1. UF Directory Coordinator Training
Project Leader: Warren Curry, Information Systems
Project
Directory Web Site:
UFID Web Site:
December 13, 2002
©University of Florida

2. New UF Identifier (UFID)
National higher education trend to reduce dissemination of SSN data
Strongly supported by UF Provost and Student Government
A unique, public 8-digit identifier ( ) that will replace SSN on virtually all UF records
Departments and Units will have a Alpha and Numeric UFID number, initially based on existing Authority Code

3. What’s My UFID? What’s My UFID? application at ufid.ufl.edu
UFID number is now assigned for all current students and employees
Former students and employees will be in the new UF Directory by January 21
Translate up to 500 SSN-to-UFID using UFID Group Translator on Admin Menu

4. Need for New Directory
A comprehensive and fundamentally sound directory is essential to the success of major technological and collaborative endeavors like Internet 2 and ERP
Increase productivity and service by eliminating the need for maintaining separate contact lists and databases

5. Enterprise-Wide and Real-Time
The single authoritative source for contact data that may be used to populate other data sources
Data entered is immediately available in the UF Directory
Designed to eventually include everyone affiliated with UF

6. More Information
Identifies relationships or roles between people and organizations, people and departments, people and people
Allows for multiple addresses, phone numbers, departmental and other kinds of affiliations

7. Potential Directory Add-Ons
In the future, additional forms of information may be available as department extensions
C.V.s and resumes, working titles, professional credentials
Office hours, class schedules and syllabi
Nicknames, house directions
Photographs

8. Improved Accuracy Standardized format for contact data
One person, one UFID number
UFID number does not change except in very rare instances
University Directory Administrator reviews daily computer reports to check for potential errors in UFID assignment

9. Web-Based Two Directory applications
Self-service interface for individuals
Administrative interface for Directory Coordinators

10. Ease of Use (Self-Service)
Toggle between data entry form and published view
Add, delete, or modify information
Red text identifies fields that can be modified
Highlighting will show what has been modified in the current session

11. Published vs. Not Published (Self-Service)
Visual keys to easily identify what the user wants published in on-line directory, and what to keep private
= OK to publish
= Keep private
GatorLink and Campus Contact information is always published
Public records may be published or non-published data

12. Role of Directory Coordinator
Update contact or department-related data (e.g., roles such as chair or graduate coordinator, room assignments, etc.) in the UF Directory as changes occur
Primary affiliations (e.g., student, faculty, staff, etc.) are managed by certain units under particular rules and cannot be modified by most Directory Coordinators
Add new people to the Directory

13. Adding New People
Point of First Contact — no need to wait for Personnel or Registrar
Matching on specified fields helps determine if the person is already in the Directory with a UFID number
Normally requires either Name and SSN or Name and Date of Birth
UFID numbers are randomly generated and assigned

14. Building Lists from Directory
Query application allows authorized users to create /mailing lists
Download contact data for students and faculty in your department or unit
Secured application on Admin Menu — purpose for using data will determine level of access
Protected data not available to most users

15. UF Directory Coordinator Training
Questions? Contact
Project Leader: Warren Curry, Information Systems
Project
Directory Web Site:
UFID Web Site:
December 13, 2002
©University of Florida