IMS Roles Maintenance User Guide

Transcription

1 IMS Roles Maintenance User Guide Financial & Membership Services Membership Management Services Version Last Updated: 8/9/2011 Page 1 of 61

2 Table of Contents Overview... 3 Role Assignments... 5 Relationship between Address/Phone/ Address Owner and Role Assignments... 7 Security... 8 Selected Association Roles... 9 Background of the Roles Structure... 9 Advanced Information on Alternate Names Selecting a New Role for your Selected Association Roles How to Request a New Role For the Master List Ended Role Definitions Role Assignments via the Individual Subsystem Add New Role Assignment Modify a Role Assignment End a Role Assignment Roles Assignment via the Affiliates Subsystem Role Assignment Modify a Role Assignment End a Role Assignment Replace Role Assignment Role Assignment via the Employer/Work Location or Other Organizations subsystems Role Assignment Modify a Role Assignment End a Role Assignment Replace Role Assignment Roles Express Set Up Adding Role Assignment Transactions Ending Role Assignments Last Updated: 8/9/2011 Page 2 of 61

3 OVERVIEW State Associations, NEA, UniServ Units and local associations all keep track of many individuals, in addition to membership, in order to conduct business. At a minimum each tracks governance and committee members. These important positions held by individuals are called Roles. The Roles subsystem is used to identify and contact these individuals who are of interest to the association. Roles identify association officers, committee members, other association leaders, and employer representatives. A "Role" links an individual to an organization who owns or originates the role. For example, a state association owns or originates a role called President. With this relationship you can view roles from either the affiliate or the individual perspective. An individual may have many role assignments under different organizations at the same time. In addition, the system will retain a history of past roles. A role assignment may also have a link to an organization the person represents while serving in the role. The Represented Organization is never the same as the Originating Organization and is seldom needed. The relationship in the system allows you to view the role from this represented organization. Role Assignment President Camilla Pierce State Association Individuals Subsystem Affiliates Subsystem Last Updated: 8/9/2011 Page 3 of 61

4 For example, in addition to Camilla currently serving as state association president, she is on an NEA committee and was a former local association representative representing the elementary school where she worked. Individual Current Role Assignments Originating Organization SEA President State Affiliate NEA Elections Committee National Education Association Camilla Pierce Past Role Assignments Originating Organization Representing Organization Local Association Representative Springfield LEA Cub Run Elementary School Last Updated: 8/9/2011 Page 4 of 61

5 R O L E A S S I G N M E N T S The Roles data is integrated throughout IMS enabling you to view and add role assignments in the three subsystems of Individuals, Affiliates and External Organization. When you are in the Individuals subsystem, you view roles data from an Individual s perspective. You view all current roles held by the person along with the related Originating Organization of each role. You also can view former roles held by the person in the History area. When you are in the Affiliates or External Organizations subsystem you see roles data from the organization s perspective. You view all current roles that originate from the organization and whom is assigned to each. You also can view who was assigned to a role in the past. Here is a role assignment for the current President of NEA. We see the same information viewing the role from the Individual s perspective (Mr. Van Roekel). or from the Originating Organization s perspective (NEA). Last Updated: 8/9/2011 Page 5 of 61

6 There is one Master List of role names in the system that all users share. The list contains roles that are appropriate for each type of organization as an Originating Organization. Each role has a standard name which may be overridden by a state association. Having one shared Master List of Roles saves users in different states from having to maintain duplicate lists of the same people. Organization Internal Organization (NEA, State Affiliates, UniServ Units, Local ) Employers (school districts, higher education institutions, Food Service providers ) Work Locations (high school, elementary schools ) Other Organizations (allied organizations ) Applicable Roles Officers Board of Directors Committee Members UniServ Directors Association Representatives Superintendents School Board Officers Chief Negotiator Payroll Officer Principal Director The system allows for a state to select a Standard role, and rename it to make it more relevant to the state. For example, the standard name of President at the state level could be given an Alternate Name of VEA President in Virginia. An Alternate Name can also be entered when a role is assigned to a person and that name only applies to that one person. Co President is the best example of this when there is more than one local president. Contact Information For each role for an individual, you are able to indicate how the person wishes to be contacted for matters relating to the role - this could be a personal address, his/her work location, the address of the originating organization or the address of the represented organization. You may need to set up an internal procedure in order for you to be informed where each person wishes to receive their mail. This could be a form you design or a policy you set that says all mail goes to the individual s home, unless notified otherwise. Likewise phone numbers can be assigned to the role as well as an address. Export Data Throughout all of the Roles modules you may export data when you see: the Export Icon or the Excel icon.. Last Updated: 8/9/2011 Page 6 of 61

7 R E L A T I O N S H I P B E T W E E N A D D R E S S /PH O N E /EM A I L A D D R E S S O W N E R A N D R O L E A S S I G N M E N T S When you choose the Owner and Type of address, phone or address, a relationship is established in the database among the elements selected and the role assignment. The role assignment has no address/phone/ address data of its own but points to data elsewhere in the database. This allows data to be updated in the Owner record and the updated data is displayed in the role assignment. The only relationship that is not clear cut is the Owner Work Location. Data Owner Address, Phone, Address data Role Points to User Action Result in Role Individual User selects the Type, for example Home. The Home address (phone or address) in the Individual record. 1) Home address (phone or address) is updated for the individual. 1) Individual s new home address shows in Role assignment. 2) Address (phone or address) for Type= Work added to Individual Record. 2) No change since role currently points to Type = Home. Work Location User selects the Individual s current Work Location in his/her Membership/Employment record. The work location s Primary address, in EWL. 1) User updates the Work Location s Primary address in EWL 2) Member changes Work Location; user changes Work Location in member s Membership/Employment record. 1) New address of the Work Location shows in Role assignment 2) No change since Role assignment points to the Primary address of the original Work Location. Originating Organization The Primary address (phone or ) of the Originating Organization of the Role Assignment is selected. The Originating Organization s Primary Address (phone or ) in Affiliates or EWL. User updates the Originating Organization s Primary address (phone or ) in Affiliates or EWL. New primary address of the Originating Organization shows in Role assignment Represented Organization The Primary Address (phone or ) of the Represented Organization of the Role Assignment is selected. The Represented Organization s Primary Address in Affiliates or EWL. User updates the Represented Organization s Primary address in Affiliates or EWL. New primary address of the Represented Organization shows in Role assignment. Last Updated: 8/9/2011 Page 7 of 61

8 S E C U R I T Y There are security levels in Roles Processing, which control the types of roles users can update. State users can maintain Roles for their state association and all organizations below. They can view but cannot update NEA level roles. UniServ users can maintain roles for their UniServ and the locals in their UniServ. They can view but cannot update State or NEA level roles. Local users can maintain roles for their local and any chapters in their local. They can view but not update UniServ, State or NEA level Roles. Last Updated: 8/9/2011 Page 8 of 61

