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

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 11/30/2018
Thank you
SAP Information Technology 12