MIV Version 3 (V3)

Owned by Joyce Johnstone
Last updated: Jan 19, 2010Version comment
12 min read
MIV Version 3 (v3)

Version 3 Improvements

The updated version of MyInfoVault is now available for use.

The MyInfoVault Web site was redesigned and technical improvements were applied in Versions 2 (data entry and dossier creation upgrade), Version 2.1 (CV and NIH Biosketch creation upgrade), Version 2.2 (addition of Data Imports) and Version 2.3 (document uploads for letters). These upgrades have greatly improved the processes for adding data into the system so that a dossier can be easily created.

Version 3 addresses improvements to the workflow and role management processes. In MIV, the term "Workflow" represents the steps a dossier takes when routed for processing. "Role Management" represents the access and control of the dossier that users are granted (or denied) while it is being routed through the workflow process.

The upgrade improved workflow and role management by re-writing the existing functions. No new functionality was added. However, as in the previous upgrades, the existing functionality has been redesigned and improved so that the workflow and role management features perform consistently, are more secure, and are easy to use. MyInfoVault Version 3 is compatible with campus supported browsers - Internet Explorer 7, Internet Explorer 8, and Firefox 3 for PC and Safari 4 and Firefox 3 for Mac.

The following prototypes and requirements identify the scope of work for v3 Workflow and Role Management. It identifies the high-level features that have been included.

View Version 3 (v3) Upgrade Complete Announcement

Contact Information:
Joyce Johnstone, jmjohnstone@ucdavis.edu or Debbie Lauriano dalauriano@ucdavis.edu

What does the new MyInfoVault v3 look like?

Prototypes

MIV Access Prototype
Select a User's Account Prototype
My Account Prototype
Manage Users Prototype
PDF Upload Utility Prototype
View My Dossier Status Prototype
Send Dossier To My Dept. Prototype
Manage Open Actions Prototype

Recommended Action Forms (Redelegated and Non-Redelegated) Prototype
Recommended Action Form: Redelegated
Recommended Action Form: Non-Redelegated
Joint Appointment Dean's Recommendation
Vice Provost's Final Decision
Candidate's Disclosure Certificate Form Prototype
Candidate's Disclosure Certificate Form
Reviewing Dossiers (and Assigning Reviewers) Prototype
Electronic Signatures (Disclosure Certificate/Dean's Final Decision/Vice Provost's Final Decision) Prototype
View MIV Users Report Prototype

How does the new MyInfoVault v3 work?

Requirements

MIV Work Flow Process
v3 Workflow and Role Management Functional Requirement (Last updated: 12/3/09)

MyInfoVault v3 includes the following functionality

DESIGN IMPROVEMENTS

  • Compatible with Internet Explorer 7, Internet Explorer 8, and Firefox 3 for the PC.
  • Compatible with Safari 4 and Firefox 3 for the Mac.
  • Help text, Contact Us information, Select a User's Account, and Manage Users features available on all pages.
  • Browser screen size adjustable to different monitor sizes.
  • "Breadcrumbs" (similar to sitemap/last visited links) available on all pages.
  • Improved menu navigation and naming conventions.
  • ALL features are available from the top navigation menu.
  • Improved design, navigation and usability for main page and managing open actions.
  • Improved workload efficiency (many pages consolidated into one).

TECHNICAL IMPROVEMENTS

  • Coding practices that comply with standards and other tools.
  • Improved database organization and structure.
  • Streamlined code base to ease troubleshooting
  • Reduced use of duplicated code for like functions.
  • Ease of coding for future improvements.
  • Separation of the business rules from the presentation logic.
  • Use of central workflow service.
  • Improved error logs.

FUNCTIONAL IMPROVEMENTS

MIV Main Page

  • Custom MIV Main page for all roles (formerly Levels 1 - 4).
  • Processes that need to be completed (i.e., dossiers to review or documents to sign) are indicated by links followed by red numbers in parentheses to show how many.
  • All functionality on the MIV Main page is accessible from the top navigation menu on every MIV page.
  • If a user tries to access functionality from the top navigation menu that they do not have permission for, an "Access Denied" page will be displayed indicating that they do not have permission to view the content.

Managing Users

  • "Manage Users" link will be available above the top navigation menu on every MIV page for all roles except Candidates and Department Helpers.
  • This page replaces the former "Add a New User" and "Edit My Account" pages.
  • Managing Users includes Add/Edit/Deactivate/Reactivate a User Account (all Administrators have access) and Managing Dean's Siganture Authorization (MIV Administrators access only).
  • When a user selects another user's account to Manage they become a "proxy" user that views MIV with the role and access limitations of the selected user.

