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Colleague SQL Migration Project Last update: July 08, 2018

The Office of Information Technology has completed the migration to SQL. All of the affected systems are now available. If you encounter any issues please feel free to submit a Help Desk ticket by emailing helpdesk@american.edu.

If you have any questions or you would like further information about the outage, please contact the OIT Help Desk at 202-885-2550, helpdesk@american.edu or via https://help.american.edu.

Work has been underway for almost three years, with parallel focus on modernizing applications and infrastructure. Many of the older custom applications have been migrated to newer platforms such as CRM (Recruit, Advance, Advise), Self-Service and other third party products. The application modernization work is now complete and we are focused on migrating all parts of the Colleague infrastructure (database, server) to leverage SQL Server. Among other benefits, SQL Server will improve the data recovery capabilities of Colleague, in the event of a disaster that impacts continuity of business operations.

Please check this page regularly to get the most recent information about the availability of the affected systems during this transition. If you have any questions please email, helpdesk@american.edu.

More detailed information on how this system outage affects each AU constituency can be found below.

If you are an applicant at American University, the following systems will be unavailable from Tuesday, July 3, 2018 at 2 PM, until the morning of Monday, July 9, 2018:

  • Access to myAU Portal
  • Undergraduate Deposit Payment (Student Finance) applications will not be available. Undergraduate Deposits can be submitted manually by calling Office of Enrollment at (202) 885-6017.
  • Graduate Deposit Payments (Student Finance). Contact your school for more information on deposit payments or with any other questions you may have:
  • All Financial Aid related applications will not be available.

If you are a student at American University, the following systems will be unavailable from Tuesday, July 3, 2018 at 2 PM, until the morning of Monday, July 9, 2018:

  • Eagle Service (all applications), including but not limited to: Apply to Graduate, Course Catalog, Student Planning, Student Finance, Bank Account (student payments and refunds), etc.
    NOTE: Public facing Schedule of Classes will be available during the migration and will have data as of July 3, 2018 at 4 PM. https://www.american.edu/provost/registrar/schedule/
  • MyAU Portal applications, including but not limited to: Financial Aid pages (review, accept awards), Petitions, etc.
  • Grading: grades will not be posted between Tuesday, July 3, 2018 at 5 PM, and Monday, July 9, 2018. Please allow faculty additional time to enter grades.
  • Payments: no payments will be submitted or processed during the outage.
  • Registration: no registration or waitlist transactions will be processed during the outage. Students who need to register or drop a course between July 3 and July 9, please submit your request via email to registration_services@american.edu. All requests will be processed according to the date and time stamp of the email request submitted.

The following applications will be accessible, but student enrollment data will not be current after Monday, July 2, 2018. Regular activity can continue within the application, but there will be no data sync to and from Colleague. Nightly updates should resume on Monday, July 9, 2018.

  • Blackboard: all regular activity can continue in Blackboard. However, no course enrollment changes will be synchronized from the Colleague system during that time period.
  • Clockwork
  • Grades First (Student Athletes)
  • StarRez (Housing)
  • WRLC Resources (Library)

If you are a faculty member at American University, the following systems will be unavailable from Tuesday, July 3, 2018 at 2 PM, until the morning of Monday, July 9, 2018.

  • Eagle Service Submit Final Grades
  • Eagle Service Incomplete Grades
  • Eagle Service Faculty Schedule and Section Roster Verification
  • Eagle Service Early Warning

 

The following applications will be accessible, but course enrollment data will not be current after Monday, July 2, 2018. Regular activity can continue within the application, but there will be no data sync to and from Colleague. Nightly updates should resume on Monday, July 9, 2018.

 

  • Blackboard: all regular activity can continue in Blackboard. However, no course enrollment changes will be synchronized from the Colleague system during that time period.

Reporting Tools

The following reporting tools will be unavailable from Tuesday, July 3, 2018 at 5 PM, until the morning of Monday, July 9, 2018:

  • Informer

The following reporting tools will be accessible, but the data will not be current after Monday, July 2, 2018. Nightly updates should resume on Monday, July 9, 2018:

  • MicroStrategy (BI)
  • EagleData (data will not be updated after July 9, 2018, it will remain static as of July 3, 2018)
  • Operational Reports

Academics

Viewing or editing student or applicant data will not be available for the following applications:

  • Colleague
  • Eagle Service (all applications): includes Advising, Advising Tools, Student Finance, etc.
  • ELF Import, etc.

The following applications will be accessible, but no data will be synchronized with Colleague after Tuesday, July 3 at 5 PM. However, data in these systems will be queued and then pushed to Colleague prior to start of business on Monday, July 9, 2018:

  • CRM Advance
  • CRM Advise
  • CRM Recruit
  • Clockwork
  • Grades First
  • StarRez
  • Sunapsis

Finance

Processing requisitions, Purchase Orders (POs), General Ledger (GL) transactions, payments, etc. and any other activity processed through Colleague will not be available from Tuesday, July 3, 2018 at 5 PM, until the morning of Monday, July 9, 2018.

Relevant Links

System List

The following systems are affected.

Affected Systems
System Status Constituency

25 Live (Event and Space Scheduling)

Available. No data sync with Colleague between 5 PM on July 3 and morning of July 9.

Faculty, Staff

2U Interface

Available. No data sync with Colleague between 5 PM on July 3 and morning of July 9.

Applicants

ACES2 (Law School Admissions)

Available. No data sync with Colleague between 5 PM on July 3 and morning of July 9.