9 SELECTED ASSOCIATION ROLES There will be times when you need to use a new role that is not on your Role Name selection list. There are hundreds of established roles on the master table that apply to all levels of the association. It is a simple matter to view what is available and select what you need. The Master List of Roles is viewed in each state s Selected Association Roles (SAR) table. This table controls the roles used by the state association, local associations, UniServ units, chapters and Groups within the state. It controls any employer or work location roles the state wishes to use. One state association may utilize hundreds of state and local roles while another state may use a few dozen. Generally, only one or two state users should have Advanced Roles Maintenance Security. These users can view all the roles in the Master List and select them for use in the state. Once a role has been Selected, you can begin using it in role assignments. When you select a role definition that is classified as a local role, that role will appear in all your local associations Role Name selection lists for assigning roles. There is no way to limit a selected role to one local. However, just because a role is shown in a list does not mean it has to be used. BACKGROUND OF THE ROLES STRUCTURE It is important to understand how Roles are constructed. A Role name that you see on the master list and that you see on an individual s Role Assignment screen has several elements connected to it behind the scenes. Each Role Definition falls under a Category, a Subcategory (optional), a Position, and an Assigned Organization level. Category is simply a logical way to organize the many hundreds of roles in the system. A user can select output by using just a Category, by Category/Subcategory or by selecting all the roles that fall under that Category. An Example of a Category is Committee. Subcategory is a sub division of a Category. In many cases, a category is very broad and needs to be broken down. A subcategory is not required. Examples are Budget and Political Action subcategories under a Committee category. Position identifies what part the person has in the role, for example, Chair of a committee vs. Member of a committee. Role Definition is the proper name for what we call the Role. It is composed of the Category, Subcategory, and Position. The Role Definition is the name you see on an individual s Role Assignment screen and is the name that prints on the Roles roster. Assigned Org Level defines which types of internal or external organizations can be the Originating Organization for the role. Certain roles are applicable to state or local associations (Governance, Association Contacts), others are applicable for Employers (Superintendent, Negotiator),others are applicable for Work Locations (Principal). Last Updated: 8/9/2011 Page 9 of 61

10 Putting this all together: Category Subcategory Position Standard Role Definition Assigned Organization Level (Originating Organization) Governance Officers President President NEA, STAFF, LOC Governance Officers Vice President Vice President NEA, STAFF, LOC Governance Officers Treasurer Treasurer NEA, STAFF, LOC Governance Board of Directors Member Board Director NEA, STAFF, LOC Committee Association Awards Chair Association Awards Committee Chair Committee Association Awards Member Association Awards Committee Member Committee Budget Chair Budget Committee Chair Committee Budget Member Budget Committee Member Committee Political Action Chair Political Action Committee Chair Committee Political Action Member Political Action Committee Member STAFF, LOC STAFF, LOC STAFF, LOC STAFF, LOC STAFF, LOC STAFF, LOC Association Contacts Membership Contact Membership Contact STAFF, LOC Member Benefits Contact Member Benefits Contact STAFF, LOC Newsletter Contact Newsletter Contact STAFF, LOC Association Representative Association Representative Association Representative LOC UniServ Director UniServ Director UNI Last Updated: 8/9/2011 Page 10 of 61

11 The Selected Association Roles function is found on the Affiliates Home page. Click the SAR icon. IMS Roles Maintenance User Guide The Selected Association Roles page is displayed. Your state affiliate is pre populated. If you are a NEA user, NEA will be pre populated. To view current roles in use by your State and related organizations: Select a Category from the drop down list, for example, COMMITTEE OR select a Category and Sub category, for Example, Category= COMMITTEE, Sub Category = BENEFITS OR select an Organization type from the from the Org Type list, for example, LOCALS OR select a Category and an Organization Type, for example, Category = COMMITTEE and Org Type = LOCALs OR do not select any criteria. Click. Last Updated: 8/9/2011 Page 11 of 61

12 The results grid displays the Role Name, the assigned organizations, Category, Sub category and the Date you selected the role for use from the Master List. If a role is applicable to multiple organizations, for example, State and locals, you will see multiple rows in the grid- one for each role name/organization combination. The Role Definition ID is the ID for the role definition in the Master List. The Selected Role ID is the ID for this role in your State s Selected Association Roles table. You might be using these ID s in MRA reports. To see more information on a role, or to add an Alternate Name, double click on a row. The Edit Role Data pop up appears. The Role Definition ID (from the Master List) and your State SAR ID is displayed. You see the number of role assignments for this role. The End Date would be used in rare instances. If you no longer need a role, say for a committee that has gone out of existence, you can enter an end date. You must have ended all the individual role assignments first. Last Updated: 8/9/2011 Page 12 of 61

13 You have the option of entering an Alternate Name. The Alternate Name will become the default name that you see in the lists of Roles to choose from when you assign a Role to an individual. The name should be similar in meaning to the Standard Name. Some examples: Standard Role Name Budget Committee Chair Association Representative Board Director Instructional & Professional Development Committee Your State s Alternate Name Budget & Finance Committee Chair Faculty Representative VEA Board Director IPD Committee Do not change the meaning of the standard Role definition name by entering a completely different Alternate name. IMPORTANT- if you enter an Alternate Name for a local level role, it will apply to ALL your locals. ADVANCED INFORMATION ON ALTERNATE NAMES A Standard Role Name is entered when the Roles Definition is created by NEA staff. An Alternate Name, entered for a role in your SAR, overrides the standard role name in your state s list of roles on assignment screens. An Alternate Name entered on a specific individual s assignment overrides the Alternate Name in the state s SAR table and then, of course, the Standard Role Name for this specific person. You will not see this Alternate name anywhere except for the individual. The most common example of an Alternate Name that applies to one individual is Co President, used when a local has two individuals serving and the standard Role Name is President. Master List-- Standard Role Name President Virginia Education Association Alternate Role Name Local President John Jones Role Assignment for Fairfax EA local Role Assignment Alternative Role Name FEA President Last Updated: 8/9/2011 Page 13 of 61

14 SELECTING A NEW ROLE FOR YOUR SELECTED ASSOCIATION ROLES You can add new role from the Master List by going to the Not Selected link on your SAR page. Let s say you are looking for a state level Committee role. You have queried your existing roles. Click the link at the top of the page. If you had entered selection criteria on the SAR page, it will be carried over to the Not Selected page. You can reset the filter, enter new criteria and click Filter. Since there may be over 1500 roles in the Not Selected total list, it is advisable to enter some filter, such as Category or Org Type or both. A list of roles matching the filter criteria is displayed. In this example there are 537 State Committee roles. Click the Next button to go through the list. Last Updated: 8/9/2011 Page 14 of 61

