Resource Center - Datatel Colleague

Datatel Colleague

Central Information Services Mission Statement Datatel Colleague Team Mission, Services and Expectations Mission Statement: The Central Information Services Team provides technical support for the Colleague (Student System, Financials and Alumni Fund Raising) and Kronos (Human Resources and Payroll) systems, and makes the information in those systems available to college constituents as appropriate. Through these services, the CIS Team helps the college operate in an efficient manner. Services: • Analysis of college business practices • Implementation of new processes and office workflow • Application problem solving • Application software development and support • Daily operational support • Training • Upgrade and maintenance to the administrative system hardware and software • Consulting services for the support of external system interfaces such as TMA, Blackboard Learn, Blackboard Transact, BlackboardConnect, NSLC, etc... • Login and password assignment as well as establishment and maintenance of UniData (database), Colleague and Kronos Success Measures: • Formal feedback from clients on a periodic basis. One example would be a questionnaire or survey, distributed at to-be-determined intervals to those using the services of the team. • Informal feedback from clients. Examples would be individual conversations, phone calls, written "thank-you" notes or follow-up complaints. • Self-Evaluation at the completion of a task or project. • Degree of project completion in line with the pre-determined project plan or other written or verbal commitment. • Amount of "pro-active" support given to clients.
Colleague and Colleague Advancement Support Datatel Colleague Colleague and Colleague Advancement Support Colleague and Colleague Advancement User Access Information: Department Security Manager Information Administrative Information Systems Security Policy & Procedures Administrative Account Request Form Colleague and Colleague Advancement Usage Tips: Tip # 1 - Using the @ Symbol for Last Record Retrieval Tip # 2 - Using = to Tell Colleague to do it Your Way Tip # 3 - Adding Leading Zeroes to Datatel-Generated EXCEL Spreadsheets Central Information Services Team Datatel Inc.'s Colleague software is used to support the student and financial information offices of the College. The Central Information Services Team provides work flow analysis, design and implementation of new processes and continuing maintenance of the existing application software. The Members of the Central Information Services Team are: Marty Sweeney Director, Central Information Services msweeney@hamilton.edu x4164 Linda Lacelle Systems Analyst/Administrator llacelle@hamilton.edu x4994 Kathy Kwasniewski Systems Analyst kkwasnie@hamilton.edu x4172 Geoff Pashley Programmer / Analyst gpashley@hamilton.edu x4163 Mary Fiore Programmer / Analyst mfiore@hamilton.edu x4990 Colleague Advancement Datatel Inc.'s Colleague Advancement software is used to support the alumni and fund raising information offices of the College. For questions about the Colleague Advancement software, please contact: Loren Corbin Director of Information Services / Database Administrator Office of Communications and Development lcorbin@hamilton.edu x4633 John Drew Systems Analyst Office of Communications and Development jdrew@hamilton.edu x4674
Department Security Manager Information Datatel Colleague The role of the Department Security Manager (DSM) is to coordinate and approve all access to the administrative system (Colleague) for the users in their respective areas. It is the responsibility of the DSM to insure that new employees read and sign the Administrative Information Systems Security Policy and Procedures document. The signed last page of this document should be returned to the Central Information Services Team - Information Technology Services - 3rd Floor of Burke Library. The DSM should also request the appropriate access for the employee using the Administrative Account Request Form. Department Responsible Area(s) Department Security Manager Business Office General Ledger Shari Whiting Accounts Payable Andrea Brown (Alternate) Purchasing Erika Mumford (Alternate) Accounts Receivable Cash Receipts Budgets Investments Registrar Student Records Kristin Friedel Registration Dean of Students Dean of Faculty Other College offices using student data C&D Alumni Records Loren Corbin Gift Processing John Drew (Alternate) Admission Admission Data Sue Donegan Financial Aid Financial Aid Data Melissa Rose Human Resources Human Resource Data Steve Stemkoski Mike Thayer (Alternate) Residence Life Housing / Meal Plan Data Travis Hill Jean Burke (Alternate) ITS Administrative Access Linda Lacelle Marty Sweeney (Alternate)
