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Administrative Databases

Administrative Databases

NOTES:

  1. The following tables list databases used by staff in HSSEAS. Upgrades are in progress for the databases denoted with *; once the upgrades are done, the user interface will be web-based only and the legacy Informix data entry commands together with the legacy EA Database Login (the link after #5) will be removed.
  2. Help: For assistance with the  Administrative (“admin”) databases email and for the Student Affairs (“stuaff”) databases, email .
  3. Training will be made available for the new databases once the upgrades are done.  For now, some basic Informix data entry commands for the legacy databases can be found here.
  4. Some well known UCLA databases are listed in the second table below.  If you have more to add to the list, please email help@seas.ucla.edu and include this website’s URL.
  5. To access the legacy EA Web Database, please click on the login link below (note: this database includes account info, ppdb information, alias info, etc) :

EA Database Login
Updated 03/21/2016

Database Description Used By How to Access
* Accounts (admin) Lists all account numbers in HSSEAS, valid and invalid, including ID, “owner” of fund, source (agency), beginning and ending dates, original award amount, etc. All Deans and Department personnel in School working with accounts rely on this data Web interface: EA database login
Command to access database:
awards
Database commands: INFORMIX
* Aliases (stuaff) Lists all automatically generated aliases and the individual email addresses within the alias.  Note that individual email address should be considered confidential and should not be shared outside of HSSEAS. Staff with access to the administrative server. Aliases are restricted so please make sure you are allowed to send before using the aliases. Command to access personnel aliases:
showalias
Command to access student aliases:
stualias
Examples: Alias commands
Aliases (my.engineering) Lists those aliases belonging to the individual’s unit. For a full list, please see the application listed above. Users with access to the my.engineering.ucla.edu email tool. Logon to my.engineering.ucla.edu and select the “Email Aliases” link. To view the individuals in the alias, click the [members] text. To send email, click on the email alias itself. This will bring up your default email program and place the alias in the “bcc” field. A description of the aliases is also available.
Additional Information
Course Scheduling (stuaff) Keeps track of all courses offered by each department, Professors, Teaching Assistants, Visiting Professors, etc. Contains evaluation scores for instructor-led courses. Assists in the planning of academic instruction on a quarterly and yearly basis.  Generates all the academic personnel Teaching Record report. Allows departments to view each other’s schedules to prevent conflicts of when courses are offered. Dean’s Office, and all Academic Departments Web interface: Student Affairs Databases using UCLA Logon ID
* Cylinder Tracking and Demurrage (admin) This database keeps track of when cylinders are delivered and returned from the Storehouse.  The location of cylinder and PI are indicated.  Each cylinder is identified by a bar-code which is generated from the database.  Keeps track of demurrage charges. Materiel Services and all Academic Departments using cylinders Web interface: none
Command to access database:
cylindb
Database commands: INFORMIX
Cylinder Tracking and Demurrage This database keeps track of when cylinders are delivered and returned from the Storehouse.  The location of cylinder and PI are indicated.  Each cylinder is identified by a bar-code which is generated from the database.  Keeps track of demurrage charges. Shipping and Receiving Web interface: School Administrative Databases using UCLA Logon ID
* Graduate Admissions (stuaff) Stores information pertaining to graduate student applications and provides an interface to generate a wide variety of response letters.  Used for decision making on acceptances, stipends, fellowships, etc.  Other custom report features are included. Student Affairs Office and all Academic Departments Web interface: EA database login
Functions: view applicant
data; export applicant data
to file (e.g.: Excel); generate admissions emails, letters,
and labels.

Command to access database:
admisdb [dept]
Database commands: INFORMIX
* Graduate Student (stuaff) Keeps information on all current graduate students including classes, grades, advisor, major, etc.  Used for a variety of reports and decision information on student programs. Student Affairs Office and all Academic Departments Web interface: none
Command to access database: studentdb [dept]
Database commands: INFORMIX
Keys (admin) Keeps track of which keys open which rooms and which people have been issued keys.   Records key type, combination code if applicable, master keys, deposits, etc. Electrical Engineering,
Civil and Environmental Engineering, and Material Science and Engineering, Mechanical and Aerospace Engineering, and the central Dean’s unit
Web interface: https://seas.ucla.edu/databases
Additional information:
http://www.engineer.ucla.edu/research/safety-first/lab-access
Non Inventorial Equipment Equipment management system for all equipment purchased on HSSEAS funds that fall below the campus threshold for inventorial equipment. All Departments and Dean’s units Web interface: School Administrative Databases using UCLA Logon ID
* PPDB (admin) This system daily downloads the Campus Employee DataBase (EDB) data to provide a personnel record on all SEAS employees (faculty, staff, student). A web interface allows users to generate adhoc queries for various needs.  Access can be granted to very specific data, such as all employees hired for a single PI, or just apprentice titles, etc. Some of the data provided in the call program comes from here. All departments and
SEAS Administration
Web interface: EA database login
Database commands: none
* Proposals (admin) Stores the status of contract and grant proposals submitted, including PI, amount, agency, dates, turned down, awarded, etc. Generates reports. SEAS Proposals/Accounting office, with READ access by all Academic Departments Web interface: none
Command to access database:
prodb
Database commands: INFORMIX
Shops Accounting This system provides accounting of Shops jobs and generates Shops billing reports.  Generates tape for recharges to appear in campus ledger. Maintains information on estimates, labor, internal shops materials inventory and generates a number of management reports. Shop and several Dean’s units Web interface: School Administrative Databases using UCLA Logon ID (IE not supported)
Space (admin) This database records space allocation (by departments), what the room is being used for, and details of what types of permanent objects are in the rooms (i.e. power, phones, computer lines, etc.). Electrical Engineering,
Civil and Environmental Engineering, and
Material Science and Engineering, Mechanical and Aerospace Engineering,
and the central Dean’s unit..
Web interface: https://seas.ucla.edu/database
Additional information:
http://www.engineer.ucla.edu/visitor-links/faculty-and-staff
Undergraduate Admissions (stuaff) Stores all information pertaining to undergraduate student applications for admissions, used for decision making on acceptances, denials, etc. Student Affairs Office Web interface: EA database login
Functions: freshmen admissions, transfer articulation
Command to access database: uadmisdb
Database commands: INFORMIX
* Undergraduate Student (stuaff) Keeps all undergraduate students that are enrolled for the current quarter and their grades from previous courses passed.  A degree check program gives information on course completion and eligibility for graduation. Other reports generate lists for Scholarship’s, petitions filed and statistics. Student Affairs Office
and Counselors
Web interface: none
Commands to access database: saform students (student info); asform (advanced standing)
Database commands: INFORMIX
Supported Staff Machines Provides administrative department heads with staff meeting the criteria outlined here a central location to look up information on supported machine status. Administrative department heads Web interface: School Administrative Databases using UCLA Logon ID

Useful UCLA Databases

Updated 03/08/2013

Database Description Used By How to Access
UCLA Query Database See http://www.qdb.ucla.edu UCLA staff Web interface: http://www.qdb.ucla.edu
UCLA Bruin Buy See http://www.purchasing.ucla.edu UCLA staff Web interface: http://www.purchasing.ucla.edu
UCLA PAN See PAN at AIS UCLA staff Web interface: PAN at AIS
UCLA Course Inventory (CIMS) See CIMS Course Approval Application UCLA staff (for HSSEAS, it is Myrna) Web interface: CIMS Course Approval Application
UCLA Dossier HSSEAS Faculty Dossier System UCLA staff and faculty Web interface: www.faculty.ucla.edu