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Our Mission Help Desk Image.

The Office of Alumni/Development Information Systems provides the technology leadership and direction for the Division of Development & Alumni Relations. The office's mission is to acquire, maintain and report current and relevant information about Alumni, Friends, Parents and Organizations. The office maintains access, security and the proper controls to protect the access of our database. Information Systems also manages the technology infrastructure, the Alumni/Development Database including Advance and all technology projects within the Division of Development and Alumni Relations.


What Assistance is Provided?

Hardware Selection, Installation, and Maintenance services:
This service is available for PSU owned equipment and to Division staff whose offices are located in the following buildings:

  • Bank of America Bldg. (Alumni Career Services)
  • Bristol I
  • Hintz Alumni Center
  • Suite 214, 103 Bldg., Innovation Park (Office of Gift Planning)
  • Lion Line Bldg. (Lion Line staff)
  • Rider Bldg. (506, 506A-506E)
  • Old Main

Software Installation and Configuration:
This service is available for PSU owned equipment and to Division staff whose offices are located in the following buildings:

  • Bristol I
  • Hintz Alumni Center
  • Penn Stater
  • Rider Bldg. (506, 506A-506E)
  • Old Main

This applies to the following software applications:

  • Antivirus applications
  • Spyware detection and removal applications
  • MS Windows Operating System
  • MS Office Suite
  • MS Internet Explorer
  • Adobe Acrobat Reader
  • Advance
  • Lotus Notes
  • Utimaco Safeguard Encryption Software

Software Support (including "How To" questions):
This service is available to all Division staff in all office locations for the following software applications:

  • Advance
  • Launchpad (Division of Devlopment & Alumni Relations internal Web Site)
  • Lotus Notes
  • iFiles
  • Document Imaging Application
  • Advance Data Warehouse (available to Division Central Administration staff only)
  • Utimaco Safeguard Encryption Software

IS Services/Project Management:

The Information Systems team manages new and ongoing technology projects that support the Division of Development & Alumni Relations' goals and operations.


Batch Selects & Reporting:

This group provides reports, mailing lists and labels through reports from ACS data.


Information Technology Training:

Hands-on, instructor led training sessions are provided for Advance Web (AWA) and other Alumni/Development database applications. In addition, technology training serivces include technical documentation of system procedures, on-line training and support resources available from the Alumni & Development Information Systems Learning Community site, and support and consulting services for supported software applications.

Question Mark.Questions? View our ADIS Trainings FAQs sheet.

How Do I Request Assistance?

If you need to request a service provided by the Information Systems team, Who should you contact and How?

Requests for Hardware or Software Installation and Maintenance or Software Support, contact the Help Desk:

Through E-Mail:

Incoming Help Desk e-mail is sent to support@ddar.psu.edu. E-mail messages will be answered during Help Desk business hours: 8:00 to 5:00, Monday through Friday.

By Phone:

To reach the Help Desk by phone, dial 814-865-0382. Requests for Help Desk assistance will be answered during Help Desk business hours: 8:00 to 5:00, Monday through Friday. If the phone is not answered, your call will be transferred to the Help Desk voicemail. Voicemail messages are retrieved throughout the day by a Help Desk representative.

Track Help Desk Requests:

Requests for Help Desk assistance are recorded in a database. This not only helps to ensure progress toward a final resolution, but provides a record of all the intermediary steps taken to arrive at a final solution. This database is maintained and queried by Help Desk personnel to facilitate collaboration among staff and to assist them with simillar types of requests that may come in the future.

For questions regarding the status of a specific Help Desk request for assistance, please call the Help Desk phone number at 814-865-0382 or send an e-mail message to support@ddar.psu.edu.


Requests for IS Services/Project Management:

To request an Information Systems project and/or project management services, please click here to complete a new project request form. Please note that this form requires a Lotus Notes, Internet password.


Requests for Reports, Mailing Lists, and Labels, contact the Batch Selects & Reporting Group:

How to Request this service?

Through E-mail: Please send your request to Selects Requests

By Phone: Please call one of the following Batch Selects and Reporting Staff Members:

  • Sharon Bywater at 814-863-4853
  • Lynne Shala at 814-863-4856

Requests for this service must adhere to the following guidelines:

  • Requests must be authorized by the Development Officer or the Alumni Liaison of the College or Department. Written authorization should be sent to the Select Office, 260 Bristol I or via e-mail (see email addresses listed above).
  • Know your criteria
  • Allow 3-5 days for completion of all select output.
  • Output may be sent to the requestor or directly to addressing services.
  • Payment for the select is requested when the individual is notified of the count.

Billing Information:

  • The charge for a list or labels is $15.00 per 1000 names with a $15.00 minimum.
  • Payment can be in the form of an IDCC on IBIS, purchase order, or check with the service organizaiton logo.
  • No personnel checks or cash will be accepted.

Requests for Technology Training and Services:

Training Sessions:

To view scheduled training sessions and to register, visit the training registration site at https://www.lionlink.psu.edu/DDARTS.nsf/ISSessions?OpenForm.

