IMS Individuals Maintenance User Guide

Transcription

1 IMS Individuals Maintenance User Guide Financial & Membership Services Membership Management Services Version Last Updated: 12/1/2011 Page 1 of 70

2 Introduction... 4 Individuals Subsystem... 4 Search by Individual... 5 Search Type... 5 Search Criteria... 6 Individual Search Rules... 7 Search by Affiliate... 8 Search Results Limits... 9 Search by Affiliate - Advanced Search... 9 Search by Role Assignment Search by Role Assignment Advanced Search Advanced Search Search Results Search Within Results Download Results For retrievals under 1,500 records For retrievals over 1,500 records Add Individual New Button Search Expanded Search Review Search Results Add New Member View Information for an existing Individual Quick Search Tasks Recent Personal Information Audit Roles Demographics Notes Edit Personal Information Edit Address Address Validation Change an Address Add an Address Delete/End an Address Edit Phone number and Address To Add/Update/End a Phone number To Add/Update/End an Address Contact suppression View Address (or other) Audit View ID History Last Updated: 12/1/2011 Page 2 of 70

3 View Name History View Profile Summary Student Information Retired Information Active Life Information License Information Student Rebate information Additional Profile Views View Member History Advanced Search Using Advance Search Saved Queries Select Organization(s)-State/UniServ/Local/Chapter/Employer/Work Location Select Membership Types Select Funds Select Demographics Select Membership Attributes Select Roles Select Individual Reduction reason Initiate Search Export Results List Other Useful InFormation Setting the Deceased Status Duplicate Records Two Unique People With the Same SSN How to Identify Duplicate Individuals Server Report INRP0401, Potential Duplicate Individuals Setting the Purged Status Setting the Purged Status when there are no duplicate records Setting the Purged Status when there are duplicate records Last Updated: 12/1/2011 Page 3 of 70

4 INTRODUCTION IMS Individuals Maintenance User Guide The Individual/Membership Subsystem (IND/MOE) is one subsystem in the Interactive Membership Services (IMS) web application. IND/MOE is used to process individual and membership information. IND/MOE processing instructions are divided into three user guides: Individual Inquiry, Individual Maintenance, and Membership Maintenance. This guide covers Individual Maintenance. INDIVIDUALS SUBSYSTEM To access the Individual/Membership Subsystem, click on the Individuals tab from the IMS Navigation bar. The Individuals tab provides access to Search. This feature allows authorized IMS users to search for a specific individual or groups of individuals for review in the membership database. There are three options for Search: Search by Individual: Use this search when retrieving an individual by name or ID (i.e. Individual ID, SSN, SSN4, Alternate ID). Search by Affiliate: Use this search to retrieve a list of members by an organization (i.e. uniserv, local, employer, work location). Search by Role Assignment: Use this search to retrieve a list of individuals who hold selected role(s) (i.e. board of directors, committee members). Last Updated: 12/1/2011 Page 4 of 70

5 SEARCH BY INDIVIDUAL The Search by Individual function enables a user to search for one individual at a time. Users may enter a name, Individual ID, SSN, SSN4, Alternate ID, City or State of Residence as search criteria. When the search is initiated by clicking the button or by hitting the Enter key, the search results displayed will be limited to the organization tied to your User ID. For State users this will be individuals who have a membership or role assignment for the State or related organization (i.e. UniServ, Local, etc). If the individual is not found in the results list, click the button to open the search to the entire database. Expanded searches will include all individuals who match the search criteria. They may or may not have a current membership or role assignment in the state affiliate associated with your User ID. An Expanded Search will result in the display of members who may belong to another state. Please review the Profile or Membership History page to ensure you have the correct person. When the search is initiated by clicking on the button, the search will open automatically to search the entire database. The search results will include all individuals who match the search criteria including in the display members who may belong to another state. Please review the Profile or Membership History page to ensure you have the correct person. The member will be retrieved based on the defined selection criteria. However, once retrieved, all memberships for the individual will be displayed for review. Click the icon for Search by Individual help. SEARCH TYPE Two types of searching by name are available. Searching by name is not case sensitive (upper, lower or mixed case will work). (Default): Name Search initiates Name Search software searching for exact name matches and phonetic name matches that sound like the name entered. Search by name will review current names, past names (history) and nicknames. If more than one row is returned for an individual, names in black indicate a match on a current name, names in green indicate a match on a past name and names in pink indicate a match on a nickname (populated in the nickname field). You may see multiple rows in the colors for the same individual. Last Updated: 12/1/2011 Page 5 of 70

6 Name Matches will be displayed in the search result list based on the match percentage score with 100% matches appearing at the top of the list. So the closest matches will always appear at the top of the result list. Wild Card search allows you to search by full or partial name using a wildcard (percent sign). Names will be retrieved by exact name or exact name to the point of the % sign if the wildcard is used. For example, enter Dav% John% to get Dave Johns, David Johnson, David Johnstone, etc. SEARCH CRITERIA One of these five combinations is required: Individual ID (name not required) or Full SSN (name not required but recommended) or SSN4 (first and last name required) or Alternate ID (name not required) or First Name, Middle Name (optional) and Last Name (you may include the City and/or State of Residence if you know the member exists) 1. When searching by Individual ID, enter the 10-digit ID used as a unique identification number for an individual in the I&A database. This ID can be found on the address label of the NEA Today. You do not have to type the leading zeroes. 2. When searching by the full Social Security Number (SSN), enter the ID as 9 consecutive digits or with the dashes XXX-XX-XXXX. All users can enter the Full SSN for searching even though they may be restricted to seeing only SSN4 or no SSN at all. Note: It is recommended that First Name and Last Name be entered with SSN. If the individual exists but does not currently have their SSN recorded on the database, the individual would not be found by SSN only. If SSN and Name are entered as search criteria and the SSN is not found, a subsequent search is initiated automatically by Name only. 3. When searching by the SSN4 or the last four digits of the Social Security Number, First Name and Last Name are also required. 4. When searching by the Alternate ID, enter the alternative ID used by affiliates to identify and find individuals. This field is often populated by the state affiliates with Employee ID or some other internal or system ID. 5. When searching by Name, First Name and Last Name are required. Middle Name is optional. 6. When searching on City, you must key the full city name. 7. When searching on State of Residence, you can key the 2 letter state abbreviation or a portion of the full state name to quickly populate the field. When the desired state is highlighted, simply tab away from the field and the state will be retained in the field. Click the button or hit the Enter key to initiate the retrieval process. Click the button to clear search criteria. Last Updated: 12/1/2011 Page 6 of 70

7 INDIVIDUAL SEARCH RULES 1. If you provide the Individual ID or SSN or Alternate ID and First and Last Name, the ID is used first in the search. If the ID is found, the individual will be returned in the result list regardless of a match on name. 2. If an ID (Individual ID, SSN, SSN4 or Alternate ID) and Name are entered for searching and the ID is not found, a subsequent search is initiated automatically by Name only. Search results based on the name will be presented accompanied by the following message: 3. If Individual ID or SSN and City and/or State of Residence are entered and a match is found on the ID but not the State of Residence, the search result will be returned solely based on the ID match. The nonmatch on City and State of Residence will be ignored.. 4. If is selected and the ID is not found, Name Search software will be initiated returning all names that resemble the name entered. 5. If is selected and the ID is not found, an exact name search will be performed. 6. SSN4 must be searched in combination with name (first and last). When this search is initiated, an AND operator is used between the ID and the Name providing a match on Name and ID. This affords a more concise search. 7. You can search by Individual ID, SSN, SSN4 or Alternate ID and a portion of the name using the Wild Card Search type. Last Updated: 12/1/2011 Page 7 of 70