Ellucian (Datatel) Colleague User Accounts Datatel Colleague Colleague and Colleague Advancement User Access Information: Security access for Colleague user accounts should be requested through the Department Security Manager (DSM) for the employee's area. The employee should read the Administrative Systems Security Policy & Procedures document, and print the last page to sign and submit to Marty Sweeney, ITS, Burke Library. Department Security Manager Information Administrative Information Systems Security Policy & Procedures Administrative Account Request Form
SLCR - Savedlist Creation Datatel Colleague Alternate Terms: Savedlist, saved list, colon prompt, savelist
Tip # 1 - Using the @ Symbol for Last Record Retrieval Datatel Colleague Tip #1 Whenever you've done maintenance on a record and want to bring up the last record you worked on (even on a different form), simply enter: @ (Get the @ Symbol by pressing Shift 2) at the Person Lookup prompt, then press: Enter
Tip # 2 - Using = to Tell Colleague to do it Your Way Datatel Colleague Tip #2 Have you ever entered data into Colleague and had the system change what you typed into upper or lower case? Colleague tries to be helpful, but sometimes that is not the way you want that particular name or piece of data to look! This happens most frequently with names, addresses and code descriptions. If you enter the equals sign immediately followed by your desired text (without a space between them), Colleague will not attempt to change what you typed. For example, if you want Colleague to leave the last name VanSpike alone (instead of changing it to Vanspike - with a lower-case "s") you would enter: =VanSpike directly into the last name field.
Tip # 3 - Adding Leading Zeros to Datatel-Generated EXCEL Spreadsheets Datatel Colleague Tip #3 Have you ever used the EXCEL command in Colleague and been frustrated when it drops "leading zeros" from columns of numbers, such as Colleague ID's? In other words, instead of a seven digit Colleague ID like 0145672, you'd see one like 145672 (Note that the "leading zero" has been dropped). Luckily, there's a simple fix for this problem. Once you generate your spreadsheet, follow these steps: Highlight the column of numbers to be fixed by moving your curser over the column letter at the very top of the column. For example, if you want to highlight the first column on the left, you'd move your curser over the letter "A" at the top of that column. As soon as you do this, you'll see a small downward-facing arrow appear. Click once on the column to highlight it. When the column is highlighted, it will turn blue. From the Format dropdown menu, choose Cells (first choice at the top). In the Format Cells window, choose the Number tab (first on the left, along the top – should already be the default choice). Under the word "Category:" (on the left), there is a dropdown list of choices. Choose Custom (last choice at the bottom). Beneath the word "Type:" (on the right), there is a single-line text box. Directly beneath that is a dropdown list of various choices. The single-line text box will initially have the word "General" in it. Note that the word "General" is also the first item listed in the dropdown list. Double-click on the single-line text box to highlight it. Use your backspace key to remove the word "General" from the single-line text box. If the numbers you are trying to fix are, for example, Colleague ID's, then they all need to uniformly consist of seven digits. Many of the older Colleague ID's on our system contain one or more "leading zeros," as shown in the example above. So in this example, enter 0000000 (seven zeros) into the single-line text box (where you previously removed the word "General"). Click the OK button at the bottom of the Format Cells window. All of your Colleague ID's will now have seven digits, with leading zeros where appropriate. Be sure to save your spreadsheet.

