How to Batch Update a Data Field in Colleague

Batch Updating a Colleague Data Field

Here is the process that we follow:

  1. Before you reach out to IT:
    1. Identify your business need to have a data field bulk updated by ITAS
    2. Know the field name and mnemonic (the form you see this field on) that needs to have this update
    3. What is the current value in the field and what would you like it replaced with
    4. Know the record set that needs to be updated (ex: all Fall 2023 deposited UG applicants who have not withdrawn their deposit and do not have a current freshman or transfer cohort value)
    5. Know your timeline for this to occur (remember that at least 2 weeks are needed to prepare and test)
  2. Open a ticket with Administrative IT
    1. Include all of the information gathered in step 1 
    2. Add in any supporting information
  3. The System Analyst will review the request to confirm that it can be done
  4. The System Analyst will assess the resources available to complete the request and provide an estimated timeline
  5. The request will be processed in a test environment
  6. The results will need to be reviewed by the requestor to confirm the update worked as anticipated
  7. Once email approval has been provided, the update will be performed in the production environment
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