Applicants

Advising (Eagle Service)

Unavailable.

Staff

Advising Tools (Eagle Service)

Unavailable.

Staff

Banking Information (Eagle Service)

Unavailable.

Faculty, Staff, Students

Blackboard Learn

Available. No data sync with Colleague between 11:59PM on July 2 and 11:59PM on July 9.

Faculty, Staff, Students

Blackboard Transact

Available. No data sync with Colleague between 11:59PM on July 2 and 11:59PM on July 9.

Faculty, Staff, Students

Ccure

Available. No data sync with Colleague between 11:59PM on July 2 and 11:59PM on July 9.

Staff

Clockwork Interface (Academic Support and Access Center)

Available. No data sync with Colleague between 11:59PM on July 2 and 11:59PM on July 9.

Staff, Students

Colleague (formerly Datatel)

Unavailable.

Staff

Course Section Roster Verification (Eagle Service)

Unavailable.

Faculty

Create my Account (myAU Portal)

Unavailable.

Applicants, Faculty, Staff, Students

CRM Advance/Ethos

Available. No data sync with Colleague between 5 PM on July 3 and morning of July 9.

Staff

CRM Advise

Available. No data sync with Colleague between 5 PM on July 3 and morning of July 9.

Staff, Students

E-Actions (Eagle Service)

Unavailable.

Staff

EagleData and Operational Reports

Available. No data sync with Colleague between 11:59PM on July 2 and 11:59PM on July 9.

Faculty, Staff

Eagle Service

Unavailable.

Applicants, Faculty, Staff, Students

Early Warning Notification (Eagle Service)

Unavailable.

Faculty

Earning Statements (Eagle Service)

Unavailable.

Faculty, Staff

EngageNet (Center for Comminity Engagement)

Available. No data sync with Colleague between 11:59PM on July 2 and 11:59PM on July 9.

Students

Enrollment Agreement and Housing Application (Eagle Service)

Unavailable.

Applicants

eScripts - Washington College of Law Transcript

Unavailable.

Students

Event Managment System (EMS)

Available. No data sync with Colleague between 5 PM on July 3 and morning of July 9.

Staff

Financial Aid (Award Letter, Accept/ Decline Award Package, etc.)

Unavailable.

Students

Financial Aid Analysis (Eagle Service)

Unavailable.

Staff

Fitness Center Eligibility

Unavailable.

Staff, Students

Grades and Incomplete Grades (Eagle Service)

Unavailable.

Students

GradesFirst

Available. No data sync with Colleague between 11:59PM on July 2 and 11:59PM on July 9.

Staff, Students

Grading (Submit Final Grades and Incomplete Grades Administration)

Unavailable.

Faculty

Grading WCL

Unavailable.

Faculty

ImageNow/WebNow

Available. No data sync with Colleague between 5 PM on July 3 and morning of July 9.

Staff

Informer

Unavailable.

Staff

Jump Forward (NCWA compliance center)

Available. No data sync with Colleague between 11:59PM on July 2 and 11:59PM on July 9.

Staff

MicroStrategy Business Intelligence (BI)

Available. No data sync with Colleague between 11:59PM on July 2 and 11:59PM on July 9.

Faculty, Staff

MyAU Portal

Available. Excluding the applications listed in this table.

Applicants, Faculty, Staff, Students

Pay Selection (Eagle Service)

Unavailable.

Faculty, Staff

PyraMed (Student Electronic Medical Records)

Available. No data sync with Colleague between 11:59PM on July 2 and 11:59PM on July 9.

Students

RAVE (AU Alert System)

Available. No data sync with Colleague between 11:59PM on July 2 and 11:59PM on July 9.

Faculty, Staff, Students

Recruit - Graduate

Available. No data sync with Colleague between 5 PM on July 3 and morning of July 9.

Applicants, Faculty, Staff

Recruit - Undergraduate

Available. No data sync with Colleague between 5 PM on July 3 and morning of July 9.

Applicants, Faculty, Staff

Simplicity Systems (Student Clubs and Organizations)

Available. No data sync with Colleague between 11:59PM on July 2 and 11:59PM on July 9.

Students

StarRez Room Assignment (Housing)

Available. No data sync with Colleague between 11:59PM on July 2 and 11:59PM on July 9.

Staff, Students

Student Finance (Eagle Service)

Unavailable.

Staff, Students

Student Planning (Eagle Service)

Unavailable.

Students

Sunapsis (iEagle, International Student Management)

Available. No data sync with Colleague between 11:59PM on July 2 and 11:59PM on July 9.

Staff, Students

Tax Forms (1098T, 1099, W2, etc.)

Unavailable.

Faculty, Staff, Students

Terra Dotta (AU Abroad)

Available. No data sync with Colleague between 5 PM on July 3 and morning of July 9.

Staff

Timesheets / Pay Statements

Unavailable.

Faculty, Staff

Transcript (Official and Unofficial) and Transcript requests

Unavailable.

Staff, Students

VisualZen (Incoming Student Orientation)

Available. No data sync with Colleague between 5 PM on July 3 and morning of July 9.

Applicants, Students

Waitlisted Courses (Eagle Service)

Unavailable.

Students

Web Advisor

Unavailable.

Faculty, Staff, Students

WRLC (Library)

Available. No data sync with Colleague between 5 PM on July 3 and morning of July 9.

Faculty, Staff, Students

Schedule of Classes

Available. No data sync with Colleague between 4 PM on July 3 and morning of July 9.

Faculty, Staff, Students