The Profile System and Email/Phone Directory

1. The Profile System and Email/Phone Directory Entering data into the Profile System and migrating data from the Directory

2. The systems • Email/Phone Directory • http://www.dur.ac.uk/directory/ • Also provides to data to LDAP (ldaphost.dur.ac.uk) • Profile System • http://cms.dur.ac.uk/CMSADMIN/data/profiles/ • Provides data for various purposes, including RAE/REF and staff lists on the University website • CMS Staff Lists • E.g. http://www.dur.ac.uk/research/directory/

3. Data in the Directory • Staff • Names (including preferred name) • Job titles • Email addresses • Telephone numbers • Department Structure • Sections • Others • Non-personal fax/phone extensions (sometimes with email address) • Non-personal email addresses for roles

4. Staff data in the profile system • Staff names edited on staff records • Email addresses are automatic • Job title and telephone number are from departmental records Documentation: Guide 181, Section 3 (Guides at http://www.dur.ac.uk/its/web/cms/guides/ )

5. Sections in the profile system • Uses a category system. • There are some ‘central’ categories for compatibility with departments using “Profile System Categorisation” • Importing can create categories from the Directory that are department-specific for those using “LDAP Directory Categorisation” Documentation: Guide 182, section 4.1.5

6. Others in the profile system • Non-personal emails assigned to people (e.g. it.director@durham.ac.uk) use the Departmental Roles interface • Telephone numbers and Faxes not specifically assigned to a person have a different interface (even if they have an email address) • Some problems with automatic imports here. Documentation: Guide 182, sections 4.6 & 4.7

7. Migration – general schedule • General timescale for migration of all departments before the end of May if possible. • Email cms@durham.ac.uk to discuss timings for you. • You may need to maintain some Directory and Profile information independently between your migration and the end of all migrations • http://www.dur.ac.uk/its/web/cms/directory/

8. Migration – on the day • Choose a day to do the migration that you will be reasonably free on. • We’d like to do the automatic migration in the morning if possible, to give you more time to check. • Check your staff lists and data, manually migrate remaining records, contact us if there are any problems. • We can support the migration of more than one department a day

9. Migration – effects on the CMS • There may be some need to change CMS Staff List configuration when you migrate – make sure one of your CMS Site Administrators is available that day. • Try to find out in advance from your Site Administrator whether your staff lists are using “Profile System” or “LDAP Directory” categorisation as it slightly changes the migration plan.

10. Migration – staff list display • Many departments have different information displayed on staff lists and on the Directory itself • You can keep this flexibility: information in the Profile System doesn’t have to appear on Staff Lists • …BUT the automatic import may make information from the Directory appear on staff lists. You may need to do some work in the CMS to remove it if you don’t want it.

11. Future plans • Once all departments are migrated: • A CMS version release will finalise the change • A new Email/Phone Directory web front-end will be released, using the Profile System data to search more effectively. • The LDAP search of the Directory (ldaphost.dur.ac.uk) will not change • The Directory maintenance system, and remaining data stored in it, will be withdrawn • Currently this is expected to happen in late May or early June, though this depends on the migration process.