Ellucian Colleague

Central Information Services Mission Statement Ellucian Colleague Team Mission, Services and Expectations Mission Statement: The Central Information Services Team provides technical support for the Colleague (Student System, Financials and Alumni Fund Raising) and Kronos (Human Resources and Payroll) systems, and makes the information in those systems available to college constituents as appropriate. Through these services, the CIS Team helps the college operate in an efficient manner. Services: • Analysis of college business practices • Implementation of new processes and office workflow • Application problem solving • Application software development and support • Daily operational support • Training • Upgrade and maintenance to the administrative system hardware and software • Consulting services for the support of external system interfaces such as TMA, Blackboard Learn, Blackboard Transact, BlackboardConnect, NSLC, etc... • Login and password assignment as well as establishment and maintenance of UniData (database), Colleague and Kronos Success Measures: • Formal feedback from clients on a periodic basis. One example would be a questionnaire or survey, distributed at to-be-determined intervals to those using the services of the team. • Informal feedback from clients. Examples would be individual conversations, phone calls, written "thank-you" notes or follow-up complaints. • Self-Evaluation at the completion of a task or project. • Degree of project completion in line with the pre-determined project plan or other written or verbal commitment. • Amount of "pro-active" support given to clients.
Colleague and Colleague Advancement Support Ellucian Colleague Colleague and Colleague Advancement Support Colleague and Colleague Advancement User Access Information: Department Security Manager Information Administrative Information Systems Security Policy & Procedures Administrative Account Request Form Colleague and Colleague Advancement Usage Tips: Tip # 1 - Using the @ Symbol for Last Record Retrieval Tip # 2 - Using = to Tell Colleague to do it Your Way Tip # 3 - Adding Leading Zeroes to Datatel-Generated EXCEL Spreadsheets Central Information Services Team Datatel Inc.'s Colleague software is used to support the student and financial information offices of the College. The Central Information Services Team provides work flow analysis, design and implementation of new processes and continuing maintenance of the existing application software. The Members of the Central Information Services Team are: Marty Sweeney Director, Central Information Services msweeney@hamilton.edu x4164 Linda Lacelle Systems Analyst/Administrator llacelle@hamilton.edu x4994 Kathy Kwasniewski Systems Analyst kkwasnie@hamilton.edu x4172 Geoff Pashley Programmer / Analyst gpashley@hamilton.edu x4163 Mary Fiore Programmer / Analyst mfiore@hamilton.edu x4990 Colleague Advancement Datatel Inc.'s Colleague Advancement software is used to support the alumni and fund raising information offices of the College. For questions about the Colleague Advancement software, please contact: Loren Corbin Director of Information Services / Database Administrator Office of Communications and Development lcorbin@hamilton.edu x4633 John Drew Systems Analyst Office of Communications and Development jdrew@hamilton.edu x4674
Department Security Manager Information Ellucian Colleague The role of the Department Security Manager (DSM) is to coordinate and approve all access to the administrative system (Colleague) for the users in their respective areas. It is the responsibility of the DSM to insure that new employees read and sign the Administrative Information Systems Security Policy and Procedures document. The signed last page of this document should be returned to the Central Information Services Team - Information Technology Services - 3rd Floor of Burke Library. The DSM should also request the appropriate access for the employee using the Administrative Account Request Form. Department Responsible Area(s) Department Security Manager Business Office General Ledger Shari Whiting Accounts Payable Andrea Brown (Alternate) Purchasing Erika Mumford (Alternate) Accounts Receivable Cash Receipts Budgets Investments Registrar Student Records Kristin Friedel Registration Dean of Students Dean of Faculty Other College offices using student data C&D Alumni Records Loren Corbin Gift Processing John Drew (Alternate) Admission Admission Data Sue Donegan Financial Aid Financial Aid Data Melissa Rose Human Resources Human Resource Data Steve Stemkoski Mike Thayer (Alternate) Residence Life Housing / Meal Plan Data Travis Hill Jean Burke (Alternate) ITS Administrative Access Linda Lacelle Marty Sweeney (Alternate)
Ellucian (Datatel) Colleague User Accounts Ellucian Colleague Colleague and Colleague Advancement User Access Information: Security access for Colleague user accounts should be requested through the Department Security Manager (DSM) for the employee's area. The employee should read the Administrative Systems Security Policy & Procedures document, and print the last page to sign and submit to Marty Sweeney, ITS, Burke Library. Department Security Manager Information Administrative Information Systems Security Policy & Procedures Administrative Account Request Form
SLCR - Savedlist Creation Ellucian Colleague Alternate Terms: Savedlist, saved list, colon prompt, savelist
Tip # 1 - Using the @ Symbol for Last Record Retrieval Ellucian Colleague Tip #1 Whenever you've done maintenance on a record and want to bring up the last record you worked on (even on a different form), simply enter: @ (Get the @ Symbol by pressing Shift 2) at the Person Lookup prompt, then press: Enter
Tip # 2 - Using = to Tell Colleague to do it Your Way Ellucian Colleague Tip #2 Have you ever entered data into Colleague and had the system change what you typed into upper or lower case? Colleague tries to be helpful, but sometimes that is not the way you want that particular name or piece of data to look! This happens most frequently with names, addresses and code descriptions. If you enter the equals sign immediately followed by your desired text (without a space between them), Colleague will not attempt to change what you typed. For example, if you want Colleague to leave the last name VanSpike alone (instead of changing it to Vanspike - with a lower-case "s") you would enter: =VanSpike directly into the last name field.
Tip # 3 - Adding Leading Zeros to Datatel-Generated EXCEL Spreadsheets Ellucian Colleague Tip #3 Have you ever used the EXCEL command in Colleague and been frustrated when it drops "leading zeros" from columns of numbers, such as Colleague ID's? In other words, instead of a seven digit Colleague ID like 0145672, you'd see one like 145672 (Note that the "leading zero" has been dropped). Luckily, there's a simple fix for this problem. Once you generate your spreadsheet, follow these steps: Highlight the column of numbers to be fixed by moving your curser over the column letter at the very top of the column. For example, if you want to highlight the first column on the left, you'd move your curser over the letter "A" at the top of that column. As soon as you do this, you'll see a small downward-facing arrow appear. Click once on the column to highlight it. When the column is highlighted, it will turn blue. From the Format dropdown menu, choose Cells (first choice at the top). In the Format Cells window, choose the Number tab (first on the left, along the top – should already be the default choice). Under the word "Category:" (on the left), there is a dropdown list of choices. Choose Custom (last choice at the bottom). Beneath the word "Type:" (on the right), there is a single-line text box. Directly beneath that is a dropdown list of various choices. The single-line text box will initially have the word "General" in it. Note that the word "General" is also the first item listed in the dropdown list. Double-click on the single-line text box to highlight it. Use your backspace key to remove the word "General" from the single-line text box. If the numbers you are trying to fix are, for example, Colleague ID's, then they all need to uniformly consist of seven digits. Many of the older Colleague ID's on our system contain one or more "leading zeros," as shown in the example above. So in this example, enter 0000000 (seven zeros) into the single-line text box (where you previously removed the word "General"). Click the OK button at the bottom of the Format Cells window. All of your Colleague ID's will now have seven digits, with leading zeros where appropriate. Be sure to save your spreadsheet.