8 SEARCH BY AFFILIATE The Search by Affiliate function enables a user to select a UniServ, Local, Chapter, Employer or Work Location in order to display a list of members for the selected organization(s). The Advanced Search criteria enables a user to further filter the search by membership year, membership status, cancel reason, renewal indicator, continuous indicator, demographics and membership type. Click the Affiliate tab to present the search form. Depending on the level of your Login, the system will auto-populate the State Association, UniServ and/or Local with the associated organization name. 1. Select State Affiliate, UniServ, Local, Chapter, Employer, Work Location as needed for your search by clicking on the down arrow and making the selection. a. Chapter selection is presented only if the local selected has chapters associated with it. b. With Chapter selected, employer and work location selection is presented only if the employer is tied to the chapter. If the employer is tied to the local, you must remove the chapter selection to have the employer and work location selection drop downs populated. 2. Organizations must be selected in the order displayed on the screen because of the dependencies. For example, if you select UniServ #1 the Local dropdown list will reflect only the locals within that UniServ unit. 3. To select by Local without having to specify a specific UniServ, select the entry ALL from the UniServ drop down. All locals for the state affiliate will then be displayed in the dropdown. 4. To select a Local, you have the option of entering the Local User ID or selecting from the Local dropdown list. After entering a Local User ID, the corresponding Local Name will be auto-populated in the Local dropdown. 5. You must enter an organization at least down to the UniServ level. A state level search is not allowed because of current performance issues. 6. Even if you want to search by local and not employer/work location, you still need to wait for the employer box to refresh before clicking on Submit. 7. Optionally, enter a member name (or partial name with a wild card %) to further narrow the search. The name search is not case sensitive. Last Updated: 12/1/2011 Page 8 of 70

9 8. Optionally, click the Advanced Search link to access more search criteria, including membership year, membership status, membership types, etc. This is explained under the heading Search by Affiliate Advanced Search. Click the button to initiate the retrieval process. Click the button to clear search criteria. SEARCH RESULTS LIMITS The search has no limit on the number of records retrieved. When retrieving organizations with membership counts of less than 1,500 the process will retrieve all records at once, sort by name and display them sequentially, 10 records at a time. You can download the entire list by clicking on the links. If the number of records retrieved is more than 1,500, to avoid time-out problems with large retrievals, the system only retrieves records (randomly) in batches of 10. You will see a warning message: The search results list will not be sorted initially but a sort can be initiated by clicking on the column heading for Individual ID, Name (sorted by Last Name, First Name, Middle Name), Address (sorted by City), SSN4 or Alternate ID. Requesting a sort of the retrieved data will take additional time because a new query is initiated. The download feature will initiate an IMS Extract job which can be monitored and downloaded from the Extract Status page. Downloads and Extracts are explained later in this guide. SEARCH BY AFFILIATE - ADVANCED SEARCH Clicking on the link from the basic Search by Affiliate will present the Advanced Search form. Additional search criteria includes: Membership Year, Membership Status, Cancel Reason(s) for cancelled status memberships, Renewal Indicator, Continuous Indicator, Demographic Fields and Membership Types. Affiliate Advanced Search Page Last Updated: 12/1/2011 Page 9 of 70

10 Description Membership Year Membership Status Cancel Reason Renewal Indicator Continuous Indicator Demographics Current Year is the default. Prior and future years are available via the drop down. The default is for Effective. Selections of Cancelled or Both (Effective and Cancelled) are also available via the drop down. The default of ALL will return all cancelled memberships regardless of cancel reason. Select one reason or use Ctrl+click to select multiple cancel reasons. The default is for Both. Selections of Renewed or Unrenewed are also available via the drop down. The default is for Both. Selections of Yes or No are also available via the drop down. To initiate a demographics search, click on the and Value field will be presented. Use the field and value. link. A demographic dropdown link, to remove a demographic Select a specific demographic field and enter or select a value to search. You may search by a demographic field and specific value or by a demographic field and the absence of a value. You will see all demographics in the drop-down for which you have access. The rule for demographic access is the following: You will see all demographics defined as global above your organization level, all demographics setup at your organization level and all demographics setup below your organization level. For example: a State Affiliate User will see all NEA demographics defined as global and all demographics at the state level and local level. (Note: To see Local demographics, the local must be selected.) Select the Demographics field, If the demographic field was defined as a range demographic, a drop-down will be presented with the defined valid values. Select from the drop-down list for the search value or do not select a value to search for the demographic with the absence of a value. If a demographic field was not defined as a range demographic, a value field will be presented for you to key the value you want to search on. If an input mask was defined for the demographic, the mask will be displayed below the field to aid you in keying the correct format. The value keyed must match the input mask. You can search for up to 5 demographics at a time. Use the link to add additional demographics and the link to remove demographics. Demographics are removed from the bottom up. When searching for multiple demographics, you have the option of using the AND (all criteria must be met) or OR (only one of the criteria needs to be met) operator between them. NEA, SEA LEA Type You can select a specific type or use Ctrl+click to select multiple types. The association logic between types is OR within one membership level or across levels, meaning that records that have any of the types selected will be returned. Last Updated: 12/1/2011 Page 10 of 70

11 Be wary of performing large searches. There is no limit on the number of records returned but you may experience a time out when waiting for the return. If this happens, refine your search by defining additional search criteria. To get a list of prior year (e.g., ) members who have not renewed for the current year (e.g., ), be sure to select the prior year in the Membership Year drop down and select Unrenewed from the Renewal Indicator drop down. Some locals do not record LEA Types in I&A. If this is the case, you will not see the LEA Membership Type drop down selection box. Last Updated: 12/1/2011 Page 11 of 70

12 SEARCH BY ROLE ASSIGNMENT The Search by Role Assignment function enables a user to search for individuals with State or dependent organization role assignments. Click the Role Assignment tab to present the search form. Depending on the level of your login, the system will auto-populate the State Affiliate, UniServ and Local Association name, or NEA Headquarters for NEA level users. The roles displayed will relate to your user level. Generally you will not need to make any other organization selections before selecting the roles applicable to your organization. 1. Select State Affiliate, UniServ, or Local as needed for your search by clicking on the down arrow. Search results will be limited to role assignments for levels within the state association. 2. Organizations must be selected in the order displayed on the screen because of the dependencies. For example, if you select UniServ #1 the Local dropdown list will reflect only the locals within that UniServ unit. A state user may select the value ALL to get all the uniservs/locals in the state. 3. You may select a local (hold the SHIFT or CTRL key to select more than one locals), or bypass the selection to select all locals. 4. Optionally, use the Role Filter to narrow the role list to just that level, for example, you only want to see the roles applicable to a local:. 5. Based on your selection criteria, the Roles list will appear. 6. At least one role must be selected before clicking the button. You can select a specific role or use Ctrl+click to select multiple roles. Last Updated: 12/1/2011 Page 12 of 70

13 7. When only State is selected, the roles in the selection box will be those roles associated with the entire state. State level roles will list first in alphabetic sequence, followed by UniServ and local roles. For example, if you select LOC-PRESIDENT you will retrieve data for all the local presidents in your state. 8. When State and UniServ are selected, the roles in the selection box will be for the UniServ and below. UniServ level roles will list first in alphabetic sequence, followed by local roles. When local level roles are selected here the search will include roles for all locals associated with the UniServ. For example, if you select LOC-PRESIDENT you will retrieve the local presidents for all the locals under the UniServ unit. 9. When State/ UniServ and Local are selected, the roles in the selection box will be for the Local and below. Local level roles will list first in alphabetic sequence, followed by chapter roles. When local level roles are selected here the search will include roles for only the specific local. For example, if you select LOC- PRESIDENT you will retrieve only the one president for the local. 10. Click the button to initiate the retrieval process. 11. Click the button to clear search criteria. SEARCH BY ROLE ASSIGNMENT ADVANCED SEARCH The default search criteria returns those individuals with effective role assignments. Membership is not part of the criteria. The optional Advanced Search will enable you to refine your search to those who also have some membership criteria. Role Assignment Advanced Search Page You may select on Membership Year: Current, Prior or Future Year Membership Status: Effective, Cancelled or Both Membership Level to search for: (NEA Membership or SEA Membership or LEA Membership) In general, if you are selecting State level roles, your Advanced Search criteria would check SEA Membership. If your Roles selection is for Local level roles, your Advanced Membership criteria would check LEA Membership. Note that some state associations do not record Local membership type in the database. Use the LEA Membership check with caution. Last Updated: 12/1/2011 Page 13 of 70

14 ADVANCED SEARCH This is a new feature. Click on the link on the right of the Individual Search screen. It provides a comprehensive set of search conditions. It is also used in Membership Express (MEX). Due to the complexity, this function is discussed in details towards the end of this guide. Last Updated: 12/1/2011 Page 14 of 70

15 SEARCH RESULTS The Search by Individual and Search by Affiliate will present the same formatted Results page. The Search by Role Assignment Results page is somewhat different. On an Individual search, if the application does not find a match after doing the initial search and expanded search, it will display 0 records. Click the Search breadcrumb to return to the Search by Individual screen to search again. Note: Breadcrumb is a term used for the hyperlink and > sign in the upper left of the screen. It allows you to navigate back to a previous page. When one or more records are found, the Search Results screen returns all matches with the best match displayed at the top of the list. Note: You may also see a link for under the link on the left. Clicking on this link, takes the user out of the Individual subsystem and into the EFT (Electronic Funds Transfer) subsystem, covered in the EFT User Guide. Individual/Affiliate Search Results Page Role Assignment Search Results page Last Updated: 12/1/2011 Page 15 of 70