15 To Select a role : 1. Click in the row, a check mark will appear in the box in the left column. 2. You may save at this point, or continue selecting roles until you have finished. Click. 3. A message will appear, letting you know the role has been transferred to the Selected area. H O W T O R E Q U E S T A N E W R O L E F O R T H E M A S T E R L I S T The Role Categories, Subcategories, Positions and Definitions are maintained by NEA. If you require a Role that you do not see on the Not Selected List, it can be added. The state affiliate user who has Advanced Role Maintenance Security should send an to their NEA Membership Management Services contact with the following info: Category, Sub Category, Position, Role Definition Name, Assigned Organization Levels. The role definitions will be added and you will be sent an notifying you. At that point, you go to your SAR Not Selected page and go through the steps to select the roles. ENDED ROLE DEFINITIONS Any role definition which you previously ended can be viewed by clicking the Selected Association Roles page. A list of ended roles will be shown. box on the If you need to reactivate a role: 1. Double click on the applicable role name to see the Edit Role pop up. 2. Remove the End Date 3. Click Save. 4. The role definition will be transferred to the Selected Association Roles. Last Updated: 8/9/2011 Page 15 of 61

16 ROLE ASSIGNMENTS VIA THE INDIVIDUAL SUBSYSTEM When you are in the Individuals subsystem, you see roles data from the individual s perspective. You may view all current roles assigned to the individual and for which organization. You also may view past role assignments for the individual. The Roles tab allows users to view and maintain role assignments for Individuals. At the top of the page a grid displays current role assignments for the individual. As you click in different rows in the grid, the data displayed at the bottom of the page will change to match the highlighted row. To view historical role assignments for the individual, click be modified.. Historical Role assignments cannot This guide assumes users know how to search for Individuals. Please see the Individuals User Guide for instructions. Click the tab to review Roles Information. Last Updated: 8/9/2011 Page 16 of 61

17 Description Originating Org State, Record Type, Org ID State, Record Type, Org ID Role Name Alt Role Name Start Date End Date Address Owner The organization which owns or originates the role assignment. Local affiliate, state affiliate, UniServ Unit and NEA are examples. Data displayed to the right of the Originating Organization. Displays the associated state affiliate ID, record type and ten digit internal organization id of the Originating Organization. Helpful for identification purposes as many locals and UniServ Units across the country have similar names. Data displayed to the right of the Represented Organization. Displays the associated state affiliate ID, record type and ten-digit internal organization id of the Represented Organization. The standard name of the role Alternative Role Name. To be used only if the standard role name is not quite right, but the intent of the role must not change. An example: the standard role name is President ; the Alternate Role Name is Co-President. In most cases the Alternative Role Name field is blank. The date the role assignment commences. Start Date defaults to the current date. You may enter a future Start Date if needed. An example: It is July and you are entering the officers whose terms begin in September. You would enter a Future Start date of 09/01/YYYY The date the role assignment ends. A future End Date may be entered if the date is known in advance when the term of the role will end. If a Future End date is entered, the role assignment goes to history when the calendar reaches that date. Identifies the entity which owns the address used in the role assignment. User selects the address to be used to contact the member on matters relating to this role. The default value is Individual. Required. Choices are an address owned by: >>the Individual, >>the Originating Organization >>the member s Work Location recorded in his/her membership record. If a member has multiple Work locations, you pick the applicable Work Locations. >>the Represented Organization. The choice No Address is selected if user does not need an address associate to the role assignment. Address Type The type of address to be selected. If Address Owner = Individual, the selection includes only addresses owned by the individual in the role. Default value is Home For any other address owner, the Primary address is automatically selected; the Address Type selection is empty. Last Updated: 8/9/2011 Page 17 of 61

18 Address Phone Owner Display of the selected address. View only. Identifies the entity which owns the telephone number used in the role assignment. User selects the telephone number to be used to contact the member on matters relating to this role. The default value is Individual. Choices are a phone number owned by: >>the Individual >>the Originating Organization >>he member s Work Location recorded in his/her membership record >>the Represented Organization. Phone Type The type and phone number to be selected. If Phone Owner = Individual, the selection includes only phone numbers owned by the individual in the role. For any other phone owner, the Primary phone number is automatically selected; the Phone Type selection is empty. Owner Identifies the entity which owns the address used in the role assignment. User selects the address to be used to contact the member on matters relating to this role. T he default value is Individual. Choices are an address owned by: >>the Individual >>the Originating Organization >>the member s Work Location recorded in his/her membership record >>the Represented Organization. Type The type and address to be selected. If Owner = Individual, the selection includes only addresses owned by the individual in the role. For any other owner, the Primary address is automatically selected; the Type selection is empty. Default Role VIP Role NEA RA Cont Original intent was for use in label printing. If individual has multiple roles, the one marked as the Default is used for the label address. This function does not work well and may no longer be needed in MRA reports. Indicator set in the Master Role Structure by NEA staff on Very Important Position roles. Not editable. NEA RA Contact indicator. Indicator field is seen only on LEA level role of President. Can be set on one President at a time. The information in the role with the indicator updates the NEA RA Registration subsystem as the main contact for the local. Represented Org Usually blank. A Represented Organization is an organization the individual represents while serving in the role. It must not be the same as the Originating Organization but be an organization below the Originating Organization. Examples: In the Association Representative role the Originating Organization is a local association and the Represented Organization is a Work Location. When clicked the Reset will set the page back to it s original condition Last Updated: 8/9/2011 Page 18 of 61

19 When clicked saves the data to the database When clicked initiate a new role assignment page When clicked will initiate the End Role function ADD NEW ROLE ASSIGNMENT To add a new Role Assignment to the individual in focus, click. The Role Assignment screen appears. 1. The Originating Organization related to your security access is the default Originating Organization. In this example the user is in a state affiliate. To select a different Originating Organization, click the to the Originating Org field. icon next 2. The Select Organization pop up appears. Last Updated: 8/9/2011 Page 19 of 61

20 Description Organization Org ID Organization User ID Organization Record Type Organization Org name Organization Geo State ID Parent Org ID Parent Org User ID Parent Org Record Type The ten digit system generated identifier The user assigned identifier Drop down list of record types. The name of the organization The geographic state abbreviation of the organization The ten-digit system generated identifier of the organization, which is the parent of the organization you are searching for. Rarely needed.one example, you are searching for a chapter and the parent organization is a local. The user assigned identifier The record type of the organization in the search Parent Org Name The name of the organization. Enter a partial or complete name 3. To find the organization enter either: the 10 digit internal Organization ID, or part of the organization name, Record Type and Geographic State ID (State abbreviation) or the User ID, Record Type and Geographic State ID (State abbreviation) 4. Click 5. The Search Results screen appears, even if there is only one choice. Last Updated: 8/9/2011 Page 20 of 61

21 6. Select the applicable organization by double clicking in the row or clicking in the radio button next to the row. 7. The selected organization is now in the Originating Organization field. 8. Click the icon next to the Role name field. A selection list appears with role names associated to the type of the Originating Organization. 9. Double click in the row or clicking in the radio button next to the role name to select the role. Last Updated: 8/9/2011 Page 21 of 61

