DNA Process Instructions – PROD environment

Requirements:

  • You will need to request the following role from your campus CACO:
  • NDU DNA PROCESSING – Inquire/Add/Update access

Inquiry – look-up and audit functions

Once logged into Campus Solutions, navigate to:

Main Menu/NDU Applications/NDU Security/Inquire/NDU DNA Inquiry

Select the search criteria from the drop-down menu.

Enter the search criteria, e.g. EMPLID=0030032 or Dotted Name Authenticator = sammy.student.

The results will display.

If there are multiple results (e.g. searched by Last Name) a list will be displayed and you may choose the specific person you are searching for. Note: If you press enter without entering search criteria, the first 300 records will be displayed. You may use the "Previous in List" and "Next in List" buttons to move through a list of results, or Click "Return to Search" to return to the search screen.

DNA Control - Add/Update/Reserve

It is recommended that you set up your DNA Notifications before making any changes in the DNA. The steps to do that are included at the end of this document.

The same process, ADD, is used to enter a new record to reserve an ID or to change/correct an ID if a person has had a name change or it was misspelled and the dotted identifier needs to be changed.

Once logged in, navigate to:

Main Menu/NDU Applications/NDU Security/Process/NDU DNA Control

You will need the following information to Add a dotted identifier.

  • First Name
  • Last Name
  • EMPLID
  • Does this person need Campus Solutions, Human Resources or both? If an HR record, type of record is needed (i.e. Contingent Worker, Employee, Person of Interest).
  1. Search by EMPLID to verify that the account either does not exist or is incorrect.

Search for the desired dotted identifier to determine availability.

  1. Once you have an available ID, click the "Add a New Value" tab or link at the bottom of the page to proceed.

  1. Enter the ID and click the "Add" button on the next screen.

If you specify an ID that already exists, you will see the following error:

  1. TO assign an ID and create the login on one of the systems:Once you have a unique ID the Edit screen displays, enter the EMPLID and check at least one of the Systems (Campus Solutions or HR or both), then click "Add Profile." (Note: The Anonymous checkbox is set by the FERPA flag and prevents manual changes.) Please verify the ID is spelled correctly and does not contain any leading/trailing spaces and is less than 20 characters.
    (To RESERVE an ID without an EMPLID: Once you have a unique ID the Edit screen displays, click "SAVE."The Status will change from Ready to Reserved. Once the person has an EMPLID go back to this record, click EDIT and enter the EMPLID, you will then need to specify which System a login should be created on.)

You will now see a Create date listed.

  1. Click "Save" to commit the data.

NOTE: The buttons on the lower right portion of the screen (Add and Update Display) return you to the initial NDU DNA Control screen with the Find an Existing Value/Add a New Value options.

If a newID was added due to a name change/misspelling, when you search you should now find multiple accounts. The current ID will have a status of "Active" and previous ID will have a status of "Retired." Note: This retired status is for the DNA, just as in the current DNA system, the "old" ID will be retired in Campus Solutions after 7 days. In the meantime, both IDs will allow access.

Note: If the person has FERPA set in Campus Solutions, you will get the following error:

Return to a previous ID

Need to go back to an old ID (e.g. name change back to maiden name). For example. Samuel Student currently used sammy.student but originally had an ID of samuel.student. He wants to go back to samuel.student.

Search for and select the "old" (retired) ID.

Click Edit.

The Add Profile button now becomes active, check the service(s) the account is on (e.g. Campus Solutions) and then click the "Add Profile" button, then Save. The Status changes from Ready to Active.

The prior account (e.g. sammy.student) now has a status of retired.

Duplicate EMPLIDs

At times, an individual receives multiple EMPLIDs. Occasionally, the dotted identifier associated with the correct EMPLID is not the person's current name. If they would like their dotted identifier to reflect their current name,add a new ID for the person just as you would for someone with a name change. Please note: the dotted identifier associated with the incorrect EMPLID may not be moved to the correct EMPLID. Doing so causes issues and should be avoided, instead Add a new ID with either a middle initial or number at the end.

DNA Notifications

The following email notifications are available.

  • DNA Errors – HR
  • DNA Errors – CS
  • **DNA ID Changes – notification of individual ID changes.
  • CS Batch DNA Errors
  • CS Security Report – same as the "DNA File Sec Rpt"

You probably received the "DNA ID Changes" email from the legacy DNA system. To receive any of these notifications, you will need to configure your account options by going to:

Main Menu/NDU Applications/NDU Security/Process/NDU DNA Notification Options

If not found, enter your EMPLID and click "Add a New Value", then"Add" on the next screen.

On the DNA Notifications screen, select your Email address by clicking on the magnification glass and check the notifications you wish to receive. Click "Save."