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, CU No Email, SPS DO Not Contact, or SPS No Email, they should have "(all)" selected for their opt-out categories. 

        • If the alum has CU No Event Invitations or SPS No Event invitations, they should be in the "No Event Invitations" message group.

        • If the alum has CU No Newsletters or SPS No Newsletters, they should be in the "No Newsletters" message group.

        • If the alum has CU No Solicitations or SPS No Solicitations, they should be in the "No Solicitations" message group.

      • If the person does not belong to the message group(s) that they should based on their Athena record,  

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

      • Export any additions to the Slate Opt-Out table nightly.

      • Export the entire Slate Opt-Out table weekly.

Technical Design

• Database Ops / Feeds

  • Opt-out groups that come from the Athena feed should be kept separate from opt-out groups generated by the SPS Alumni Affairs team. Therefore, alumni with opt-outs that come from the Athena feed should be removed from mailings when filtering recipient lists.