16 Description When the search returns more than 10 records, click NEXT to page forward in order to see additional records. Click PREVIOUS to return to the prior page. Click FIRST to return to the first page. Individual ID The unique identifier for the individual in the database. If you have Individual Maintenance (security) access, clicking on this ID takes you to the main individual/membership page for the person. Click the hyperlink to initiate the profile page (view only, no update). Click the hyperlink to view current and past memberships. Click the hyperlink to view/process Electronic Funds Transfer data for the individual. This link only appears if a membership for the individual has EFT as a payment method. Clicking on this link, takes the user out of the Individual subsystem and into the EFT subsystem. If you have Extract privileges in IMS, you can save the search results as a text file by clicking on either the CSV (comma separated values) or BAR (bar, or pipe delimited) link. (See Download Results for more information.) Column headings with underline Click the column heading to sort the list by the particular column i.e. Individual ID, Role, Name, Deceased/Purged, Address, Alt ID, Originating Org in A-Z or Z-A sequence. SEARCH WITHIN RESULTS When the list is long, type some text in the Search within results box to find a particular record. For example, type jones and select Last Name in the in column: box to find all records with last name = jones. Then click the button. This search is not case-sensitive. Note: Do NOT use the wild card (%) here. It does NOT work with Search within results. A search of ter in name will return records with this string anywhere in the name, such as Terrence or Carter or Carterra. After initiating a Search within results, notice the message To return to the (full, original) list once Search within results has been activated, click the link on the word here. Do not click on Back, PREVIOUS or NEXT links. To proceed with review of the member information, click the View Profile or Mbr History link to review information for the individual that matches the search criteria or click the Search breadcrumb to attempt another search.. Last Updated: 12/1/2011 Page 16 of 70

17 DOWNLOAD RESULTS IMS Individuals Maintenance User Guide A search results list can be downloaded as a CSV file (comma separated values) or BAR (bar, or pipe, delimited) by clicking on the appropriate hyperlink. This feature is available only to those who have Extract security privileges in IMS. If you do not have privileges, you will not see the links. Click the CSV or BAR delimiter link. FOR RETRIEVALS UNDER 1,500 RECORDS A File Download window will appear. Click on Open or Save. If Open is selected, Notepad or Microsoft Excel may launch. If Save is selected, the system may default the Save As window to C:\Temp and provide a filename and extension for the file. Change the folder and/or file name if you wish, then click the Save button. The file can later be opened in Excel or Access. Last Updated: 12/1/2011 Page 17 of 70

18 FOR RETRIEVALS OVER 1,500 RECORDS An extract job will be submitted and a pop-up window will be displayed. Click on the link here to monitor the extract job from IMS Extract Status. Once finished, the extract job can be downloaded or previewed from Extract Status by clicking on the respective link next to the completed job. Refer to the Extracts User Guide for additional information. To access a bar delimited file in Excel, you may need to Import the file. This involves a few additional steps (Data, Import External Data). Refer to Microsoft Excel Help or refer to the Extracts User Guide for additional information. Extracts can be accessed directly under the tab refer to the Extracts User Guide). (available to users with Extract privileges-- Another quick way to obtain a listing of members is via the Online Reports, Rosters & Labels function (available to users with Rosters/Labels privileges --refer to Reports User Guide). Last Updated: 12/1/2011 Page 18 of 70

19 ADD INDIVIDUAL This feature is available only for authorized IMS users who have been granted the IMS Membership Enrollment level of security clearance. There are times when you need to add a new individual to the database. If you believe the individual is new to the association, a search must first be performed of the entire I&A database for confirmation. This type of search is called a New or Expanded Search and must be performed before a new member can be added. There are two options for searching the entire database: New Button Search and Expanded Search NEW BUTTON SEARCH Enter search criteria (Name, SSN, Alt ID, SSN4, etc.) and click on the button. This search will always open the search to the entire I&A database. Search results will include all individuals who have and who do not have a current membership in the state affiliate associated with your user ID. When processing an enrollment, clicking on the New button is the recommended way to search. EXPANDED SEARCH Enter search criteria (Name, SSN etc.) and click on the button. The initial search will be limited to retrieving individuals tied to the organization associated with your user ID. If the individual is not found, click on the button to open the search to the entire I&A database. Expanded searches will include all individuals who have and who do not have a current membership in the state affiliate associated with your user ID. REVIEW SEARCH RESULTS Perform a thorough review of the list of individuals retrieved based on the New or Expanded Search. A New or Expanded Search will result in the display of members who may belong to another state. Please review the Membership Summary page to further ensure you have the correct person before proceeding with updates to an existing member. ADD NEW MEMBER Click on the button to add a new member to the I&A database. A blank Personal Information page will be displayed for entry of the new individual. To get started, go to section Add New Member of the Membership Maintenance User Guide. Last Updated: 12/1/2011 Page 19 of 70

20 VIEW INFORMATION FOR AN EXISTING INDIVIDUAL IMS Individuals Maintenance User Guide The main page for an existing individual is divided into several sections. The top section displays personal information: Individual Name, ID s, Primary Contact Information including Address, Phone, and as well as Date of Birth, Gender and Ethnicity. If the individual has a nickname, it will be within parenthesis in the title bar. The bottom sections display the membership, obligation and employment information for the member. This is covered in the Membership Maintenance User Guide. There are four tabs going across the page for Personal Information, Roles, Demographics and Notes. These will be discussed later in this document. QUICK SEARCH The box on the left of the screen, in front of the individual s name, provides a quick way to search for another individual from the Main Page without going back to the Search page. After entering the search criteria, click the button to initiate the search. The following search criteria may be entered in the Quick Search field: Individual ID (with or without the leading zeros) The 9 digit Social Security Number (with or without the dashes) and contiguous or with spaces. Example: ) Name (First Name Last Name or Last Name, First Name). Example: Ryan Knolls or Knolls, Ryan. SSN4 and Name. A combination of SSN and Name can be entered. Example: Ryan Knolls. o o o Be sure to separate the 9 digit number and name with at least one blank space. The order of the criteria does not change the search results. Example: Ryan Knolls will return the same results as Ryan Knolls The SSN is used first in the search. If the SSN is found, the individual will be returned regardless of a match by name. If SSN is not found, name search will be initiated returning all names that resemble the name entered. Combination of Name and State of Residence. Example: Ryan Knolls MD or Knolls, Ryan MD. Last Updated: 12/1/2011 Page 20 of 70

21 o o Be sure to separate the Name and State of Residence code (i.e. CA, KY, MS, VA) with at least one blank space. When this search is initiated, an AND operator is used between the Name and State of Residence providing a match on both fields. Combination Alternate ID and Name. Example: *12345 Ryan Knolls. o o o o When searching by Alternate ID and Name, preface the Alternate ID with an asterisk (*) to distinguish it from a name. Be sure to separate the Alternate ID and Name with at least one blank space. When this search is initiated, an AND operator is used between the Alternate ID and the Name providing a match on both fields. Searching by Alternate ID only in the Quick Search will be available in an upcoming release. Address Phone Number NOTE: It is possible to combine multiple criteria in a search with Name. For example, you could enter Name, with both SSN and State to narrow a search. Example: Ryan Knolls ME Enter the search criteria and click the arrow. A search results list will be displayed. TASKS An Individual Tasks panel on the left allows users to edit Personal Information, Address, Phone/ and Contact Suppression. Users can also view a history of ID and name changes. User Guide. provides a comprehensive view of the individual and membership. Refer to the Membership You can also view the and information for the individual. take you to dues payment/eft profile pages. Refer to the appropriate User Guide. Last Updated: 12/1/2011 Page 21 of 70

22 are membership related tasks, covered in the Membership and EFT User Guides RECENT The Recent list provides a history of individual records you have accessed, with the most recent on top. Clicking on any name takes you directly to that record. PERSONAL INFORMATION The Personal Information tab is the default display and presents a comprehensive view of personal data for the individual. Description Address Deliverable Legal addresses Phone numbers The Primary address and address type is displayed followed by the 3 address lines, city, state and zip code. Display the deliverability of the address. The value (Deliverable or Non-Deliverable comes from the field Override in the database. If the Primary address is the Home address and not a PO Box address, the Legal indicator is checked. The primary address and type is displayed. One additional will be shown, if it exists, with the primary in bold on the top. You may send an to the individual by clicking the address link. The primary telephone number and phone type is displayed. One additional phone number will be shown, if it exists, with the primary phone number in bold on the Last Updated: 12/1/2011 Page 22 of 70

