March 12, 2015
In general, only biographical/demographic contact information (address, phone, and email) should be updated programmatically in Campus Solutions (CS). Since CS will be the system of record for student bio/demo data, allowing other systems to update that data via batch processing would have the potential to cause significant data integrity issues.
There will be some exceptions to this rule, to allow for situations where more recent, verified data is available to load. In most cases, we anticipate that requests for exceptions will be reviewed and decided on by the project's functional and technical team leads (who meet weekly to discuss cross-module issues), with business partner consultation as needed. If the leads are unable to reach consensus on an issue, we will refer it to project management and the Steering Council.
The currently agreed-on situations involving programmatic updates to bio/demo data (other than contact information) are:
If Berkeley decides to integrate CS and our Human Capital Management (HCM) system, message-based syncing of some bio/demo data elements will occur: Names, Gender, Social Security Number, Date of Birth, Date of Death, and Marital Status. Two contact information data elements, Addresses and Phones, will also be synced.
Financial Aid's Institutional Student Information Record (ISIR) process will be able to insert and update verified Social Security Numbers. We have requested a database-level audit trail for this field in CS, so that we can track changes.
Campus Solutions will be the system of record for student bio/demo data.