FY25.3.x: Requirements / Design (Slate+Alumni)

Functional Requirements

• Athena to Slate Feed
  • Create a source format to import Athena data.
  • Set the feed to check for a new file nightly.
  • The feed will update alumni's Athena fields in Slate.
• Slate to Athena Feed
  • Create a Slate query that exports any new additions to message groups (opt-out groups) each night.
  • Create a Slate query that exports all alumni message groups (opt-out groups) each week.
• Slate Athena Sync Portal
  
  • The Athena to Slate feed can only update alumni's Athena fields, not their message groups. Therefore, the portal  will compare alumni's Athena opt-out fields to their Slate message groups and provide a mechanism to change them either on an individual or group basis.

Technical Requirements

• Athena to Slate Feed
  
  • Create a source format with Athena data with the following fields

• Athena to Slate Opt-Out Sync Portal
  
  • Methods: 
    • Main screen: Provides a landing page for users. Uses a query and liquid template to make sure the user has permission to edit Athena data.
    • Process list: Provides a list of alumni whose records need to be updated. Uses the "Alumni with Opt-Outs" query to get the list of alumni with opt-out records.
  • Views:
    
    • Home Screen: Welcomes the user. Contains a button that directs the user to the Process List method
    • Process List: Provides a list or alumni whose opt-out records need updating:
      • The query gets the records of any students who have a "Yes" value for any Athena opt-out field OR a has any opt-outs on his/her record.
      • Liquid Template iterates over the rows checking to see if the record needs updating:
        • If the alum has a "Yes" value for CU Do Not Contact, 

Data Requirements

• Incoming Data
  • Create scheduled exports based on last modification date for the required data points in the following systems
    • SIS
      • This is already covered by the Advising project data feeds
    • Athena
      • Preferred email, address, limited demographics, and flags for communication restrictions captured at OAD
  • Create source formats and scheduled imports for all data noted above
  • Create manual formats and processes for importing any data not managed in source systems
    • None currently identified; though the idea is to support non-alumni imports, such as organization contacts
• Outgoing Data
  • Create scheduled exports for the following systems
    • Athena
      • Granular opt-out values based on the Athena integration project definition
• Managing Data
  • Create forms for adding/editing any manually sourced data points
  • Automatically imported records need to be updated in the system of record (e.g., Athena, SIS)
• Reports and queries
  • Audit queries to validate imported data
  • Determine best reports for leadership and users to validate and monitor performance

Technical Design

• Database Ops / Feeds
  • Automate incoming data feed per technical specifications
    • From Athena (in development)
      • Requires opt-out data fields for all Athena categories
      • New field for Athena UID
  • Automate outgoing data feed per technical specifications
    • To Athena
      • SPS opt-out values
      • Universal identifier (TBD)
• Security and Access Management

• • Create a security model that supports four unique realms to serve the three utility functions
    • Advising
    • Alumni
    • Programs
    • Communications (for Slate+SPS initiative)
  • Create roles to control access to functionality based on business function
  • Update permissions on all existing objects to ensure proper access based on role and need
  • Create security documentation to define what permissions to apply to future objects based on the defined roles and realms
  • Add populations to users based on security requirements
  • Restrictions Management (Opt-outs)
    • Form to capture granular opt-in and opt-out for SPS communications
      • Align communication categories with Athena, and require designation in all communications sent through Slate
        • Categories provided in Athena integration docs
      • Ensure that all restrictions are honored across all communications
• Populations
  • Create the populations for each of the defined population groups
  • Create population rules to assign records to the appropriate population(s) based on defined criteria
  • Create queries based on populations and ensure permissions adhere to security model

• Landing Page
  • Create separate homepage widgets for the Alumni realm highlighting relevant information
    • Actual widgets TBD
• Communications / Deliver
  • Use the Designer functionality for all standard communications
    • Create components for all of the potential elements that are included in a standard mailing
    • Create templates for each type of message that requires a specific layout
    • Create a simple template that can flex its layout depending on the components in use
  • Create template(s) in simple HTML to accommodate truly unique designs that fall outside of the designer components
    • May require content blocks for shared/reused messages