22 10. You may enter an Alternative Role name if the standard name is not quite right, but the intent of the role must not change. An example: the Role of President is selected and the Alternate Name is Co-President is entered. In most cases, you will leave the Alternate Role Name field blank. 11. The Start Date defaults to the current date. You may change to a future Start Date if needed. An example: It is July and you are entering the officers whose terms begin in September. You would enter a Future Start date of 09/01/YYYY. 12. A future End Date may be entered if you know in advance when the term of the role will end; otherwise, leave blank. 13. The Individual Home Address is the default for the Address Owner/type. Reselect if you require a different Address Owner. If you pick Work Location a pop up with the member s work locations appear for you to make a selections. 14. The Individual Primary Phone number is the default for the Phone Owner/type. Reselect if you require a different Phone Owner 15. The Individual Primary Address is the default for the Address Owner/type. Reselect if you require a different address Owner When the Address/Phone/ Address Owner is the Originating Organization, or Represented Organization, no type selection is available. The system will automatically assign whichever is the Primary. Sometimes you may see the Select choice for the Phone Owner as a default; this means there are no phone numbers recorded for the Individual. If an address or telephone owner or type that is selected does not exist in the database, the application will set it to the Individual s Principal address/phone. 16. Click. The new role assignment is saved. Last Updated: 8/9/2011 Page 22 of 61

23 TIP: Rather than select the choice Work Location, enter the work address in the IMS Personal Information page. When a member changes his/her work location (as noted in the Membership Employment data) that change will not be reflected in Roles. It is easier to identify work location changes when you are updating those addresses in Personal Information. Occasionally you will have a Represented Organization in the role assignment. A Represented Organization must be an organization below the Originating Organization. An Example: The Originating Organization is a local association and the Represented Organization is a Work Location; or the Originating Organization is a state association and the Represented Organization is a local association. 1. To select a Represented Organization, click the icon next to the field. 2. The Organization Search pop up appears. 3. To find the organization enter either: the 10 digit internal Organization ID, or part of the organization name, Record Type and Geographic State ID (State abbreviation)or the User ID, Record Type and Geographic State ID (State abbreviation) Last Updated: 8/9/2011 Page 23 of 61

24 If searching for a Work Location, enter the criteria in the Organization area of the page and enter criteria for the related Employer in the Parent Organization area. Select Record type of Employer and a partial or full name or user id 4. Select the applicable Organization Type from the Record Type list and click the button. 5. The Search Results screen appears, even if there is only one choice 6. Click on the radio button next to the applicable name or click in the row to select the organization. If you need to redo the search, click the button. To abandon a selection, click. If there are no results to be shown you will see the No Records found message. The Search Results for Work Locations for a local level role will return only work locations linked to the local. The Search Results for Work Locations for a higher-level role, like state, will return work locations from the entire geographic state. Last Updated: 8/9/2011 Page 24 of 61

25 MODIFY A ROLE ASSIGNMENT Select the role assignment to be modified. You may enter an Alternative Role name, change the Address Owner and/or type, change the Telephone Owner and/or type, change the Address Owner and /or Type, enter an End Date, assign or remove a Represented Organization. You cannot change the individual or the Role name. After reviewing that all data fields are correct, click the Successful message is displayed. button. The database is updated and a END A ROLE ASSIGNMENT Select the role assignment to be ended. 1. Click the button. 2. A pop up window appears confirming the current date will be used as the End Date. 3. If this is correct, click OK and the role is ended. 4. If you wish a different End date, such as a Past date or Future End date, click Cancel. Enter the End Date you require and click. Last Updated: 8/9/2011 Page 25 of 61

26 ROLES ASSIGNMENT VIA THE AFFILIATES SUBSYSTEM When you are in the Affiliates subsystem, you see roles data from the Affiliate s perspective. You see all current roles that originate from the affiliate and who is assigned to each. You can view who was assigned to a role in the past. Officer roles are marked as VIP and the system displays them as soon as you access the Roles page. Roles tab allows users to view and maintain role assignments in the Affiliates subsystem. At the top of the page, a grid displays role assignments for the organization. For NEA and each state affiliate, the VIP roles are displayed in alphabetic sequence by role name. For LEA affiliates, the VIP roles display at the top of the grid, followed by the remaining LEA role assignments. For all other organizations, all roles display in alphabetic sequence by Role name. As you click in different rows in the grid, the data displayed at the bottom of the page will change to match. To view historical role assignments for the organization, click cannot be modified.. Historical Role assignments This guide assumes users know how to search for an affiliate organization.. Please see the Affiliates User Guide for instructions Description Individual ID and Name Role Name Alt Role Name The ten digit identifier and the individual s name who is assigned to the role. The standard name of the role Alternative Role Name. To be used only if the standard role name is not quite right, but the intent of the role must not change. An example: the standard role name is Last Updated: 8/9/2011 Page 26 of 61

27 President ; the Alternative Role Name is Co-President. In most cases, the Alternative Role Name field is blank. Start Date End Date Address Owner The date the role assignment commences. Start Date defaults to the current date. You may enter a future Start Date if needed. An example: It is July and you are entering the officers whose terms begin in September. You would enter a Future Start date of 09/01/YYYY The date the role assignment ends. A future End Date may be entered if the date is known in advance when the term of the role will end. Identifies the entity which owns the address used in the role assignment. User selects the address to be used to contact the member on matters relating to this role. The default value is Individual. Required. Choices are an address owned by: >> the Individual, >> the Originating Organization >> the member s Work Location recorded in his/her membership record >>the Represented Organization. The choice No Address is selected if user does not need an address associate to the role assignment. Address Type The type of address to be selected. If Address Owner = Individual, the selection includes only addresses owned by the individual in the role. For any other address owner, the Primary address is automatically selected; the Address Type selection is empty. Address Phone Owner Display of the selected address. View only. Identifies the entity which owns the telephone number used in the role assignment. User selects the telephone number to be used to contact the member on matters relating to this role. The default value is Individual. Choices are a phone number owned by: >> the Individual, >> the Originating Organization >> the member s Work Location recorded in his/her membership record >> the Represented Organization. Phone Type The type and phone number to be selected. If Phone Owner = Individual, the selection includes only phone numbers owned by the individual in the role. For any other phone owner, the Primary phone number is automatically selected; the Phone Type selection is empty. Owner Identifies the entity which owns the address used in the role assignment. User selects the address to be used to contact the member on matters relating to this role. The default value is Individual. Choices are an address owned by: >> the Individual, Last Updated: 8/9/2011 Page 27 of 61