My Account

  • "My Account" link will be available above the top navigation menu on every MIV page for all roles.
  • My Account page displays the user's "Name," "Email," "Role," Primary and Joint appointment "School/College - Department(s)."
  • "Name" and "Email" will be populated/updated from UC Davis online directory information when a new user is added to MIV.
  • All available UC Davis/UCDHS "Email" addresses will be presented and any one can be selected. The "Email" field selection can be edited by any role.
  • Roles and School/College - Department(s) are assigned when a new user is added to MIV. Users cannot edit their own role or School/College - Department(s).

Selecting a User's Account

  • "Select A User's Account" link will be available below the top navigation menu on every MIV page for all roles except Candidate and Department Helpers.
  • This feature will replace the former "Select Candidate Account" feature.
  • The page will display the following search options based on a user's role (School/College Admin, or Dept Admin) by:
    • Name
    • Last Name starting with (choose a letter)
    • Department (Department and School/College Admin only)
    • School/College(School/College and MIV Admin only)
  • All search results display on the results page. "Next 100 Records" buttons will not be displayed.
  • Search results can display (depending on the search criteria selected) some MIV Users, all MIV Users, specific or all department MIV Users or school/college MIV Users.
  • Search results are limited to the user's role:
    • Dept. Admin. - All results for a user's own department (no other departments).
    • School/College Admin. - All results for a user's school/college and school/college's departments only (no other school/college or school/college's departments).
  • Select a MIV User name link on the results page to select ("Proxy") that user's account.

PDF Uploads

  • "PDF Upload" link will be available for all roles.
  • This page will replace the former "MIV Online Upload Utility" page.
  • "PDF Upload" link will be available for all data entry preview pages currently supporting PDF uploads.
  • All letters will be added as PDF uploads. Data entry form templates are no longer available.
  • A custom file name can be added as a file display name for all PDF uploads.
  • Custom file names cannot be edited after they have been added. To edit the custom file name users must delete and add the letter again.
  • Only PDF files can be uploaded. PDF file size limit is 10MB.
  • If more than one PDF can be uploaded per data entry category, each will appear in the order specified by the "Resequencing Rules."
  • PDF documents cannot be added if the maximum document limit has been reached for the document type.
  • "Year" does not display in the preview for letters PDF uploads, but the "Year" does display in the preview for data entry PDF uploads.
  • Users are only able to view PDF uploads if their role and access privileges allow it.

Sending Dossier to My Dept

  • "Send Dossier To My Dept." page will be available in the top navigation menu of every MIV page and the MIV Main page for Candidates.
  • This page will replace the former "Finalize My Packet" and "Send Packet To My Dept." pages.
  • All MIV Roles can view the "Send Dossier To My Dept." page.
  • The dossier can be sent directly to the department without having to "finalize" it.
  • A preview of the dossier is provided so that the user can verify that the dossier is the most up-to-date version.
  • A custom description (action type and effective date) of the dossier is required.

View My Dossier Status

  • "View My Dossier Status" link will be available in the top navigation menu of every MIV page for all roles.
  • This page will replace the former "View My Packet Status" page.
  • "View My Dossier Status" page will display the same information for all roles: Dossier status.
  • Dossier "status" is always "In Progress" or "Completed."
  • Documents/processes are identified as "Required" or "Optional."
  • Individual dossier documents cannot be reviewed. A "Dossier Snapshot" must be accessed to view dossier documents while the dossier is still en route.

Managing Redelegated and Non-Redelegated Open Actions (Primary and Joint Appointments)

  • "Manage Open Actions" link will be available in the top navigation menu on every MIV page for all roles except Candidate and Department Helper.
  • This page will replace the former "Merit/Promotion/Appraisal Packets" page.
  • Admins search and select for candidates to manage their open actions. Search functions the same as searching to "Select A User's Account."
  • Users select an MIV user's name to manage their open action.
  • Users cannot select their own dossier to manage.
  • Manage open actions search results will include "Primary" and "Joint" appointment actions if applicable.
  • "Review all documents in this packet," "Combine all documents into one file for submission," adding, editing and deleting documents/letters are all available via one page.
  • "Create Letter" button is no longer required.
  • All "Required" and "Optional" documents/processes are identified.
  • Primary Department can view Joint Department documents but not edit them.
  • Joint Department can edit joint appointment documents only.
  • Joint Department cannot view Primary Department documents.
  • Primary School/College can view Joint School/College documents but not edit them.
  • Joint School/College can edit joint appointment documents only.
  • Joint School/College cannot view Primary School/College documents.
  • Only the Primary Department or Primary School/College can return dossiers for edits/corrections.
  • Only Primary Department can send dossiers to the School/College.
  • Only Primary School/College can send dossiers to the Vice Provost's Office.