23 top. SSN/SSN4 Alternate ID DOB Gender Ethnicity Based on the Sensitive Data Security Access of the user, the full SSN, the last 4 digits of the SSN or no SSN is displayed. The Alternate ID field is often populated with the employee number or a user generated number. The field may contain a Social Security Number if the SSN entered for the individual in focus already existed in the database for another individual. Date of Birth. Based on the Sensitive Data Security Access of the user, the full date of birth, birth year or no birth date is displayed. The gender of the individual, i.e. Male, Female or Unidentified is displayed. The ethnicity of the individual is displayed. The display of Social Security Number and Birth Date is based on the user s Sensitive Data Security access. The options are: Full Access Full SSN and full Birth Date are displayed. Partial Access SSN4 (last 4 digits of the SSN) and Birth Year are displayed. No Access SSN, SSN4, Birth Date, Birth Year are NOT displayed. AUDIT On several IMS pages you may see a link. It provides information on who created/updated the data, and when. For example, on the Personal Info page you can get audit information on. Audit is explained in details in a later section of this document. ROLES The Roles tab displays role assignments for the individual. At the top of the page, a grid displays all effective role assignments for the individual. As you click in effective Roles rows in the grid, the complete data associated with the role will be displayed at the bottom of the page. Last Updated: 12/1/2011 Page 23 of 70

24 To view historical role assignments for the organization, click the box. Description Originating Organization Originating Organization is the organization which owns or originates the role assignment. Examples: Local Affiliate, State Affiliate, UniServ Unit and NEA. Required field. State, Record Type, Org ID (Originating Org) Role Name Alt Role Name Start Date End Date Default Role The associated State Affiliate ID, Record Type and ten-digit internal Organization ID of the Originating Organization. Data is display only and is to the right of the Originating Organization. This information is helpful for identification purposes as many locals and UniServ Units across the country have similar names. Role Name represents the standard name of the role. Required field. Alt Role Name represents the Alternate Role Name. This field is 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. This field is not required and is often left blank. Start Date is 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. Required field. End Date is the date the role assignment ends. A future End Date may be entered if it is known in advance when the term of the role will end. The original intent of the Default Role indicator was for use in label printing. If the individual has multiple roles, the one marked as the Default is used for the label address. May no longer be needed. Last Updated: 12/1/2011 Page 24 of 70

25 VIP Role NEA RA Contact Address Owner Address Type Address Phone Owner The VIP Role Indicator is set in the State Affiliate s Selected Association Roles (SAR) on very important position roles. If the role assigned is set up as a VIP role, the VIP Role field will be checked. For Display only. NEA RA Contact indicator. Indicator field is seen only on the LEA level role of President. The indicator can be set on one President at a time. The role assignment with the indicator designates this individual as the main contact for the local in the NEA RA- Registration (RA-Reg) System. Address Owner identifies the entity which owns the address used for 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 field. Choices for address Owner are: the Individual (Indv) the Originating Organization (Orgin Org) the member s Work Location recorded in his/her membership record (Work Loc) the Represented Organization (Rep Org) No Address The choice No Address is selected if an address associated to the role assignment is not needed. Address Type is the type of address selected to be used for the role assignment. 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 and the address population occurs after saving the role assignment. Address is the display of the selected address. View only. Phone Owner identifies the entity which owns the phone number used in the role assignment. User selects the phone number to be used to contact the member on matters relating to this role. The default value is Indv - (Individual). Choices for phone number Owner are: the Individual (Indv) the Originating Organization (Orgin Org) the member s Work Location recorded in his/her membership record (Work Loc) the Represented Organization (Rep Org) Phone Owner Phone is the type and phone number selected to be used for this role assignment. 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 and the phone population occurs after saving the role assignment. 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 Last Updated: 12/1/2011 Page 25 of 70

26 relating to this role. The default value is Indv (Individual). Choices for Owner are: the Individual (Indv) the Originating Organization (Origin Org) IMS Individuals Maintenance User Guide the member s Work Location recorded in his/her membership record (Work Loc) the Represented Organization (Rep Org) is the type and address selected to be used for this role assignment. 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 and the population occurs after saving the role assignment. Represented Org You may see this information on certain roles, such Association Representative. It 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 or the Originating Organization is a state association and the Represented Organization is a local association. This field is not required and is often left blank. State, Record Type, Org ID (Represented Org) The associated State Affiliate ID, Record Type and ten-digit internal Organization ID of the Represented Organization. Data is display only and is to the right of the Represented Organization. This information is helpful for identification purposes as many organizations across the country have similar names. When the Reset button is clicked, the page will be reset to the current database values. When clicked saves the data to the database. When clicked initiate a new role assignment page. When clicked will initiate the End Role function. Refer to the Roles Processing User Guide for instructions on adding and maintaining role assignments. DEMOGRAPHICS The Demographics tab allows users to view and maintain custom data created specifically for the use of the State Affiliate, Local Affiliate, or other organizations. The data shown on this page will vary based on the options utilized by the State Affiliate. Please contact your State Affiliate membership office for processing instructions. Last Updated: 12/1/2011 Page 26 of 70

27 Note: If purging an individual, be sure to add a Replacement ID demographic for the To be Purged record. The Replacement ID demographic is used to record the new Individual ID for the individual record being purged. NOTES Important information that is pertinent to an individual member or membership can be entered as a Note. Notes are tied to the Individual and will therefore not be lost over time as a membership is rolled off to be archived. MS Word formatting is available for entering notes. Notes, once created, cannot be deleted. You can have notes for different components within the IND (Individuals) or MOE (Membership) subsystems: Last Updated: 12/1/2011 Page 27 of 70

28 EDIT PERSONAL INFORMATION To view or edit all Personal Information for an individual, click the Personal Info tab if you are already on the edit page. under Individual Tasks or click Description SSN The Social Security Number (SSN) must be unique in the entire database. If SSN already exists for another individual, the entered SSN is moved to the Alternate ID field for the individual in focus. Optional field. Users who have Full Sensitive data access can enter or modify the complete Social Security number. SSN4 The SSN4 represents the last 4-digits of the Social Security Number. Optional field. Users who have partial sensitive data access can view the last 4 digits of the social security number but cannot update it. Alt ID The Alternate ID is an alternate identifier for the individual. Alternate ID is often used when SSN is not available. Optional field. Alternate ID is not required to be unique across the database. So if using this identifier in searching or matching, be sure to compose the ID so that it will be unique by including state and/or local identifiers. If a user attempts to give the same SSN to two individuals, the entered SSN for the second individual is moved to the Alternate ID field. First Middle First name (given name) of the individual. Required field. Middle name of the individual. Optional field. Last Updated: 12/1/2011 Page 28 of 70

29 Last Title Suffix Nickname DOB Age Status Ethnicity Gender Marital Status Physically Challenged Reg Voter Political Party Voter Type Registered Date Last name (surname) of the individual. Required field. Title (e.g. Mr., Ms, Mrs., Dr.) for the individual. Select choice from the dropdown list. Optional field. Suffix (e.g. Jr., Sr., III) for the individual. Select choice from the dropdown list. Optional field. Nickname for the individual. Optional field. Date of Birth for the individual. Optional field. Users who have Full Sensitive data access can enter or modify the complete birth date. Users who have Partial Sensitive Data Access can only view the Birth Year and update it only if the complete birth data does not exist in the database. If it is grayed out, the birth year is not updateable. Age of the individual is derived from the full birth date. If full birth date does not exist, this field will be blank. Display only field. Status indicates the status of the individual record. If blank, the status is effective. Other choices are Deceased or Purged. Special security is required to set individual Status to Purged. Ethnicity indicates the race of the individual. Ethnicity can be changed but cannot be deleted once entered. Select choice from the dropdown list. Optional field. Gender indicates the gender of the individual (e.g. Male, Female). Gender can be changed but cannot be deleted. Select choice from the dropdown list. Optional field. Marital Status indicates the marital status for the individual. Select choice from the dropdown list. Optional field. Indicator for physically challenged status of individual. Select choice from the dropdown list. Optional field. Indicator for voter registration status of individual. Select choice from the dropdown list. Optional field. Political Party indicates the political party affiliation of the individual. Select choice from the dropdown list. Optional field. Voter Type indicates the method used by the individual to vote. Select choice from the dropdown list. Optional field. Registered Date indicates the date the individual registered to vote. Select choice from the dropdown list. Optional field. 1. Modify Personal Information by typing on top of existing data or by selecting an entry from a drop down list. 2. Click the button to save the updates. 3. Click the button to clear screen updates and restore current database values. Last Updated: 12/1/2011 Page 29 of 70

