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We are very interested in how others are solving this problem.

We use QuickBase to track college and university data, but the solution is expensive… and getting more expensive each year.

 

Please copy me on your response.

 

Thank you in advance.

 

Vicki Tambellini

 

Comments

Message from mike.cunningham@pct.edu

We do not print one. Have not for 4 or 5 years. All office contact information is on web sites and all individuals are searchable from web sites, web directory search app, outlook address book, and our portal org structure widget

 

 

Mike Cunningham

VP of Information Technology Services/CIO

Pennsylvania College of Technology

 

 

 

Dear Colleagues,

We resurrected the "printed" faculty/staff directory in the Fall of 2012 (.  This is created now as a pdf (actually 2 pdf files), is refreshed on a regular basis and has been put on our portal.  Although it is possible to print it (and I'm sure some folks do), there is no officially bound and printed faculty and staff directory (this includes home address and home phone).  This current variation includes only those sections we could automate - the Employees by name with "full contact information" and the Employees by department (showing Name, Title and Extension).

Our last actual official printed Faculty and Staff Directory (printed and spiral bound) was done for the 2009-2010 academic year.  Without fanfare, the decision was made summer of 2010-2011 to do away with the printed faculty staff directory.  This included, it turned out also doing away with the data verification process and data entry process that went along with it.

It turns out some faculty and staff were holding onto their old copies of the printed directory (including me) and still using them for reference - and in some cases - manually annotating the directory with current information.  A photocopy of someone's annotated directory was given to a key member of senior leadership when he first started.  The topic of how handy the former faculty/staff directory had been also came up on occasion at our emergency planning meetings.

I was charged with bringing this directory back - but not as a printed directory.  It took a lot of work to get the data current again and also to out process and procedures.  We were able to automate the departmental listing also (it is not perfect but certainly better than doing as a Word document).  We came live in the Fall of 2012 (I think it was).  In this new iteration, we added the ability for faculty/staff to not include their home address and/or home phone (we don't include cell phone numbers unless they happen to be the primary phone).  Of course, the more faculty/staff who opt out of displaying this information, the less useful the formerly printed directory is...

We came live to rave reviews and lots of thanks.  And I do mean lots...

This in spite of us already having many options for directories:

Office Directory/Searchable Faculty Staff
Faculty/Staff Directory (pdf)
Student Directory (searchable)
Email Directory (searchable where one can lookup an email address)

We also do student and Faculty/Staff Facebooks (photo, name, I can't recall what else) and archive these as well - accessible on our portal.

These are all accessed by role on our portal.

Also our website has a searchable faculty/staff directory and list of departments.

We are working on publicly facing mobile app - including a searchable faculty/staff directory showing name, title, office location, email, and office phone.  We'll also have a list of important numbers (mostly offices) and a list of emergency numbers.

Even so, it was the:

Employees by Name (Full Contact Information as a pdf) and
Employees by Department (title, name and extension)

that were missed from the suite of offerings and thus we brought them back (only not actually printed - but nothing to stop someone from saving to their computer or printing them).  These both use data from our Banner ERP.  We did not do anything with Fax number listings.

Best,

Janice

On 2/7/2013 9:36 AM, Shady Azzam-Gomez wrote:
Dear colleagues, we used to print a university directory, now it is provided in a searchable PDF format.  This directory consists of two parts: A departmental directory, with basic information, such as director, assistants, main numbers, etc.  The second part of the directory is for individual contacts, name, title, department, and phone number.

In regards to the departmental listing, it does not always follow the same format (in some areas, there might be subdepartments, no names, just titles, etc.) and it is usually left to the department to provide this information.  For this reason, we are not able to produce an accurate listing from our ERP and was wondering if there are tools out there the will help us manage university directories.

Thank you,

Shady

--
What's trending: Google This!
                                                                            
Shady Azzam-Gómez
Director, Project Management and Support
S5420 Melville Library
Stony Brook University
Stony Brook, NY 11794-3383
Phone: 631.632.3800
********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.