Recommended Action Forms

  • "Recommended Action Forms" page will be available via the "Manage Open Actions > Open Action" page for Redelegated and Non-Redelegated actions at the Primary Department and Primary School/College locations.
  • This page will replace the former "Department Recommended Action" page.
  • Delegated authority (Redelegated or Non-Redelegated) can be changed by the Primary Department or Primary School/College.
  • Once added, the form appears as a PDF document via the "View RAF" link.
  • "Delegation Authority" is pre-populated based on the "Send Dossier To My Dept." "Action" type selected: Merit or Promotion, but can be edited.
  • "Recommended Action Form: Redelegated" form displays if the "Delegation Authority: Action Type" selected is "Redelegated: Merit."
  • "Recommended Action Form: Non-Redelegated" form displays if the "Delegation Authority: Action Type" selected is "Non-Redelegated: Merit" or "Non-redelegated: Promotion."
  • "Dean's Final Decision" and "Joint Appointment Dean's Recommendation" are added to the "Recommended Action Form: Redelegated" after the Dean's sign.
  • "Vice Provost's Final Decision" is added to the "Recommended Action Form: Non-Redelegated" after the Vice Provost signs.

Candidate's Disclosure Certificate Form

  • "Candidate's Disclosure Certificate Form" be available via the "Manage Open Actions > Open Action" page for Redelegated and Non-Redelegated actions at the Department and Joint Department locations.
  • This page will replace the former "Candidate's Disclosure Statement" page.
  • Once added, the form will appear as a PDF document via the "View Disclosure Certificate" link.
  • "Candidate's Disclosure Certificate" is mostly pre-populated based on the Candidate's account information and the "Recommended Action Form" data entered.
  • Candidate's Disclosure Certificate" must be sent (emailed) to the Candidate for signature if it and the contents of the dossier have been altered.
  • An email notification alerts Candidates that their Disclosure Certificate is available for review.
  • Email notifications will not contain dossier documents, letters or signature numbers.
  • Email notifications can be cc'ed to more than one email address.
  • More than one email address can be Cc'ed.
  • Only the Candidate can sign their Disclosure Certificate - no other user can sign on behalf of the Candidate.
  • Unlimited Disclosure Certificates can be edited by Administrators and signed by the Candidate.
  • MIV stores all versions of Disclosure Certificates, but only displays the most recent signed form.

Assigning Dossiers for Review

  • "Assign Reviewers" link will be available in the top navigation menu of every MIV page, the MIV Main page and the Open Action pages for all roles except Candidate and Department Helper.
  • This page will replace the former "Assign Packet Reviewers" page.
  • Reviewers can be assigend to dossiers directly from the "Manage Open Action > Open Action" page.
  • The Reviewing Dossier process is optional. If the review period is never opened, the dossier can route successfully to the next location.
  • Administrators can only add dossier reviewers that have the same or lower level MIV Role than they have themselves, but they can view all assigned reviewers (even those having a higher MIV Role).
  • Cross-Department or cross-School/College reviewers can be added by Administrators having a higher MIV Role than the location of the dossier. For example, School/College Adminstrators can add cross-Department reviewers for Departments in their School/College. MIV Administrators can add any cross-School/College or Cross-Department reviewers.
  • Reviewers can be assigned at the Department, School/College and Vice Provost locations.
  • Available reviewers are listed according to the candidate's School/College - Department and review location (Department, School/College, Central Review Committee).
  • "Check All" and "Clear All" links are available to either check or uncheck all "Assign Reviewer" checkboxes.
  • Reviewers can be assigned/unassigned at any time (before, during or after the Review period is opened).
  • Dossiers will not appear on the "Assign Dossier Reviewers" list after they are sent to the next routing location. For example, when a dossier is sent to the School/College it no longer appears on the Department's "Assign Dossier Reviewers" list.
  • Joint Appointments have their own reviews that are managed separately from primary appointment reviews, but they may occur at the same time as the primary appointment reviews.
  • Reviewers do not have to be removed from the "Assign Dossier Reviewers" list. Reviewers are not be able to view a dossier once the Review period has been closed or the dossier is returned or routed to the next location.