30 EDIT ADDRESS To view or edit all Address Information for an individual, click Address tab if you are already on the edit page. under Individual Tasks or click the An individual may have up to three addresses, one per address type of Home, Work or Other. One address is marked as the Primary Address and is displayed at the top of the main page for the individual. ADDRESS VALIDATION All addresses entered into the system are validated against the USPS database. The USPS (US Postal Service) field indicates whether the address passes validation (Deliverable) or fails validation due to an invalid house number, invalid street name, etc. You cannot change the USPS value. Override indicates whether the address is good for mailing. This field can be changed. This field is provided to override the validation status determined by USPS. o A bad USPS value may be overridden with an Override status = Deliverable, as in the case of street addresses in a brand new subdivision that are not yet reflected in the USPS database. o On the other hand, a good USPS value of Deliverable may be associated with an Override = Undeliverable if a mail piece was returned by the post office, for example if the member had moved away without a forwarding address. When a new address fails USPS validation, an error message will appear, such as the one below: The default is with Deliverable status. o If you have made an error, correct the address and click. o o Select Accept with Deliverable status if you believe the input address is good and should be selected for mailings. The Override field will change to Deliverable. Select Accept with Undeliverable status if you believe the address you have is not good and should not be selected for mailings. The address will be stored in the database and the Override field will change to Undeliverable. Last Updated: 12/1/2011 Page 30 of 70

31 Individual Address Tab Page IMS Individuals Maintenance User Guide Description Address Type Primary Legal Foreign The Address Type defines the type of address for the address entered. Only one address per type is allowed. Required field. Indicator for the principal address. Only one address per individual may have the primary indicator. The primary address is displayed on the main page for the individual. Required field for one address. Indicator of a legal address where the individual votes. Indicator of a non-usa or foreign address. Mail Suppress Indicator of mail suppression information. Click on the for details. Attn Unit # Delivery Address Information line which includes in care of or Attention. Leave blank if not needed. Secondary information such as apartment, Unit Number or Floor. Leave blank if not needed. The main part of the address such as the house number and street name, or PO Box. City/State/Zip The city, state abbreviation and zip code plus 4. Country Mail Stop USPS Blank if domestic (United States). Otherwise select from the list. Optional use for Local organizations. Identifies where the mail is to be delivered within the organization. The use of this field is for organizations whose mail is received in a central mailing room and then forwarded on to their mail stop location for delivery to its final destination. The USPS (US Postal Service) field indicates whether the address passes validation (Deliverable), Last Updated: 12/1/2011 Page 31 of 70

32 or fails due to an invalid house number, invalid street name, etc. Non editable. D -- Deliverable A -- -Invalid Apt suite unit B -- insufficient address H -- invalid House /box number M -- multiple match S -- invalid street U -- User Overridden Z -- invalid zip X -- expired database Override Indicates whether the address is good for mailing. Choices are Deliverable or Non Deliverable. Used if the individual has moved to a new address but the address is not known. Effective The Start date for this address. To view past address(es), click on the tab. CHANGE AN ADDRESS One or more address for the individual is shown. Focus on the address in the grid. 1. Enter the data to be changed, for example a new unit number, street address, zip code, or Override value. 2. Click 3. The Address Validation block appears on the right. This may show the result of the USPS standardization process, noted as option. You may reject the system generated address and select the to keep the original value you entered. If the address fails validation, you will only see along with a reason. Last Updated: 12/1/2011 Page 32 of 70

33 4. Select Deliverable or Undeliverable as appropriate. This sets the Override value. 5. Click to accept the address as shown. 6. Click if you need to reenter some part of the address. ADD AN ADDRESS 1. Click. Blank address fields appear. 2. Enter the required address elements. Select an Address Type not in use. 3. Click. Last Updated: 12/1/2011 Page 33 of 70

34 4. After the Address Validation appears, review and select option(s) as needed, then click to add the address into the system. Click to make further changes to the address. DELETE/END AN ADDRESS 1. Focus on the address in the grid. 2. Click the button. The address will disappear but you can view it under Address History. Note: one address must remain if membership data exists for the individual. If you attempt to end it, an error appears: Last Updated: 12/1/2011 Page 34 of 70

35 EDIT PHONE NUMBER AND ADDRESS IMS Individuals Maintenance User Guide To view all phone numbers or addresses for the individual, or to add or edit a record, click the link on the task panel or click the tab if you are already on the edit page. Description Phone Type Phone Number Primary Foreign Unlisted Comment Defines the type for the associated phone number field. One phone number per type is allowed. The ten digit numeric telephone number. Indicates the main phone number. Only one phone number per individual may have the primary indicator. The primary phone number displays on the individuals main page. Indicates this is a non USA telephone number. Indicates the number is private and not listed in the telephone directory. A free form text field for comments. A link to the Contact Suppression page to stop calls or s to the individual. See the Contact Suppression section. Type address Defines the type of for the associated address. One address per type is allowed. The address. Format: name@domain.suffix sign and. (dot) are required. name and domain can be any number of valid characters. Acceptable characters are a-z, 0-9, dot or period (.), apostrophe ( ), hyphen (-), or underscore ( _). Invalid characters (such as! # $ %? space etc.) are accepted by IMS but will be removed upon updating the database. The suffix (the part that follows the last dot) must have two characters (such as Last Updated: 12/1/2011 Page 35 of 70

36 Primary Source Comment those denoting a country: us, ca, uk, au, etc.), or must match one of these values: com, edu, gov, org, biz, int, mil, net, pro, aero, arpa, coop, info, name, nato, museum. Otherwise you will receive an error message. Indicates the main address. Only one address per individual may have the primary indicator. The Primary address displays on the individuals main page. The source of the data. A free form text field for comments TO ADD/UPDATE/END A PHONE NUMBER 1. Click in the field for the applicable phone number type Enter the number in the required format. To remove a phone number, blank out the field or click the icon, then click. 4. Set the Primary indicator on one phone number. 5. Select Foreign or Unlisted as appropriate. 6. Optionally, enter a comment Click. TO ADD/UPDATE/END AN ADDRESS 1. Click in the field for the applicable address type. 2. Enter the address in the required format. To remove an address, blank out the field or click the icon, then. 3. Set the Primary indicator on one address. 4. Select the Source. 5. Optionally, enter a comment. 6. Click. Last Updated: 12/1/2011 Page 36 of 70

37 CONTACT SUPPRESSION IMS Individuals Maintenance User Guide The Contact Suppression function enables the user to respond to a members request to discontinue mailings, s or phone calls from one or more levels of the association. The contact types are Mail, Phone and . For each there are levels such as NEA, NEA MB and State. A reason for the suppression may be given, such as By Member Request, etc. You set the appropriate indicator for the individual. Users need to exclude records with Contact Suppression in extracts for mailings, messages or phone calls. Description Mail, Phone, All NEA NEA GR NEA MB SEA Option 1 SEA Option 2 SEA Option 3 SEA Option 4 State The type of contact suppresssion Clicking the All choice sets a suppresssion on all fields on the page. Note: This is set automatically when an individual s status is changed to Deceased. Click to stop contacts from NEA as a whole. Click to stop contacts from the NEA Government Relations department. Click to stop contacts from NEA Member Benefits. A state defined contact type. Click to stop contacts. A state defined contact type. Click to stop contacts. A state defined contact type. Click to stop contacts. A state defined contact type. Click to stop contacts. Click to stop contacts from the State association. To set a Contact Suppression: Click in the box next to the applicable suppression Select a reason from the drop down list. Click to save the update. Last Updated: 12/1/2011 Page 37 of 70

