Directory Management System

The Directory Management System (DMS) is a backend user interface (UI) which allows for the creation, modification, and deletion of data from the Directory. The Directory is the front end portion that anyone using the Internet can navigate to and see University of San Diego (USD) employee listings. This database contains faculty and staff contact information and biographies that are then displayed throughout USD's websites.

This is a web-based application accessible at the following location: sandiego.edu/manage/directory.

Please note that maintainers cannot add photographs or other images into the DMS. To add a picture, please submit a web request via www.sandiego.edu/web-request.

It is a department's responsibility to manage the directory entries on their website.

The Directory has three unique distinguishing characteristics.

1. All data is imported from the Human Resources (HR) Banner system. This means that you should never have to create a profile. A minimal amount of information should already exist for an employee if they are currently employed at USD in an "active position," and that position is not listed as "Casual Worker Staff" in the HR system.

2. Because each human is limited to a single listing in the Directory, multiple roles are added using the Permissions section of the Manager. In this manner, a single employee can be displayed in multiple areas with different titles.

3. Depending on where on the USD website a user finds the Directory, their view will already be filtered. E.g. If a user reaches the Directory from the SOLES homepage, it will display full-time SOLES faculty by default.

The DMS offers five main features:

• Display All Profiles for a Specific Department

• Search for a Profile

• Add a New Profile

• Add Permissions and Roles

• Modify a Profile

Use filters to narrow returned results. Not all departments have valid sub-departments or sub-units. If any of the following filters have no options, only the word Filter will display when the filter is clicked. Returning any filter to the top and selecting Filter effectively removes the filter. As each dropdown is selected, a new dropdown will appear for next category.

• Office/Department

• Sub Department

• Sub Unit

To search for a specific person, use the Filter Results Field.

Results are returned on the fly. Only listings for current employees already present in the HR Banner system and who already exist within a department to which your profile has access are displayed.

Examples:

• William - Is a USD employee and is already has a role within your department. He will appear on the default list.

• Veronica - Is a USD employee but does not have a role within your department. She will not appear on the default list. To find Veronica, you will have to click the Add Profile button and use the search feature on the USD Employee Search Page.

• Bernard - Is a new USD employee and does not have a role within your department. He does not appear on this list. Clicking the Add Profile button and searching for him on the USD Employee Search Page also fails to return a result. This is when you should contact HR at hr@sandiego.edu.

The Filter Results Field can be used at any time with or without other filters. Typing in it returns all entries which contain any of the entered data in sequential order.

For example: Typing in the letter j will return every single entry with the letter j in it. However, typing in jo will not return results without an instance of jo consecutively appearing somewhere in the entry. Filtering for j would return both John and Jessica, but searching for jo would only return John.

To clear the Filter Results Field, remove all text, spaces, or other data within the field, or click the closing "X" that appears when any data is present in the field.

To modify a profile that already exists, find the profile to modify using the steps in the Search for a Profile section above. To delete that profile, click the Delete option. To edit the profile, click Edit.

Clicking Edit displays the entire Profile Editor Page. This page strongly resembles the Profile Creation Page, but contains many more fields for filling out additional information for a profile's biography.

Once all fields are filled out appropriately, click the Submit Button to save the profile changes.