28 >> the Originating Organization >> the member s Work Location recorded in his/her membership record >> the Represented Organization. Type The type and address to be selected. If Owner = Individual, the selection includes only addresses owned by the individual in the role. For any other owner, the Primary address is automatically selected; the Type selection is empty. Represented Org A Represented Organization is an organization the individual represents while serving in the role. It must be an organization below the Originating Organization. Examples: The Originating Organization is a local association and the Represented Organization is a Work Location; the Originating Organization is a state association and the Represented Organization is a local association. Usually blank. Default Role VIP Role NEA RA Cont Original intent was for use in label printing. If individual has multiple roles, the one marked as the Default is used for the label address. May no longer be needed. Indicator for Very Important Position roles. Not editable. NEA RA Contact indicator. Indicator field is seen only on LEA level role of President. Can be set on one President at a time. The information in the role with the indicator updates the NEA RA Registration subsystem as the main contact for the local. When clicked the Reset will set the page back to it s original condition When clicked saves the data to the database When clicked initiate a new role assignment page When clicked will initiate the End Role function Last Updated: 8/9/2011 Page 28 of 61

29 ROLE ASSIGNMENT To add a new Role Assignment for the Organization in focus click. The assignment screen appears. 1. Click the Search icon to search for the individual. 2. Enter the Individual ID, complete First and Last Name or partial name followed by %. You may also enter the state of Residence, SSN or SSN-4, or Alternate ID to refine your search Enter your search criteria. 3. Click. 4. The Search Results screen appears, even if there is only one choice. The city and state of the member s Principal Address is displayed to assist in identification. Last Updated: 8/9/2011 Page 29 of 61

30 5. Click on an individual s name in the result list to activate a link on the right side of the grid. Click the View Profile link when need to verify that you are selecting the correct person for the role assignment. Viewing the profile will enable you to see more about the individual. If he/she is a member in your state, you will see a summary of the memberships. Click the the Results list. icon to close the pop up and return to 6. Double click on the name to select this person for the role assignment. 7. Click the icon next to the Role name field. A selection list appears with role names associated to the type of the Originating Organization. Last Updated: 8/9/2011 Page 30 of 61

31 8. Double click in the row or clicking in the radio button next to the role name to select the role. 9. The Individual Primary Address is the default for the Address Owner/type. Reselect if you require a different Address Owner 10. The Individual Primary Phone number is the default for the Phone Owner/type. Reselect if you require a different Address Owner 11. The Individual Primary Address is the default for the Address Owner/type. Reselect if you require a different address Owner When the Address/Phone/ Address Owner is the Originating Organization, or Represented Organization, no type selection is available. The system will automatically assign whichever is the Primary. When the Address/Phone Owner is the Work Location, you will see a pop up window showing the Work Locations addresses. Pick the applicable address and click Select. Sometimes you may see the Select choice for the Phone Owner as a default; this means there are no phone numbers recorded for the Individual. If an address or telephone owner or type that is selected does not exist in the database, the application will set it to the Individual s Principal address/phone. TIP: Rather than select the choice Member s Work Location, enter the work address in the IMS Personal Information screen. When a member changes his/her work location (as noted in the Membership Employment data) that change will not be reflected in Roles. It is easier to identify work location changes when you are updating those addresses in Personal Information. 12. If you are assigning a Represented Organization, click the Search icon. 13. A Represented Organization must be an organization below the Originating Organization. An Example: The Originating Organization is a local association and the Represented Organization is a Work Location; or the Originating Organization is a state association and the Represented Organization is a local association. 14. The Organization Search pop up appears. Last Updated: 8/9/2011 Page 31 of 61

32 15. To find the organization enter either: the 10 digit internal Organization ID, or part of the organization name, Record Type and Geographic State ID (State abbreviation)or the User ID, Record Type and Geographic State ID (State abbreviation) 16. Select the applicable Organization Type from the Record Type list and click the button. 17. The Search Results screen appears, even if there is only one choice. 18. Click on the radio button or the Organization Name to select the organization. If you need to redo the search, click the button. To abandon a selection, click. If there are no results to be shown you will see the No Records found message. Last Updated: 8/9/2011 Page 32 of 61

33 19. After reviewing that all data fields are correct, click. 20. The database is updated. Last Updated: 8/9/2011 Page 33 of 61

34 MODIFY A ROLE ASSIGNMENT Select the role assignment to be modified. You may enter an Alternate Role name, change the Address Owner and/or type, change the Telephone Owner and/or type, change the Address Owner and /or Type, enter an End Date, assign or remove a Represented Organization. You cannot change the individual or the Role name. After reviewing that all data fields are correct, click the Successful message is displayed. button. The database is updated and a END A ROLE ASSIGNMENT Select the role assignment to be ended. 5. Click the button. 6. A pop up window appears confirming the current date will be used as the End Date. 7. If this is correct, click OK and the role is ended. 8. If you require a different date, click. Enter the required end date (past or future date) 9. Click. REPLACE ROLE ASSIGNMENT There is another way to process a change in role assignments when one person is leaving and another person is being assigned the role. Instead of ending a role assignment for individual A and adding a role assignment for individual B, this method combines those steps into one. This method should only be used by users who have experience adding and ending role assignments. Last Updated: 8/9/2011 Page 34 of 61

35 1. Select the current individual from the Roles grid In this example Stella Russell s role assignment will be ended and she will be replaced by Rachel Mendez 2. Click on the Search icon. The Individual Search screen appears. 3. Enter the complete First and Last Name or partial name followed by %. You may also enter the state of Residence, SSN or SSN-4, or Individual ID to refine your search. Click the button. 4. The Search Results screen appears, even if there is only one choice. The city and state of the member s Principal Address is displayed to assist in identification. 5. Click on the name to select the person for the role assignment. You may need to first click the link if you need to verify this is the correct person. Viewing the profile will enable you to see the membership of the individual. Last Updated: 8/9/2011 Page 35 of 61

36 6. Note that Rachel Mendez name is now showing in the role. You cannot change the Organization or the Role itself. 7. The Address/Phone/ Address owner choices defaulted to Individual/Home. If this is not correct for Rachel be sure to select the Address/Phone/ address Owner and Type that will belong to Rachel as she serves in the role. 8. The Start date defaults to the current date. Enter a different date if needed. 9. When you save the transaction the database is updated as follows: >> An End Date will be entered in the original role assignment (Stella, in this case) of one day prior to the Start Date of the new person assigned. >>The new individual assigned to the role will have the data as entered on the screen. You can enter Future Start dates in this replacement function. The original role assignment stays effective until the End Date is reached on the calendar. This would allow you to enter new year officers in the summer by giving the replacement a Future Start Date of September 1. The original officer role assignment would be ended with an August 31 date. Last Updated: 8/9/2011 Page 36 of 61