Reviewing Dossiers

  • "Review Other Candidate's Dossiers" link will be available in the top navigation menu of every MIV page for all roles.
  • This page will replace the former "Review Packets" page.
  • This page displays all dossiers that have been assigned for review. A user can only view the dossiers that have been assigned to him/her.
  • Documents in the dossier will appear based on the reviewer's MIV Role/Access.
  • Reviewers can review dossiers located at all review locations (Department, School/College, CRC only if assigned at this location) from this page.
  • Reviewers see all documents based on the location of the dossier (Department, School/College or CRC only if assigned at this location) from this page.
  • Reviewers can view the Candidate's dossier as "One PDF File" or "Individual PDF Files."
  • Reviewers see Non-Redacted Letters.
  • When the Candidate's review has been completed and the review period is closed, the Assigned Reviewers are automatically removed and the dossier no longer appears in the "Review Other Candidate's Dossier" page.
  • Dossiers remain available for review until the review period is closed, the dossier is returned for corrections or the dossier is routed to the next location.

Electronic Signatures
Candidate

  • Electronic Signature no longer requires a "signature number" to be entered in MIV as user authentication.
  • "Sign My Disclosure Certificate" page will replace the former "Packet Menu > Signature request from (Department)" link.
  • All MIV Roles can view the Candidate's Disclosure Certificate.
  • "Sign My Disclosure Certificate List" page will list all available Disclosure Certificates that need to be signed (Primary and Joint Appointments).
  • An email notification alerts Candidates that their Disclosure Certificate is available for review and signature.
  • Email notifications will not contain dossier documents, letters or signature numbers.
  • A Candidate's Disclosure Certificate can only be signed by the Candidate for each appointment (one primary and up to four joint appointments).
  • Only the Candidate can sign their Disclosure Certificate - no other user can sign on behalf of the Candidate.

Dean

  • "Dean's Final Decision" or "Dean's Recommendation" pages will replace the former "Dean's final decision and signature" link from the packet menu.
  • Only School/College Administrators and MIV Administrators can manage or view the "Dean's Final Decision (or Recommendation)" page.
  • Dean's will now be able to electronically sign their "Recommendation."
  • Only the Dean can sign his/her "Final Decision" or "Recommendation" - no other user can sign on behalf of the Dean.
  • More than one user can have Dean's signature authorization per School/College.

VP

  • Vice Provost can electronically sign dossier.

View MIV Users

  • "View MIV Users" link will be available will be available in the top navigation menu of every MIV page for all roles except Candidate and Department Helper.
    This page will replace the former "Member List" and "Member List By Selected Dept." pages.
  • Deactivated users are not included in the report.
  • All columns can be sorted in ascending or decending order.
  • Unlimited custom reports can be created based on search criteria selected.
  • The page will display the following search options based on a user's role (School/College Admin, or Dept Admin) by:
    • Name
    • Last Name starting with (choose a letter)
    • Department
    • School/College
  • All search results display on the results page. "Next 100 Records" buttons will not be displayed.
  • Search results are limited to the user's role:
    • Dept. Admin. - All results for a user's own department (no other departments).
    • School/College Admin. - All results for a user's school/college and school/college's departments only (no other school/college or school/college's departments).

v3 also includes the following enhancements

Note: MIV-### is the assigned issue number for the enhancement.

PDF Upload Error/Warning for Partial File Names
MIV-54 - Add error or warning is issued when partial file names are entered into file upload utility. This enhancement will be included with Workflow/Role Management.

Architecture
MIV-277 - Need to remove School sort for levels that don't need it. This enhancement will be included with Workflow/Role Management.

Sort Order for Vice Provost Status
MIV-110 - Sort packets by Vice Provost status. This enhancement will be included with Workflow/Role Management.

Delete (deactivate) Users
MIV-122 - Need mechanism to delete users who leave UCD (both packets and access). This enhancement will be included with V3.1 Workflow/Role Management.

Level 2 Changes
MIV-137 - Allow level 2's to assign other level 2's. This enhancement will be included with Workflow/Role Management.

Department Archive
MIV-164 - Department-level packet archive. This enhancement will be included with Workflow/Role Management.

Delete Old Packets from Reviewers List
MIV-204 - Delete old packets from Packet Reviewers List. This enhancement will be included with Workflow/Role Management.