38 VIEW ADDRESS (OR OTHER) AUDIT IMS Individuals Maintenance User Guide Information about an individual is maintained in the system (database) as tables and records (rows). There is a table that holds address(es) for an individual. Each address is considered a row in the table. Occasionally you might want to know who created or updated a particular address, and when that action took place. This discussion is about Address audit but is applicable for other audits as well. Description Table Name AddressType Customer Address ID Individual ID Online Created By Online Created Dt Online Updated By Online Updated Dt Batch Created By Batch Created Date Batch Updated By Batch Updated Date Batch Created Source Batch Updated Source Last Batch Job ID The name of the table, in this case, CUSTOMER_ADDRESS. The type associated with this address. Each row in a table has a unique ID, used for references. The ID of the individual who own this address. The process or user that created this row. PMEXIMS indicates data created via IMS. Other values may be PMEX000 (created via a Membership Express, MEX, batch), WEBENROLL (created via the web-enabled student enrollment, or WESE), etc. The date the row was created. This identifies the UserID (for example, XCOMABC) of the person who updated the data row. The date the above user updated the row. If the data was created via a batch process, the process or UserID that created it. The date the above user created the row. If the data was updated via a batch process, the process or UserID that updated it. The date the above user updated the row. This identifies the origin of the source that created the row, for example, IMS or ONLINE MEX. This identifies the origin of the source that updated the row. This identifies the last MEX batch that touched the record. It also identifies the IMS system transaction ID, which is the numeric portion of the confirmation number the user receives after a web update is successful. Last Updated: 12/1/2011 Page 38 of 70

39 VIEW ID HISTORY IMS Individuals Maintenance User Guide This feature allows users to view a Social Security Number or Alternate ID which has been updated or removed. When an identifier is updated, the original identifier moves to the ID History (a history record or row is created). The information displayed contains the original ID along with associated audit information. Description ID Type ID Text Begin Date End Date Comments Created By Created Dt Updated By Updated Dt Batch Created By Batch Created Date Batch Updated By Batch Updated Date Batch Created Source Batch Updated Source Last Batch Job ID The type of identifier for the row. Choices are SSN or Alternate ID. The numbers or characters of the identifier (SSN or AltID). The date the original ID was added to the database. Each row in a table has a unique ID, used for references. Notes associated with the ID. The process that placed this row (a record of the ID change) in history. PMEXIMS is populated for all rows created via IMS. Other value may be PMEX000 or WEBENROLL. The date the ID row was created. Information on who updated this ID row. Often blank. The date the ID row was updated. Often blank. This identifies the UserID (for example XCOMABC) of the person who created the data row. The date the ID row was created. If the data was updated via a batch process, the process or UserID that updated it. Often blank. The date the above user updated the row. Often blank. This identifies the origin of the source that added the row/record to the database. This identifies the origin of the source that last updated the record. This identifies the last MEX batch that touched the record. Last Updated: 12/1/2011 Page 39 of 70

40 VIEW NAME HISTORY IMS Individuals Maintenance User Guide This feature allows users to view an individual s name which has been updated. When the name is updated, the original name moves to the Name History (a history row is created). The information displayed contains the original name along with associated audit information. Description First Name Middle Name Last Name Title Suffix Nick Name Comment Start Date End Date Created By Created Dt Updated By Updated Date Batch Created By Batch Created Date Batch Updated By Batch Updated Date Batch Created Source Batch Updated Source Last Batch Job ID Former first name of individual. Former middle name of individual. Former last name of individual. Former title of individual. Former suffix of individual. Former nick name of individual. Comments about the name change. The date the former name was added to the database. The date the former name was ended. The process that placed this row (a record of the name change) in history. PMEXIMS is populated for all rows created via IMS. Other value may be PMEX000, WEBENROLL. The date the row was created. Often blank. Often blank. This identifies the UserID (for example XCOMABC) of the person who created the row. The date the row was created. If the data was updated via a batch process, the UserID that updated it. Often blank. The date the above user updated the row. Often blank. This identifies the origin of the source that added the row/record to the database. This identifies the origin of the source that last updated the record. Often blank. This identifies the last MEX batch that touched the record. Last Updated: 12/1/2011 Page 40 of 70

41 VIEW PROFILE SUMMARY The View Profile Summary page displays comprehensive details for all data types for the individual. The top of the page recaps some personal data, such as name, ID s, Date of Birth, Gender, Ethnicity and some voting information. Other data is organized under tabs for Addresses, Phones, s, Organization Hierarchy, Memberships, Employers, Work Details, Obligations, Roles and Demographics. When you click on a tab, all current data for the tab type is displayed in a grid. The arrows on the right side of the page enable you to scroll forward and back. The Memberships tab is open as the default tab when you first initate the page. It is covered in the Membership User Guide. Click on the Addresses tab to view all addresses for the individual. Similarly you can view all Phones and s. Last Updated: 12/1/2011 Page 41 of 70

42 STUDENT INFORMATION Student Information is available by clicking on the the Main Page. A popup will be displayed with five tabs: link under Individual Tasks from The Student Info tab is the first to display for view and update. Multiple Student Information records are allowed per individual. Student Information is tied to the individual, not the Student Membership record, allowing the information to be retained indefinitely. A user must have IMS Membership Maintenance security in order to add or update Student Information. Description State Affiliate Higher Ed Inst Campus Level of Study Subject of Study Grade Level Graduation Date Student Teacher Comments The State Affiliate associated to the User s ID. It will be pre populated. Required. The Higher Education institution the student is attending. Required. Optional. For Higher Education Institutions with more than one campus, select the specific one the student is attending. Optional. Select Freshman, Sophomore, Junior, Senior, Graduate. Optional. The subject area the student is studying. Select the choice from the list. The level for which the student is preparing to teach. There are two drop-down selection options of either Elementary Education or Secondary Education. This field will eventually become a required field on the Web Enabled Student Enrollment (WESE) website. The anticipated graduation date. If checked, the individual is doing student teaching. Optional comments about the student information. Last Updated: 12/1/2011 Page 42 of 70

43 When clicked the data is saved in the database. IMS Individuals Maintenance User Guide Click to open a blank page for adding a new Student Information record. When clicked, the Student information record is ended. To add a new record: 1. Click and the State Affiliate will default to the state associated with your user ID. 2. Select a Higher Education Institution from the dropdown. 3. Select or enter other optional information about the Student membership. 4. Click to commit the updates. To change an existing record: 1. Make the necessary changes to the fields. 2. Click to commit the changes. To delete a row: 1. Highlight the row you want to delete. 2. Click and the existing record will be deleted. You will see a confirmation popup to make sure that you really want to delete the record. Click OK and the existing record will be deleted. Last Updated: 12/1/2011 Page 43 of 70

44 RETIRED INFORMATION Retired Information is available by clicking on the Main Page. link under Individual Tasks from the On the next page, click on the Retired Info tab and the Retired Information will be displayed for view and update. Retired information is linked to the individual, not the Retired Membership record, allowing the information to be retained indefinitely. One Retired Information record will be allowed per individual. A user must have IMS Membership Maintenance security in order to add or update Retired Information. Description State Affiliate Uniserv Local Employer Work Location Subject Position Retirement Date NEA Unification Exempt SEA Unification Exempt The state affiliate associated to the retired information. For new information, it will be the state affiliate associated to the user s login id. The Uniserv for the local where the individual is a member. The local association of the member. The employer of the member. The work location of the member. The Subject matter taught by the member at the time the retired information was recorded. The employment position of the member at the time the retired information was recorded. The actual or anticipated date of retirement. If checked, the individual is a member of NEA and meets the criteria which says he/she is not required to have a membership in the state affiliate. If checked, the individual is a member of a SEA and meets the criteria which says he/she is not required to have a membership in the NEA. Last Updated: 12/1/2011 Page 44 of 70

45 When clicked the data is saved in the database. IMS Individuals Maintenance User Guide Click to open a blank page for adding a new Retired Information record. When clicked, the Retired information record is ended. To add a new record: 1. Click and the State Affiliate will default to the state associated with your user ID. 2. Select organizations from the dropdowns as needed. 3. Based on Local selection, the associated UniServ will be displayed. 4. For Retirement Date, there are 2 related indicators to record whether the date entered is the Actual or Estimated Retirement Date. The default is Actual. Retirement Date must be a valid date. 5. NEA/SEA Unification Exempt indicators are available for recording. 6. Click to commit the updates. To change an existing record: 1. Make the needed changes to organizations at the Local level and below or to the Retirement Date and Unification Exempt fields. 2. Click to commit the changes. To change an existing record from one state affiliate to another state affiliate: 1. You must first end or delete the existing record and then add a new record. 2. Click and the existing record will be deleted. You will see a confirmation popup to make sure that you really want to delete the record. Click OK and the existing record will be deleted. 3. You are now ready to Add a new record. ***Before ending an existing Retired Information record for another state, please contact that state to make sure that the change is required. Last Updated: 12/1/2011 Page 45 of 70

