Edit1 XMS Setup for New User Groups
After a unit’s business processes have been reviewed to ascertain that XMS is appropriate for their use, the following information is needed to set up new the User Group and grant the unit employees access to XMS.
Edit1.1 User Group Information
- Name of User Group for display in XMS and on online registration pages
- Unit website URL (http://...)
- Unit physical address: street, city, state, zip
- Unit phone and fax numbers
- Toll free and Suncom phone numbers (if applicable)
- Unit default email address
- Registration email address (if different from the default email address)
- Initial Unit Users and Representatives
- Director/Unit Head
- Name, UFID and Gatorlink ID
- User Group Administrator (the person or people who will manage access to the User Group’s information in XMS)
- Name, UFID and GatorLink ID(s).
- Technical contact (so the UF HelpDesk can refer students to the correct person)
- Tech name, phone, email
- Remedy Ticket Queue (if applicable)
- Department’s PeopleSoft UFID (used to associate students with the correct department in the UF Directory - this link only works if you are already logged into Gatorlink)
- Whether UFID’s should be created for new students (SSN and birthdates must be collected for this process to be enabled)
- Federal Employer Tax ID (if known)
- FMS Account(s) to be associated with the User Group
- ViaWarp Profile (for online credit card processing)
- Merchant number, terminal ID, credit card contact person name, email address
Edit1.2 Training
After the user group is set up, the unit will be trained by DCE in the use of XMS.
All users of XMS must subscribe the
XMS Forum for technical updates and issues.
Edit1.3 Import Data
When a unit starts to use XMS, DCE-IT will import some of their historical data in the following areas:
Edit1.3.1 Student Demographic Data
- UFID, SSN, GatorLink ID, birth date, email, drivers license state, drivers license number
- Prefix, first name, middle name, last name, suffix 1, suffix 2
- Title, badge first name, badge last name, firm (up to two lines)
- Street address (up to three lines), city, state, zip, country, county (if in Florida)
- Phone (up to two numbers), fax, marketing opt-out
- Gender, ethnicity ID, nationality, Florida resident, sponsor
After this initial import, users with the appropriate access rights may import a subset of student demographic data through XMS’s import feature.
Edit1.3.2 Course Data
- Course number, title, description, website
- Hours, cost, CEUs, contact hours
Historical section and registration information cannot be imported into XMS.
Edit1.4 Online Registration Page
After initial course and section information is entered into XMS, DCE-IT will set up an online registration page for the unit. The following information is needed for that page:
- Required student demographic fields (what information the student must fill out to submit the registration).
- Student demographic fields that will not be used by the unit, and thus should be hidden from applicants.
- Text for registration email to be sent to students after their application has been accepted.