37 ROLE ASSIGNMENT VIA THE EMPLOYER/WORK LOCATION OR OTHER ORGANIZATIONS SUBSYSTEMS When you are in the Employer/Work Location subsystem, or the Other Organization subsystem, you see roles data from the organization s perspective. You see all current roles that originate from the Employer, Work location or Other Organization and who is assigned to each. You can view who was assigned to a role in the past. The Roles tab allows users to view and maintain role assignments in External Organizations. At the top of the page, a grid displays role assignments for the organization. Roles display in alphabetic sequence by Role name. As you click in different rows in the grid, the data displayed at the bottom of the page will change to match. To view historical role assignments for the organization, click cannot be modified.. Historical Role assignments This guide assumes users know how to search for an organization. Please see the Employer/Work Location User Guide for instructions. Description Individual ID and Name Role Name Alt Role Name The ten-digit identifier and the individual s name who is assigned to the role. The standard name of the role Alternate Role Name. To be used only if the standard role name is not quite right, but the intent of the role must not change. An example: the standard role name is Assistant Superintendent ; the Alternate Role Name is Deputy Superintendent. In Last Updated: 8/9/2011 Page 37 of 61

38 most cases, the Alternate Role Name field is blank. Start Date End Date Address Owner The date the role assignment commences. Start Date defaults to the current date. You may enter a future Start Date if needed. An example: It is July and you are entering a role, which begins in September. You would enter a Future Start date of 09/01/YYYY The date the role assignment ends. A future End Date may be entered if the date is known in advance when the term of the role will end. Identifies the entity which owns the address used in the role assignment. User selects the address to be used to contact the member on matters relating to this role. The default value is Individual. Required. Choices are an address owned by: >> the Individual, >> the Originating Organization >> the member s Work Location recorded in his/her membership record. As most of the individuals assigned to these roles are not members, the Work Location choice may not be valid. >> the Represented Organization. The choice No Address is selected if user does not need an address associate to the role assignment. Address Type The type of address to be selected. If Address Owner = Individual, the selection includes only addresses owned by the individual in the role. For any other address owner, the Primary address is automatically selected; the Address Type selection is empty. Address Phone Owner Display of the selected address. View only. Identifies the entity which owns the telephone number used in the role assignment. User selects the telephone number to be used to contact the person on matters relating to this role. The default value is Individual. Choices are a phone number owned by: >>the Individual, >>the Originating Organization >> the member s Work Location recorded in his/her membership record. As most of the individuals assigned to these roles are not members, the Work Location choice may not be valid. >>the Represented Organization. Phone Type The type and phone number to be selected. If Phone Owner = Individual, the selection includes only phone numbers owned by the individual in the role. For any other phone owner, the Primary phone number is automatically selected; the Phone Type selection is empty. Owner Identifies the entity which owns the address used in the role assignment. User selects the address to be used to contact the member on matters relating to this role. The default value is Individual. Last Updated: 8/9/2011 Page 38 of 61

39 Choices are an address owned by: >>the Individual, >> the Originating Organization >> the member s Work Location recorded in his/her membership record. As most of the individuals assigned to these roles are not members, the Work Location choice may not be valid. >> the Represented Organization. Type The type and address to be selected. If Owner = Individual, the selection includes only addresses owned by the individual in the role. For any other owner, the Primary address is automatically selected; the Type selection is empty. Represented Org Default Role VIP Role Not applicable for roles that Originate from an Employer, Work Location or Other Organization. A Represented Organization is an organization the individual represents while serving in the role. It must be an organization below the Originating Organization. Usually blank. Original intent was for use in label printing. If individual has multiple roles, the one marked as the Default is used for the label address. This function does nto work well. May no longer be needed in MRA reports. Indicator for Very Important Position roles. Not editable. When clicked the Reset will set the page back to its original condition When clicked saves the data to the database When clicked initiate a new role assignment page When clicked will initiate the End Role function ROLE ASSIGNMENT To add a new Role Assignment for the Organization in focus click the appears. button. The assignment screen Last Updated: 8/9/2011 Page 39 of 61

40 1. Click the Search icon to search for the individual. 2. Enter the Individual ID, or the complete First and Last Name or partial name followed by %. You may also enter the state of Residence, SSN or SSN-4, or Alternate ID to refine your search Enter your search criteria. 3. Click search 4. The Search Results screen appears, even if there is only one choice. The city and state of the member s Primary Address is displayed to assist in identification. 5. Click the link if you need to verify this is the correct person. Viewing the profile will enable you to see the membership of the individual, although this may not be applicable for EWL roles. 6. Double click on the name to select this person for the role assignment. Last Updated: 8/9/2011 Page 40 of 61

41 7. Click the Role Name Search icon to view and select the applicable role. IMS Roles Maintenance User Guide 8. The Individual Primary Address is the default for the Address Owner/type. Reselect if you require a different Address Owner. 9. The Individual Primary Phone number is the default for the Phone Owner/type. Reselect if you require a different Address Owner. 10. The Individual Primary Address is the default for the Address Owner/type. Reselect if you require a different address Owner. Last Updated: 8/9/2011 Page 41 of 61

42 o o When the Address/Phone Address Owner is the Originating Organization, member s Work Location, or Represented Organization, no type selection is available. The system will automatically assign the Primary contact information. Sometimes you may see the Select choice for the Phone Owner as a default; this means there are no phone numbers recorded for the Individual. If an address or telephone owner or type that is selected does not exist in the database, the application will set it to the Individual s Principal address/phone. 11. The use of a Represented Organization in Employer/Work Location roles is rare. If needed, please see the instructions in the Role Assignment via the Affiliates subsystem in this guide. 12. After reviewing that all data fields are correct, click the button. 13. The new role assignment is saved. MODIFY A ROLE ASSIGNMENT Select the role assignment to be modified. You may enter an Alternate Role name, change the Address Owner and/or type, change the Telephone Owner and/or type, change the Address Owner and /or Type, enter an End Date, assign or remove a Represented Organization. You cannot change the individual or the Role name. Last Updated: 8/9/2011 Page 42 of 61

43 After reviewing that all data fields are correct, click the Successful message is displayed. button. The database is updated and a END A ROLE ASSIGNMENT Select the role assignment to be ended. 10. Click the button. 11. A pop up window appears confirming the current date will be used as the End Date. 12. If this is correct, click OK and the role is ended. 13. If you require a different date, click. Enter the required end date (past or future date) 14. Click. REPLACE ROLE ASSIGNMENT There is another way to process a change in role assignments when one person is leaving and another person is being assigned the role. Instead of ending a role assignment for individual A and adding a role assignment for individual B, this method combines those steps into one. This method should only be used by users who have experience adding and ending role assignments. Select the individual from the Roles grid. Last Updated: 8/9/2011 Page 43 of 61

44 In this example Walter Mallory s role assignment will be ended and he will be replaced by Debra Guess. 1. Click on the Search icon. The Individual Search screen appears. 2. Enter the complete First and Last Name or partial name followed by %. You may also enter the state of Residence, SSN or SSN-4, or Individual ID to refine your search. 3. Click the button. 4. The Search Results screen appears, even if there is only one choice. The city and state of the member s Principal Address is displayed to assist in identification. 5. Click on the name to select the person for the role assignment. You may need to first click the link if you need to verify this is the correct person. Viewing the profile will enable you to Last Updated: 8/9/2011 Page 44 of 61

