculty and to access the Edit Faculty Information form for individual faculty members.

24. Faculty Edit Information: Maintain position, area, tenure status information and more.
Use the Edit Faculty Information form to add and maintain information about a faculty member’s position.

25. What data can users manage?
Instructor Assignment
Tool for area directors to assign instructors to classes in future terms.
Process overview:
Instructors are added or removed from a course.
Once the area director is finished making changes, he/she must do a final submit of the changes.
An is sent to the program staff such as Bev and Gee to notify them to make the changes in PeopleSoft.

26. Instructor Assignment: Maintain instructors for each term
Use the Instructor Assignment tool to add and remove instructors from courses for upcoming terms. View assignment that have been submitted but not yet updated in PeopleSoft.

27. Instructor Assignment: Maintain instructors for each term
Multiple primary instructors can be added to each course. The Add an Instructor form indicates if an instructor has a conflict in his/her schedule.

28. What data can users manage?
Class Scheduling
Tool for program staff to maintain classes for future terms.
Process overview:
Program staff access the appropriate Class Modification tool (MBA, PhD, or CBA).
Adding, updating, or removing classes will result in paperwork that must be submitted to the Registrar’s office for updating in PeopleSoft.
New classes will appear with a temp class number which the staff must reconcile with the actual number from the Registrar once available; removed classes will appear in a table at the bottom of the list until the update has been made in PeopleSoft.

29. Class Modification Tool: Add, remove and update classes
The Class Modification tools allow program staff to add new class, remove ones that are no longer needed, and to edit information such as location or time for existing classes.

30. Reporting
What is available?
Common functions

31. What is available?
Often the reporting is a part of the input, as in the case of instructor assignment, class modification, and the GL accounts.
In general, for real-time input, reports are the way to access individual forms for data entry.

32. Instructor Assignment
Accessing a report often leads to edit forms.

33. What is available? Student information
There are a variety of reports, broken down by program, to output both PeopleSoft and JOE data.
Enrollment reports
History and current
Each report contains most of the same information for both programs.
The history and current terms are in separate reports for CBA and MBA; MAcc’s enrollment report is a combination of current and prior terms
Columns are often added and removed from these reports.

34. What is available? Student information Enrollment reports (cont.)
History and current (cont.)
The exports for each report generally contain more information than what is displayed in JOE.
PhD and EMBA only have reports of current students.
Student Searches
Student search tools, such as Degrees Conferred and Search for Students, provide the same basic information as the enrollment reports.

35. What is available? Student information Applicant information
Class Profiles provide totals of students and applicants by a wide range of categories, including demographic information, test scores, GPAs, work experience, and ethnicity.
Applicant information
There are dashboards for MBA, MS, and Phd applicants which highlight pertinent admissions data from the applications, such as program, GMAT and GRE scores, date submitted, etc.

36. What is available? Faculty information
Faculty Accomplishments provides individual faculty information broken down by each area of the FAS (Publications, books, conferences, etc.), by review year.
Faculty Activity Dashboard reports the research, teaching, and service information provided by the faculty members in FAS. This is presented in chart format with totals for each category broken down by area, position type, etc.
Teaching evaluation data, i.e. OMET data, is available through the Teaching Evaluation report. This report is broken down by term, program, faculty area, and even down to the faculty member level.

37. What is available?
NOTA BENE: Having access to a report does not guarantee that you will be able to access all possible information on a report. Some sensitive information, such as GPA, is restricted to be viewed by only certain personnel.

38. What is available? Common functions
Sorting and filtering: Most reports provide data in a tabular format which can be filtered and sorted using the columns headers.
Exporting results: Most reports also have a way to export to either Excel or PDF the currently visible rows of data. This means that if you filter a report, only the rows that you can see in the tool will be exported to the chosen format. Note that the interaction of the export works differently in different browsers.
It is also important to note that different, usually additional, columns are often presented in the PDF and Excel exports.

39. Sorting and Filtering Reports
Look for opportunities to sort and filter report data by using column headers.

40. Exporting data
Data can be exported in a variety of ways, including in the form of photo rosters and Excel spreadsheets.

41. Exporting data
Data can also be exported in PDF format. An list can be created from a list of students.