EA databases

EA Databases

NOTES:

The following table lists databases used by staff in HSSEAS. Upgrades are in progress for the databases in pink; once the upgrades are done, the user interface will be changed/improved and the database commands and web interfaces mentioned below will be removed.
Help: For assistance with the databases in pink, or black email help@seas.ucla.edu and for the databases in green, email sahelp@seas.ucla.edu.
Training: We can have a training available for the databases in pink once the upgrades are done. For now, some basic Informix data entry commands for the older databases can be found here.
Some well known UCLA databases are also listed below in the second table. If you have more to add to the list, please email help@seas.ucla.edu and include this website's URL.
To access the EA Database Login / User Vacation Auto-Reply Screen, please click on the below link note:

https://ssl2.ea.ucla.edu/ac/dbslogin.php

Updated 08/03/2011

Database	Description	Used By	How to Access
Accounts	Lists all account numbers in the School, valid and invalid, including ID, "owner" of fund, source (agency), beginning and ending dates, original award amount, etc.	Sylvia Abrams. All Deans and Department personnel in School working with accounts rely on this data	Web interface: EA database login Database commands: awards
Audiovisual	Keeps track of all orders for audiovisual equipment, where it should be delivered, what time, how often, pick-up times, etc. Reports generate daily delivery schedules and monthly recharges.	Material Services and all departments/units using A-V services.	Web interface: none Database commands: avsdb
Course Scheduling	Keeps track of all courses offered by each department, Professors, Teaching Assistants, Visiting Professors, etc. Assists in the planning of academic instruction on a quarterly and yearly basis. It generates all the Dean's Office Quarterly reports and 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: none Database commands: courses [dept]
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.	Materiel Services and all Academic Departments using cylinders	Web interface: none Database commands: cylindb
Equipment	All items considered to be University assets (within HSSEAS) that have been assigned a property number are stored in this database for tracking, screening and report generation purposes. Required for audit and control.	All Departments and Dean's units except Computer Science	Web interface: none Database commands: equip xx ( xx is dept name, such as, ee, cs, sn )
Graduate Admissions	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. Database commands: admisdb [dept]
Graduate Student	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 Database commands: studentdb [dept]
Keys	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
PPDB	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	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 Database commands: prodb
Shops Accounting/ Ordering/ Billing	This system provides accounting of Shops jobs and generates monthly Shops billing reports. Generates tape for AIS for recharges to appear in campus ledger. Includes inventory tracking and re-orders for Tool Crib. Provides status of MSR's. Maintains information on estimates, labor, internal shops materials inventory and generates a number of management reports.	Shops, Materiel Services, all Departments and several Dean's units	Web interface: none Database commands: shopsdb
Space	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
Toolcrib Lending	Keeps an inventory of all items available for lending, who checks them out, when they're due back, etc.	Materiel Services	Web interface: none Database commands: shopsdb ( the same as shopsdb )
Undergraduate Admissions	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 Database commands: uadmisdb
Undergraduate Student	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 Database commands: saform students (student info); asform (advanced standing)

Database

Description

Used By

How to Access

Accounts

Lists all account numbers in the School, valid and invalid, including ID, "owner" of fund, source (agency), beginning and ending dates, original award amount, etc.

Sylvia Abrams. All Deans and Department personnel in School working with accounts rely on this data

Web interface: EA database login
Database commands:
awards

Audiovisual

Keeps track of all orders for audiovisual equipment, where it should be delivered, what time, how often, pick-up times, etc. Reports generate daily delivery schedules and monthly recharges.

Material Services and all departments/units using A-V services.

Web interface: none
Database commands:
avsdb

Course Scheduling

Keeps track of all courses offered by each department, Professors, Teaching Assistants, Visiting Professors, etc. Assists in the planning of academic instruction on a quarterly and yearly basis. It generates all the Dean's Office Quarterly reports and 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: none
Database commands:
courses [dept]

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.

Materiel Services and all Academic Departments using cylinders

Web interface: none
Database commands:
cylindb

Equipment

All items considered to be University assets (within HSSEAS) that have been assigned a property number are stored in this database for tracking, screening and report generation purposes. Required for audit and control.

All Departments and Dean's units except Computer Science

Web interface: none
Database commands:
equip xx
( xx is dept name,
such as, ee, cs, sn )

Graduate Admissions

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.
Database commands:
admisdb [dept]

Graduate Student

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
Database commands: studentdb [dept]

Keys

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

PPDB

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

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
Database commands:
prodb

Shops Accounting/
Ordering/
Billing

This system provides accounting of Shops jobs and generates monthly Shops billing reports. Generates tape for AIS for recharges to appear in campus ledger. Includes inventory tracking and re-orders for Tool Crib. Provides status of MSR's. Maintains information on estimates, labor, internal shops materials inventory and generates a number of management reports.

Shops, Materiel Services, all Departments and several Dean's units

Web interface: none
Database commands:
shopsdb

Space

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

Toolcrib Lending

Keeps an inventory of all items available for lending, who checks them out, when they're due back, etc.

Materiel Services

Web interface: none
Database commands:
shopsdb ( the same as shopsdb )

Undergraduate Admissions

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
Database commands: uadmisdb

Undergraduate Student

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
Database commands: saform students (student info); asform (advanced standing)

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 http://www.registrar.ucla.edu/cims	UCLA staff (for HSSEAS, it is Myrna)	Web interface: http://www.registrar.ucla.edu/cims
UCLA Dossier	See here.	UCLA staff	Web interface: http://www.faculty.ucla.edu
Graduate Student Admissions		Student Affairs Officers and Faculty	Web interface: https://review.grad.ucla.edu

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