--


Janice Gildawie
Director of Information Technology
Bard College at Simon's Rock
84 Alford Road
Great Barrington, MA  01230
(413) 528-7698 (voice)
(413) 528-7405 (fax)
jgildawie@simons-rock.edu
********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

Dear Colleagues,

We resurrected the "printed" faculty/staff directory in the Fall of 2012 (.  This is created now as a pdf (actually 2 pdf files), is refreshed on a regular basis and has been put on our portal.  Although it is possible to print it (and I'm sure some folks do), there is no officially bound and printed faculty and staff directory (this includes home address and home phone).  This current variation includes only those sections we could automate - the Employees by name with "full contact information" and the Employees by department (showing Name, Title and Extension).

Our last actual official printed Faculty and Staff Directory (printed and spiral bound) was done for the 2009-2010 academic year.  Without fanfare, the decision was made summer of 2010-2011 to do away with the printed faculty staff directory.  This included, it turned out also doing away with the data verification process and data entry process that went along with it.

It turns out some faculty and staff were holding onto their old copies of the printed directory (including me) and still using them for reference - and in some cases - manually annotating the directory with current information.  A photocopy of someone's annotated directory was given to a key member of senior leadership when he first started.  The topic of how handy the former faculty/staff directory had been also came up on occasion at our emergency planning meetings.

I was charged with bringing this directory back - but not as a printed directory.  It took a lot of work to get the data current again and also to out process and procedures.  We were able to automate the departmental listing also (it is not perfect but certainly better than doing as a Word document).  We came live in the Fall of 2012 (I think it was).  In this new iteration, we added the ability for faculty/staff to not include their home address and/or home phone (we don't include cell phone numbers unless they happen to be the primary phone).  Of course, the more faculty/staff who opt out of displaying this information, the less useful the formerly printed directory is...

We came live to rave reviews and lots of thanks.  And I do mean lots...

This in spite of us already having many options for directories:

Office Directory/Searchable Faculty Staff
Faculty/Staff Directory (pdf)
Student Directory (searchable)
Email Directory (searchable where one can lookup an email address)

We also do student and Faculty/Staff Facebooks (photo, name, I can't recall what else) and archive these as well - accessible on our portal.

These are all accessed by role on our portal.

Also our website has a searchable faculty/staff directory and list of departments.

We are working on publicly facing mobile app - including a searchable faculty/staff directory showing name, title, office location, email, and office phone.  We'll also have a list of important numbers (mostly offices) and a list of emergency numbers.

Even so, it was the:

Employees by Name (Full Contact Information as a pdf) and
Employees by Department (title, name and extension)

that were missed from the suite of offerings and thus we brought them back (only not actually printed - but nothing to stop someone from saving to their computer or printing them).  These both use data from our Banner ERP.  We did not do anything with Fax number listings.

Best,

Janice

On 2/7/2013 9:36 AM, Shady Azzam-Gomez wrote:
Dear colleagues, we used to print a university directory, now it is provided in a searchable PDF format.  This directory consists of two parts: A departmental directory, with basic information, such as director, assistants, main numbers, etc.  The second part of the directory is for individual contacts, name, title, department, and phone number.

In regards to the departmental listing, it does not always follow the same format (in some areas, there might be subdepartments, no names, just titles, etc.) and it is usually left to the department to provide this information.  For this reason, we are not able to produce an accurate listing from our ERP and was wondering if there are tools out there the will help us manage university directories.

Thank you,

Shady

--
What's trending: Google This!
                                                                            
Shady Azzam-Gómez
Director, Project Management and Support
S5420 Melville Library
Stony Brook University
Stony Brook, NY 11794-3383
Phone: 631.632.3800
********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.


--


Janice Gildawie
Director of Information Technology
Bard College at Simon's Rock
84 Alford Road
Great Barrington, MA  01230
(413) 528-7698 (voice)
(413) 528-7405 (fax)
jgildawie@simons-rock.edu
********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

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