45 see the membership of the individual, although this may not be necessary for EWL roles. 6. Note that Debra Guess name is now showing in the role. You cannot change the Organization or the Role itself. 7. The Address/Phone/ Address owner choices defaulted to Individual/Home. If this is not correct for the new individual be sure to select the applicable Address/Phone/ Address Owner and Type. 8. The Start date defaults to the current date. Enter a different date if needed. 9. Click 10. When you save the transaction, the database is updated as follows: >> An End Date will be entered in the original role assignment (Stella, in this case) of one day prior to the Start Date of the new person assigned. >>The new individual assigned to the role will have the data as entered on the screen. You can enter Future Start dates in this replacement function. The original role assignment stays effective until the End Date is reached on the calendar. This would allow you to enter new year assignments in the summer by giving the replacement a Future Start Date of September 1. The original role assignment would be ended with an August 31 date. Last Updated: 8/9/2011 Page 45 of 61

46 ROLES EXPRESS The Roles Express module allows you to enter many assignment transactions for individuals in the same role or in different roles by using identifiers for fast data entry. Roles Express can be used to: Assign committee members for a state or local association. Assign new local association officers. Assign new Association Representatives. End assignments for committee members whose term has ended. End outgoing local officers. A Set Up function is used to select the Originating Organization, the Role name, and default Owners for the address, phone and address data. Once the set up values are saved, you enter one transaction after another for the individuals. The transactions are validated, submitted and the database is updated. The Express function allows you to end role assignments. You first search for the individuals in the applicable role, and from the results list, select a few individuals or select the complete list to end the assignments. Users who are familiar with the I&A version of Roles Express will notice the format change in IMS. I&A had 4 separate Roles Express functions. IMS Roles Express has one, but based on the elements selected in the Set Up, will duplicate the 4 functions from I&A. Users should have a working knowledge of Roles Assignments in the Individual or Affiliates applications before using Roles Express. To access the application navigate to the Affiliates subsystem home page and click the Roles Express icon. Last Updated: 8/9/2011 Page 46 of 61

47 The Roles Express page will be presented. SET UP You use the Set Up function to select the default values for the majority of the Roles assignments you are about to enter. The Set Up values will be saved only until you exit Roles Express. Click Set Up to initiate the Set Up function. The Set up Pop up is displayed. Last Updated: 8/9/2011 Page 47 of 61

48 Description Affiliate Originating Organization Identifier and Name Will be populated with the state affiliate (ore NEA) associated with your user login ID The Originating Organization of the role assignments. This will be an organization associated to the Affiliate. This field would be left blank if you intend to assign the same role to different Originating Organizations in the transactions. Your Roles Security access limits the organizations you can select. A State level user can work with organizations at the state level or lower (groups, UniServ, Locals) but cannot assign NEA Roles. A local level access user can assign local or chapter roles, but cannot assign state or NEA roles. Role Identifier and Name Address Owner The role name for the assignments. This will be a role associated to the level of the Originating Organization. (i.e. LEA Originating Organization, LEA roles). This field would be left blank only if you intend to assign different roles in the transactions. Select the default Address Owner. Individual- will use the Primary address of the individual Originating Organization - will use the Primary address. If none exits, the role assignment in the database will have the Individual Primary address. Work Location will use the primary Work Location address for the work location in the member's Employment/Work location data. If there is no work location or no address exits, the role assignment in the database will have the Individual Primary address. Represented Organization - will use the primary address for the Represented Organization in the transaction. If there is no Represented Organization in the transaction or no address exits, the role assignment in the database will have the Individual Primary address. Phone Owner Select the default Phone Owner. Individual - will use the Primary phone number. If none exits, there is no phone number in the role assignment. Originating Organization - will use the Primary phone number. If none exits, the role assignment in the database will have the Individual Primary Phone number. Work Location - will use the primary Work Location phone number for the work location in the member's Employment/Work location data. If there is no work location or no phone number exits, the role assignment in the database will have the Individual Primary Phone number. Represented Organization - will use the primary phone number for the Represented Organization in the transaction. If there is no Represented Organization in the transaction or no phone number exits, the role assignment Last Updated: 8/9/2011 Page 48 of 61

49 in the database will have the Individual Primary phone number. Address Owner Select the default Address Owner. Individual - will use the Primary address Originating Organization - will use the Primary address. If none exits, the role assignment in the database will have the Individual Primary address. Work Location - will use the primary Work Location address for the work location in the member's Employment/Work location data. If there is no work location or no address exits, the role assignment in the database will have the Individual Primary address. Represented Organization - will use the primary address for the Represented Organization in the transaction. If there is no Represented Organization in the transaction or no address exits, the role assignment in the database will have the Individual Primary address. Start Date End Date Represented Organization Identifier and name The beginning of the Role Assignment. Defaults to current date; a different date can be entered. Normally left blank. Enter only if you know the Future End date of the role assignment. Normally left blank. If used, this is an organization, below the Originating Organization, that the individual represents while serving in the role. When clicked, the Search page is opened When clicked the contents of the field are removed. When clicked, the set up values are saved. To set up data: 1. The Affiliate is pre populated based on your login ID. 2. Enter the Organization ID of the Originating Organization. This can be the SEA, (same as the Affiliate above) or an organization below the affiliate, such as UniServ, Group or local. For NEA users NEA will be the affiliate and the Originating Organization can be NEA or a NEA department. If the ID is not known, click the Search Icon to initiate a search. 3. Click to search for the Role. Last Updated: 8/9/2011 Page 49 of 61

50 4. Roles for the level of the Originating Organization are displayed in alpha sequence. For example, if the Originating Organization is a SEA, only SEA level roles are displayed. If the Originating Organization is a LEA, only LEA level roles are displayed. If the Originating Organization is left blank, all roles under the Affiliate are displayed. Click the row for the applicable role name. 5. Select the Address Owner for all or the majority of the transactions you will enter. It can be changed in the specific transactions. 6. Select the Phone Owner for all or the majority of the transactions you will enter. It can be changed in specific transactions. 7. Select the address owner for all or the majority of the transactions you will enter. It can be changed in specific transactions. 8. Enter a different Start Date if needed. 9. If a Represented Organization will be used, enter the Organization ID. If the ID is not known, click the Search Icon to initiate a search. 10. After you enter the required data, click. 11. You will see a confirmation message that your setup was saved. Last Updated: 8/9/2011 Page 50 of 61