Alumni & Development Information Systems Learning Community Site:

To access supplemental, online training and support resources and to collaborate with your colleagues and peers, visit the Alumni & Development Information Systems Learning Community site at https://wss.psu.edu/psu/adis.

Support and Consulting Services:

Post training support and consulting services are available (for software applications for which there are training sessions provided). Contact Advance Support at support@ddar.psu.edu.

Backups & Data Recovery

Staff Responsibilities:
Division of Alumni & Development staff are responsible for backing up data that resides on their individual PCs/laptops/mobile devices. All important documents should be saved to your personal network drive (drive H:) since this server is backed up nightly.

IS Responsibilities:
Files saved to all network servers are backed up on a nightly basis. This includes staffs' personal network drives ( H:) as well as e-mail residing on the Exchange server. These files and e-mail messages can be recovered in the event of hardware failure or if accidentally deleted.

New Employees Computer Access Process

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Process:
If the position is a Development paid position, the new employee will receive a security packet in the mail from the DDAR Human Resources Coordinator. If the position is not paid by Development, access forms are available from the LaunchPad under Policies & Forms/Forms.

Accounts Needed (Forms provided by Information Systems in security packet)
Once the new employee signs and returns the access forms, the following accounts are created and access is given (this process can take up to two weeks once the forms are returned):

  1. Penn State Access Account *
  2. Network Account / Outlook (Central Unit staff)
  3. Advance Access
  4. LAN (Central Unit staff) – If additional access to folders on the Shared Drive is needed, please contact the ADIS Support Desk (865-0382).
  5. AIS Mainframe Account for eDDS (new employee will receive an email notification)
  6. Lotus Notes (new employee will receive an email with Notes ID File and password)
  7. Launchpad Access
  8. Listservs (new employee will receive an email notification)

The new employee will be sent an e-mail message with instructions on how to schedule an Information Systems orientation session when the above access is complete.

* Penn State Access Account
The new employee can obtain their Penn State Access Id and password by taking their Penn State id+ Card to a Penn State Access Account signature station located at ITS, 101 Computer Building or 2 Willard Building. (The Penn State id+ Card must be obtained at the id+ Office located in 103 HUB-Robeson Center. Their phone number is 865-7590.)  


Additional Access (Additional Approval Required)
The following access is requested by the department and requires the completion of additional forms by the new employee (forms should be sent to Tom Moore at Bristol 1, Suite 260):

___ Additional Mainframe Access – The AIS Access Form is available from the LaunchPad under Policies & Forms / Forms.
___ A/BCOM for ISIS (student system)
___ CCOM for IBIS (financial forms)

___ iFiles and/or Research Reports – Access to iFiles and/or Research Reports can be requested by completing the iFiles/Research Reports Access form. This form is available from the 'Policies & Forms' tab above or from LaunchPad (http://www.launchpad.psu.edu) under Policies & Forms / Forms. The new employee will receive an email notification that their access has been approved.

___ Advance Data Warehouse – Access to the Data Warehouse can be requested by completing the Data Warehouse Access form from the LaunchPad (http://www.launchpad.psu.edu) under Policies & Forms / Forms. The Data Warehouse is available to Central Administration staff only.

___ Enterprise Information System (EIS) – Any DDAR employee can gain access to EIS, available under the Tools & Resources menu of the LaunchPad, by contacting Tracy Bowman (txb14@psu.edu).  AIS will email the new employee when their access is complete.

___ EASIS – Access to EASIS can be requested by the new employee on the EASIS Web site, available under the Tools & Resources menu of the LaunchPad (http://www.launchpad.psu.edu).

___Advane On-Demand Reporting/Crystal Reports
– Licenses to this tool are limited to one employee per Unit or Fund. To determine who is using your Unit's license, please contact our Access & Security Representative, Christa Williams (see contact information below).

___Entity & Other Data Download – Access to this download in Advance requires successful completion of the “Protecting Our Alumni & Donors’ Data” on-line training module (email agrattan@psu.edu to request enrollment). Please note that if you are using a laptop, the Utimaco Encryption software must be installed and configured to encrypt your laptop's hard drive before access to this download may be granted.


Deletions & Transfers

Process :
Please contact Christa Williams when an employee moves between departments or leaves the Division. She will initiate the process to update accounts for employees who move within the Division or will inactivate the accounts of employees who leave. 

Christa Williams
Access and Security Representative
Information Systems
Bristol Place 1, Suite 260
Phone:  814-863-7168
Fax: 814-863-6235
Email:  clh20@psu.edu

Other Helpful LInks:

Launchpad

  • Visit the Division of Development & Alumni Relations Internal Web Site.

Alumni & Development Information Systems Learning Community Site

  • Visit the Alumni & Development Information Systems Learning Community Site.

Penn State's Information Technology Services (ITS) Site

  • View Penn State's Information Technology Services (ITS) site where you can find links for Account Services, Computing Resources, Networking Services, Safe Computing, Training Services, etc.

Penn State's Administrative Information Services (a unit of Information Technology Services)

  • Visit the Penn State's Administrative Information Services (AIS) site where you can find links for Services, Support & Training, AIS News, and more.