Tips

Tip # 1 - Using the @ Symbol for Last Record Retrieval Tips Tip #1 Whenever you've done maintenance on a record and want to bring up the last record you worked on (even on a different form), simply enter: @ (Get the @ Symbol by pressing Shift 2) at the Person Lookup prompt, then press: Enter
Tip # 2 - Using = to Tell Colleague to do it Your Way Tips Tip #2 Have you ever entered data into Colleague and had the system change what you typed into upper or lower case? Colleague tries to be helpful, but sometimes that is not the way you want that particular name or piece of data to look! This happens most frequently with names, addresses and code descriptions. If you enter the equals sign immediately followed by your desired text (without a space between them), Colleague will not attempt to change what you typed. For example, if you want Colleague to leave the last name VanSpike alone (instead of changing it to Vanspike - with a lower-case "s") you would enter: =VanSpike directly into the last name field.
Tip # 3 - Adding Leading Zeros to Datatel-Generated EXCEL Spreadsheets Tips Tip #3 Have you ever used the EXCEL command in Colleague and been frustrated when it drops "leading zeros" from columns of numbers, such as Colleague ID's? In other words, instead of a seven digit Colleague ID like 0145672, you'd see one like 145672 (Note that the "leading zero" has been dropped). Luckily, there's a simple fix for this problem. Once you generate your spreadsheet, follow these steps: Highlight the column of numbers to be fixed by moving your curser over the column letter at the very top of the column. For example, if you want to highlight the first column on the left, you'd move your curser over the letter "A" at the top of that column. As soon as you do this, you'll see a small downward-facing arrow appear. Click once on the column to highlight it. When the column is highlighted, it will turn blue. From the Format dropdown menu, choose Cells (first choice at the top). In the Format Cells window, choose the Number tab (first on the left, along the top – should already be the default choice). Under the word "Category:" (on the left), there is a dropdown list of choices. Choose Custom (last choice at the bottom). Beneath the word "Type:" (on the right), there is a single-line text box. Directly beneath that is a dropdown list of various choices. The single-line text box will initially have the word "General" in it. Note that the word "General" is also the first item listed in the dropdown list. Double-click on the single-line text box to highlight it. Use your backspace key to remove the word "General" from the single-line text box. If the numbers you are trying to fix are, for example, Colleague ID's, then they all need to uniformly consist of seven digits. Many of the older Colleague ID's on our system contain one or more "leading zeros," as shown in the example above. So in this example, enter 0000000 (seven zeros) into the single-line text box (where you previously removed the word "General"). Click the OK button at the bottom of the Format Cells window. All of your Colleague ID's will now have seven digits, with leading zeros where appropriate. Be sure to save your spreadsheet.

User Accounts

Ellucian (Datatel) Colleague User Accounts User Accounts Colleague and Colleague Advancement User Access Information: Security access for Colleague user accounts should be requested through the Department Security Manager (DSM) for the employee's area. The employee should read the Administrative Systems Security Policy & Procedures document, and print the last page to sign and submit to Marty Sweeney, ITS, Burke Library. Department Security Manager Information Administrative Information Systems Security Policy & Procedures Administrative Account Request Form

Datatel Colleague

Available Resources