The information you enter in Vita is used to populate a number of reports and websites. These currently include:
- The core dossier used in the Ohio State Promotion and Tenure process.
- The annual report required by CFAES faculty and extension educators.
- An application called KMData, which stores data from many different systems in a structure that can be used by other systems. Many college and department web-development staff use KMData to populate faculty profile pages or generate other reports.
- The Ohio Innovation Exchange (OIEx) portal, which showcases faculty expertise to potential partners in business and industry.
The way your information is pushed to each report or website is different. The differences include what information is shared, how the information is displayed, and how long – after you make a change in Vita – it takes for new information to appear in the output. In many cases, OTDI does not control what the output looks like. Even when our application creates the report, the content and structure of the report is provided to us by the stakeholder.
The accordions below will help you understand and control how your information appears in each place.
P&T Dossier
General Information
The P&T Core Dossier combines information from Vita and Elements in a structure that is defined primarily by the Office of Academic Affairs.
How You Can Control What Information Is Shared?
The dossier consists of data from the Elements profile, Elements records with a preferred source (along with their supporting data), and narratives from Vita. A preferred source in indicated by the star icon in Elements.
Many record-types in Elements have specific data-entry requirements that control where, in the core dossier, each citation will appear.
What Data Source Is Displayed?
If an Elements record has multiple data sources, the information from the preferred data source (yellow star
) displays on the dossier.
If there is no preferred data source, the record will not be displayed on the dossier.
How Long For a Change to Appear?
Information entered in Vita or Elements is immediately available on the Dossier.
If you already have the dossier preview on your screen, you will need to click the Refresh button to see your change.
CFAES Annual Report
Note: Limited Availability
General Information
The CFAES Annual Report combines information from Vita, Elements, and the Extension module in a structure that is defined primarily by Extension leadership.
How You Can Control What Information Is Shared?
The Annual Report contains detail from the Extension module, the Elements profile, and some Elements records with a preferred source (along with their supporting data) A preferred source in indicated by the star icon in Elements.
What Data Source Is Displayed?
If an Elements record has multiple data sources, the information from the preferred data source (yellow star
) displays on the Annual Report.
If there is no preferred data source, the record will not be displayed on the dossier.
How Long For a Change to Appear?
Information entered in the Extension module, Vita or Elements is immediately available when you generate the Annual Report document.
KMData
General Information
KMData is a repository of data from a number of systems. Data sources include Vita, Elements, and the Extension module, as well as OSU HR systems and the Registrar’s system.
KMData is designed to allow IT staff to pull data out for use in other sites and reports.
How You Can Control What Information Is Shared?
End-users do not interact with KMData directly.
KMdata contains Vita narratives, Elements profile data not already present from other sources, Elements records with a preferred source (yellow star
on detail tab) and most supporting data.
What Data Source Is Displayed?
End-users do not interact with KMData directly.
The information from the Elements preferred data source (yellow star
) is stored in KMData.
How Long For a Change to Appear?
Information from Vita is synced to KMdata each day at approximately 6 AM.
Faculty Profiles on College or Department Websites
General Information
Web development staff can pull information about publications and other detail from KMData.
Local staff determine what fields to use and how to display them.
Note that the narrative fields in Vita are available to KMData; the biographical overview in the Elements profile is not.
How You Can Control What Information Is Shared?
In Elements, use the blue eyeball icon
(along the bottom row of the record) to limit visibility on public sites. If you need a citation to be displayed on the dossier (using the yellow star icon
) but hidden on your public profile.
What Data Source Is Displayed?
Local staff determine which KMData fields to display and how to arrange them.
Local staff may use a display field that combines data in the same format as is used on the dossier or they may construct their own display.
How Long For a Change to Appear?
As noted above, information from Vita is synced to KMData each morning.
Local sites refresh their data pull from KMData on their own schedules. Most will sync their data at least once a day.
OIEx Portal
General Information
The information shared with the OIEx platform is defined in the agreement between Ohio State and the Ohio Board of Higher Education. At this time, the sharing consists of some information from the Elements profile and publications.
The biographical overview in the Elements profile is included in this data feed.
How You Can Control What Information Is Shared?
Use the blue eyeball icon
(along the bottom row of the record) to control which publication records are shared with the OIEx portal.
What Data Source Is Displayed?
The display of publication information in OIEx will draw from all data sources for each record in Elements, based on a built-in prioritization among the data sources.
If a field is missing data in a higher priority sources, the data for that field will be pulled from the next available source.
How Long For a Change to Appear?
Information is synced between Ohio State’s instance of Elements and the OIEx platform on a continual basis.
It may take up to 90 minutes for a change in Vita to display in the OIEx portal.