46 ACTIVE LIFE INFORMATION NEA and SEA Active Life Information is available by clicking on the Individual Tasks from the Main Page. link under On the next page, click on the Active Life tab. Notice two sub-tabs NEA and SEA. The NEA Active Life tab is automatically displayed for view (and update by a NEA user). Click on the SEA tab to view or update your state s Active Life information. One NEA Active Life Information record is allowed per individual. One SEA Active Life Information record is allowed per state per individual. NEA and SEA Active Life Information is tied to the individual, not a membership record, allowing the information to be retained indefinitely. A user must have IMS Membership Maintenance security in order to add or update Active Life Information. NEA users can add/update/delete NEA Active Life Information. NEA, State, UniServ and Local users can add/update/delete SEA Active Life Information. NEA ACTIVE LIFE information Description Certificate # Certificate Date Issue State Last Verify Date Status Status Date Exempt From Unification The certificate number given to the member when she/he paid the first installment of dues for an Active Life membership. This does not imply all the required dues were paid (see the Balance Due field. The date the certificate number was issued to the member. The state affiliate where the individual was a member at the time he/she joined as a NEA Active Life member. The date the Active Life information was last verified or reviewed by NEA staff. The status of the Active Life certificate. The Date the status was updated. If this Indicator is checked, the individual is not required to join a state association because he/she meets specified criteria. Last Updated: 12/1/2011 Page 46 of 70

47 Balance Due Cancel Reason Comments If more than zero, the amount that was left outstanding on the ten year payment installments of the Life dues. Generally the Active Life certificate was cancelled if the full amount was not paid. The reason the Certificate was cancelled, Optional comments. May include variations on the member s name or date of death. When clicked the data is saved in the database. Click to open a blank page for adding a new NEA Active Life Certificate Information record. When clicked, the NEA Active Life Certificate information record is ended. SEA ACTIVE LIFE information: Description State Affiliate Certificate # Certificate Date Comments The State Affiliate which issued the SEA Active Life certificate. For a new record, will be the state affiliate associated to the user s login id. The certificate number issued to the member. 1 to 10 digits. The date the certificate was issued. Optional comments about the certificate. When clicked the data is saved in the database. Click to open a blank page for adding a new SEA Active Life Certificate Information record. When clicked, the SEA Active Life Certificate information record is ended. Last Updated: 12/1/2011 Page 47 of 70

48 To add a new SEA Active Life record: 1. Click and the State Affiliate will default to the state associated with your user ID. 2. Select or enter other optional information about the Active Life membership. 3. Click to commit the updates. To change an existing SEA Active Life record: 1. Make the needed changes to the Active Life fields. 2. Click to commit the changes. Last Updated: 12/1/2011 Page 48 of 70

49 LICENSE INFORMATION License information is available by clicking on the the Main Page. link under Individual Tasks from Last Updated: 12/1/2011 Page 49 of 70

50 STUDENT REBATE INFORMATION Student Rebate information is available by clicking on the from the Main Page. link under Individual Tasks The NEA tab is for NEA use only. It is still under construction. Last Updated: 12/1/2011 Page 50 of 70

51 ADDITIONAL PROFILE VIEWS Users with Inquiry only access see only this version of the profile. All users may see the profile by clicking the link on the Search results page. All memberships will be displayed for a member, including Current Year, Prior Year and Future Year. Effective and cancelled memberships will be displayed for each year with effective memberships before cancelled memberships. Membership information includes employer, work location, subject and position information. If there is more than one employer, work location or subject/position per membership, it will be displayed. Required Dues and fees and voluntary contributions will be displayed. You can hyperlink to any organization profile (state, local, chapter, employer, work location, etc.) by clicking on the underlined name. Last Updated: 12/1/2011 Page 51 of 70

52 A hyperlink is available from Membership Information to go directly to the Membership Summary page by clicking.. Last Updated: 12/1/2011 Page 52 of 70

53 VIEW MEMBER HISTORY Click the link on Search Results page to view all the current and past memberships for the individual. Last Updated: 12/1/2011 Page 53 of 70

54 ADVANCED SEARCH The Advanced Search link allows you to select a group of individuals. It works the same as the MEX Generate search feature. It provides more robust search queries than the existing Search by Affiliate tab. You can also save frequently used criteria. Examples of Advanced Search queries: All the members in your state who have a certain paymethod Members with SEA Dues less than the standard dues obligation Non unified memberships Members who also have Roles in an affiliate USING ADVANCE SEARCH Click the link from the Individual Search screen. The Advanced Search screen will open with the Search tab in focus. The Search tab allows you to enter selection criteria to retrieve individuals/memberships matching your specification. SAVED QUERIES At the top of the Search tab is a feature called Saved Queries. This feature allows you to create a query and save the criteria for later use: Last Updated: 12/1/2011 Page 54 of 70

55 To save a new query, populate the Search tab with the required selection criteria and click the button. Select the Save Query option from the Action dropdown: A Save Current Query Criteria popup will be displayed. Enter the Query Name without spaces or special characters and enter an optional Query Description. Click the button to save the query. The button clears the Query Description. Click the button to exit the pop-up screen. A confirmation popup will be displayed:. Click the button to return to the Search tab. To load a saved Query, select the saved query from the dropdown: Click the button and select the Load query option from the Action dropdown. The selection criteria for the saved query will be loaded on the Search tab: Last Updated: 12/1/2011 Page 55 of 70

56 You can also load an existing query, make revisions to the selection criteria and use the Save Query As option to save the revised query as a new query with the same or new name. Follow the same steps detailed above for the Save option when using the Save Query As option:. SELECT ORGANIZATION(S)-STATE/UNISERV/LOCAL/CHAPTER/EMPLOYER/WORK LOCATION The User s organization will display in the Organization field. To select another organization click the Search button next to the Organization selection box. The Search for Organizations popup will be displayed. You can search for one or more organization by entering the search criteria in the top Organization section. In this example, you searched for locals having names starting with ES : Search For Organization Enter in Organization Section Geo State: Defaults to the State Affiliate associated with your User ID Record Type: Select record type for organization being sought. Enter one of the following: Org ID: Enter the Int Org ID or Org User ID: Enter the User ID or Org Name: Enter the Organization Name (not case sensitive). Enter a portion of the name if the correct or full spelling is not known. The wild card (%) is not necessary. For example es will bring back all organizations with names beginning with ES. To search for one level below the State Affiliate (e.g. UniServs within State, Locals within State), use the top Organization section. To access a second level, also use the lower Parent Organization section. For example, to Last Updated: 12/1/2011 Page 56 of 70

57 get chapters within a local, select the Record Type of Chapter in the top section then define the local (the parent) in the lower section. Similarly, select the Record Type of Work Location then define the employer (the parent). Search For All UniServs in a State Enter in Organization Section Geo State: Defaults to the State Affiliate associated with your User ID Record Type: Select UniServ. Search For All Locals in a State Enter in Organization Section Geo State: Defaults to the State Affiliate associated with your User ID Record Type: Select Local. Search For All Chapters in a Local Enter in Organization Section Geo State: Defaults to the State Affiliate associated with your User ID Record Type: Select Chapter. Enter in Parent Organization Section To identify the local, enter one of the following: Org ID: Enter the Local Int Org ID or Org User ID: Enter the Local User ID or Org Name: Enter the Local Name or a portion of the name (wild card is not necessary) Record Type: Select Local. Search For All Employers in a Local Enter in Organization Section Geo State: Defaults to the State Affiliate associated with your User ID Record Type: Select Employer. Enter in Parent Organization Section To identify the local, enter one of the following: Org ID: Enter the Local Int Org ID or Org User ID: Enter the Local User ID or Org Name: Enter the Local Name or a portion of the name (wild card is not necessary) Record Type: Select Local. Search For All Work Locations in an Employer Enter in Organization Section Geo State: Defaults to the State Affiliate associated with your User ID Record Type: Select Work Location. Enter in Parent Organization Section To identify the Employer, enter one of the following: Org ID: Enter the Employer Int Org ID or Org User ID: Enter the Employer User ID or Org Name: Enter the Employer Name or a portion of the name (wild card is not necessary) Record Type: Select Employer. Last Updated: 12/1/2011 Page 57 of 70