51 An example of a Set Up Last Updated: 8/9/2011 Page 51 of 61

52 There are two scenarios where you leave the Originating Organization or the Roles Name blank in the Set Up. Leave the Role name blank when you intend to specify one Originating Organization and assign different roles for that organization in the transactions. Some example are: Select a LEA as the Originating Organization and assign all the officers and committee roles. Select the SEA as the Originating Organization and assign officers and committee members. Select a UniServ Unit as the Originating Organization and assign the Director and officers. Leave the Originating Organization blank when you intend to specify one Role name, the applicable level of organization for the Role, and assign that role to individuals in many different organizations. This module is for State Level users only. Some examples: Select President-Loc as the Role name, and assign it to individuals in many different locals. Select UniServ Director as the Role name, and assign it to individuals in many different UniServ units. Last Updated: 8/9/2011 Page 52 of 61

53 ADDING ROLE ASSIGNMENT TRANSACTIONS Once the Set up values have been saved, you are ready to enter transactions. Click to begin. The transaction pop up is displayed. Enter the data for the first transaction. Description # Sequence number of the transaction Affiliate Origin Org ID and name Role ID, Name and Level Affiliate is pre populated. Value from Set Up is displayed. If no Originating Organization was entered in the Set Up, it must be entered in the transaction. Enter the 10 digit Organization ID, or use the Search function. Value from Set Up is displayed. If no Role Name was entered in the Set Up, it must be entered in the transaction. The level of the role (STAFF, LOC, UNIS, etc) is shown next to the name for reference only. Last Updated: 8/9/2011 Page 53 of 61

54 Individual ID and Name SSN Address Owner Phone Owner Owner Start Date End Date Alt Role Rep Org ID and Name The ten-digit Individual Identifier of the person for the transaction. Leading zeroes can be omitted. Either Individual ID or SSN is required. The 9-digit SSN of the person for the transaction. Either Individual ID or SSN is required. Value from Set Up is displayed. A different Address owner can be selected for the individual in the transaction. Value from Set Up is displayed. A different Phone owner can be selected for the individual in the transaction. Value from Set Up is displayed. A different Address owner can be selected for the individual in the transaction Value from Set up is displayed. A different Start Date can be entered in the transaction. Value from set up is displayed. The End Date is usually left blank. Alternate Role name. Optional. An alternate name can be entered for the individual in the transaction but the intent of the original role name must not change. Value from Set Up is displayed. Usually left blank. If needed, enter the Represented Organization in the transaction. Enter the 10 digit Organization ID, or use the Search function. When clicked, the Search page is opened When clicked, the contents of the field are removed. When clicked the transaction is added to the grid. When the last transaction has been entered, click this to add the transaction to the grid and close the transaction pop up. When clicked the contents of the transaction are removed. To enter data: 1. The sequence number of the transaction and the Affiliate name are displayed. 2. The Originating Organization is pre-populated from the setup screen. If blank, enter the Internal Organization Identifier for the organization and press the tab key to retrieve it. If the Internal Organization ID is not known, click to open the search pop up. Last Updated: 8/9/2011 Page 54 of 61

55 3. The Role Definition is pre-populated from the setup screen. If blank, click to open the list and select the role for the individual. 4. Enter either the Individual ID (you don't need the leading zeroes) or the SSN of the person for the first assignment. For each succeeding transaction, you can use either the ID or SSN. If using the ID, enter the number and press the TAB key. System will retrieve and display the individual's SSN and name. If you are not entering the ID, tab to the SSN field, enter it and press the TAB key. The person's name and ID will be displayed. 5. The Address owner is pre populated with the set up value. If necessary, select a different address owner from the drop down list for the individual in the transaction. 6. The phone owner is pre populated with the set up value. If necessary, select a different phone owner from the drop down list for the individual in the transaction. 7. The address owner is pre populated with the set up value. If necessary, select a different address Owner from the drop down list for the individual in the transaction 8. The Start Date is pre populated with the set up value. Enter a different date if required. It can be a future or past date. 9. The End Date is pre populated with the set up value. The End date is usually left blank for Add transactions. If required, enter a different future date. 10. Optionally, if required, enter the Alternate Name text for the role for the individual in the transaction. 11. The Represented Organization is pre-populated from the setup screen. It is usually left blank. The Represented Organization is always different from the Originating Organization. If required, enter the Internal Organization Identifier for the organization and press the tab key to retrieve it. If the Internal Organization ID is not known, click to open the search pop up. For Association Representative Roles, the member s work location is usually in the Represented Organization field. 12. Click to save the transaction. Note that the individual you added will appear on the grid behind the popup screen. The Individual s name in the transaction pop up will be cleared and the page is reset to enter another individual. 13. Upon adding the final individual in the transaction session, click. The popup page will close and you can view the individuals you just added, each individual on a separate row in the grid. In theory, there is no limit to the number of transactions you can enter before clicking the button. In practice, it is wise to do no more than 50 transactions in a session. 14. After you have reviewed the grid, click Submit to process the transactions. Last Updated: 8/9/2011 Page 55 of 61

56 15. You will see a successfully saved message box. The Individual Search pop up is the same one used in the Individuals subsystem. Refer to the Individual Inquiry or Maintenance User Guides for further explanations. The Organization Search pop up is the same one used throughout IMS. Refer to the Affiliates User Guides for further explanations. Last Updated: 8/9/2011 Page 56 of 61

57 ENDING ROLE ASSIGNMENTS Rather than enter individual transactions to end role assignments, you will search for individuals with a specific role, view them in a results grid, then choose to end the assignments for all of them or only the ones you select. Click the plus sign or the test Search for Roles at the top of the Express page. The Search page is displayed. 1. The Affiliate is populated based on your login ID. 2. To select a role without regard to a specific originating organization, click the button next to the Selected Roles box. For example, if you select UniServ Director-UNIS, all the UniServ Directors statewide will be retrieved. If you select President-Loc, all the local presidents in the state will be retrieved. 3. The role names are listed by level- SEA (STAFF) roles first, followed by UniServ, Local, Group, and Chapter. Last Updated: 8/9/2011 Page 57 of 61

58 4. Select one or more roles by clicking in the selection box in the left column. You can scroll down and up through the list. 5. Click 6. Click the button to search for the individual with the selected role. 7. The retrieved list is shown in the transaction grid. 8. If you are searching for roles for one specific originating organization, click the button next to Origin Org to open the Organization Search page. Search for and select the desired organization. 9. Search for and select the Role Definition. Only roles for the level of the Originating Organization will be in the list. Last Updated: 8/9/2011 Page 58 of 61

59 10. Select one or more roles by clicking in the selection box 11. Click. Last Updated: 8/9/2011 Page 59 of 61

60 12. Click the button to display all those currently assigned to the selected role(s) for the Originating Organization. 13. Mark the individual s whose Role Assignment should End by clicking in the Selection box in the left column. 14. If all roles displayed in the grid are to be ended click in the Master Section box at the top of the left hand column. All rows will be selected. Last Updated: 8/9/2011 Page 60 of 61

61 15. Click the button. A confirmation message will appear. The current date has been entered as the End Date. Reenter a different date if needed. 16. Click to process the transactions. You will see a second confirmation request. 17. Click to process the transactions. A message will be displayed. Last Updated: 8/9/2011 Page 61 of 61