58 After entering your Organization search criteria, click the button to begin the retrieval process. The organization or organizations meeting the selection criteria will be displayed. A count will be displayed in the bottom left-hand corner for the organizations displayed in the result list. One or multiple organizations may be selected from the results lists by clicking the checkbox next to the organization or double clicking on an organization row. As the organization is selected, the organization name will appear in the Selected Value field at the bottom of the page. Tip: If you would like to review the selection criteria used to retrieve the organizations displayed or if you would like to initiate a new organization search, click the Criteria to display the Search Criteria again. Click the icon in upper left corner next to Search icon to close the Search Criteria display. Check the box in front of the organization(s) you wish to include, then click the button. You will be returned to the Search tab. The selected organizations will be displayed in the Organization box. SELECT MEMBERSHIP TYPES The selection of specific membership types for the retrieval of individuals/memberships is an option. The retrieval of individuals will be limited to those associated with the membership type(s) selected. The Membership Type grid works in the following way: Click the link. A membership row will be inserted. Click to remove or reset all selection rows. Last Updated: 12/1/2011 Page 58 of 70

59 In field ( This open parenthesis is optional and is used most often for complex selection statements when AND and OR conjunctions are defined. Double-click on the field for selection of a double open parenthesis. Column Condition Value Double-click on the Column field to select the Membership Level from the drop-down (NEA, SEA or LEA Membership Type). Double-click on the Condition field to select the operator to be used in the selection criteria. Available operators include: =, <, >, <= (less than or equal), >= (greater than or equal), <> (not equal), Like, Between, Is Not Null, Is Null, In (can include multiple values), Not In (can include multiple values). Membership Type selection. Membership Type must be in membership type code format. e.g. AC ) This closed parenthesis is optional but must be used if an open parenthesis was defined. There must be a closed parenthesis for each open parenthesis. Double-click on the field for selection of a double closed parenthesis. And Double-click on the And field to select the conjunction to be used in the selection criteria (AND or OR). Conjunctions are required when multiple selection statements (or multiple rows) are defined. Do not use if only one row of selection criteria is defined. The trash can icon is used to remove a selection row. Click on the icon at the end of the row you want to remove and the row will be deleted from the grid. The help icon provides help on Membership Type selection. Double-click on the help icon and select a membership type from the dropdown to populate the Value field. Only single selection of membership types is allowed from this dropdown. Tip: The membership type dropdown is filtered by membership level and organization. The SEA level membership types displayed for selection will be filtered by the State Affiliate defined for the batch. Tip: In order to get help on LEA membership types, the selected organization must be defined to the Local level. Tip: If you want to search by partial membership type using Class or Class and Sub Class you must use the Like condition and wildcard. For example, NEA Membership Type like AC% would return all memberships with an NEA Class of Active. NEA Membership Type like AC-1% would return all memberships with an NEA Class/SubClass of Active Professional. Tip: If you want to search for memberships a membership level missing, you must use the Is Null condition. For example, NEA Membership Type is Null would return all memberships without an NEA membership type. SELECT FUNDS To search using Fund information, click on the Funds tab. The Funds search will open for display. Last Updated: 12/1/2011 Page 59 of 70

60 Click the link. A fund row will be inserted. Click to remove or reset all fund selection rows. In field ( This open parenthesis is optional and is used most often for complex selection statements when AND and OR conjunctions are defined. Double-click on the field for selection of a double open parenthesis. Column Double-click on the Column field to select the Fund search element Condition from the drop-down ( and all NEA/SEA funds will be displayed). Double-click on the Condition field to select the operator to be used in the selection criteria. Available operators include: =, <, >, <= (less than or equal), >= (greater than or equal), <> (not equal), Like, Between, Is Not Null, Is Null, In (can include multiple values), Not In (can include multiple values). Value Depending on the Column value, the Value field could be populated with a fund amount (e.g currency format), a fund ID (e.g. D01, P01, U01, F01), a fund type code (e.g. Dues, PAC, Other, Unis), a membership level (e.g. NEA, SEA, LEA) or a Pay Method code (e.g. PR, CK, EFT ). ) This closed parenthesis is optional but must be used if an open parenthesis was defined. There must be a closed parenthesis for each open parenthesis. Double-click on the field for selection of a double closed parenthesis. And Double-click on the And field to select the conjunction to be used in the selection criteria (AND or OR). Conjunctions are required when multiple selection statements (or multiple rows) are defined. Do not use if only one row of selection criteria is defined. The trash can icon is used to remove a selection row. Click on the icon at the end of the row you want to remove and the row will be deleted from the grid. There is no help on entry of the Value field for Funds selection. SELECT DEMOGRAPHICS To search using Demographics information, click on the Demographics tab. The Demographics search will open for display. Last Updated: 12/1/2011 Page 60 of 70

61 Click the link. A fund row will be inserted. Click to remove or reset all demographics rows. In field ( This open parenthesis is optional and is used most often for complex selection statements when AND and OR conjunctions are defined. Double-click on the field for selection of a double open parenthesis. Column Condition Value Double-click on the Column field to select the Demographic for searching. All NEA global demographics and State level demographics will be displayed for selection. Tip: In order to select LEA level demographics, the selected organization must be defined to the Local level. Double-click on the Condition field to select the operator to be used in the selection criteria. Available operators include: =, <, >, <= (less than or equal), >= (greater than or equal), <> (not equal), Like, Between, Is Not Null, Is Null, In (can include multiple values), Not In (can include multiple values). Depending on the Demographic Column value, the Value field could be populated with a demographic range code or demographic description. ) This closed parenthesis is optional but must be used if an open parenthesis was defined. There must be a closed parenthesis for each open parenthesis. Double-click on the field for selection of a double closed parenthesis. And Double-click on the And field to select the conjunction to be used in the selection criteria (AND or OR). Conjunctions are required when multiple selection statements (or multiple rows) are defined. Do not use if only one row of selection criteria is defined. The trash can icon is used to remove a selection row. Click on the icon at the end of the row you want to remove and the row will be deleted from the grid. Help is available for demographic range codes and demographic description formats. Double-click on the help icon and select a demographic range code (if applicable) from the dropdown to populate the Value field. Or double-click to view the data entry format for a demographic description. Only single selection of demographic codes is allowed from this dropdown. SELECT MEMBERSHIP ATTRIBUTES The Membership Attributes search criteria is open for display. Search By Enter in Membership Attributes Section Membership Year The selection defaults to the current membership year. Prior and Future membership years can also be selected. The retrieval of individuals/memberships will be limited to those associated with the affiliate(s) selected. Tip: When performing renewals, always retrieve prior membership year to renew into the current membership year. Last Updated: 12/1/2011 Page 61 of 70

62 Continuous Membership The selection of continuous or non-continuous memberships is an option. The retrieval of individuals/memberships will be limited to those with the continuous indicator set on or off based on selection. The selection defaults to Both which means the indicator will not be reviewed for selection. Select if you want to select Continuous Memberships only. Payment Method Select if you want to select Non-Continuous Memberships only. Renewal Indicator The selection of a specific payment method associated with a membership for the retrieval of individuals/membership is an option. The retrieval of individuals/memberships will be limited to those with the payment method selected. The selection defaults to All payment methods. Select one specific payment method or use the shift or control key to select multiple payment methods from the dropdown. The selection of renewed or unrenewed memberships is an option. The retrieval of individuals/memberships will be limited to those with the renewal indicator set on or off based on selection. The selection defaults to Both which means the indicator will not be reviewed for selection. Select if you want to select Renewed Memberships only. Membership Status Select if you want to select Unrenewed Memberships only. Tip: The selection of Unrenewed is recommended for renewals. Remember if processing a renewal, the membership year should be changed in most cases to prior year. The selection of memberships by status is an option. The retrieval of individuals/memberships will be limited to those associated with the status selected. The selection defaults to Effective memberships. Effective: The status of Effective will select non-cancelled memberships only. The selection of Effective memberships is recommended for most updates. Cancelled: The status of Cancelled will select cancelled memberships only. The selection of Cancelled memberships is Last Updated: 12/1/2011 Page 62 of 70

63 recommended for reactivations or adjustments of partial cancelled obligation amounts. o Once the status of Cancelled is selected, the Cancel Reason dropdown will be available for selection. The selection default is All cancel reasons. o Select one specific cancel reason from the dropdown, use the shift or control key to select multiple cancel reasons from the dropdown or retain the selection of All. Both: The status of Both will select all memberships regardless of membership status. In other words, all statuses will be selected. SELECT ROLES To search using Roles information, click on the Roles tab. The Roles search will open for display. The retrieval of individuals/memberships will be limited to those associated with that specific role and will always be combined with membership criteria defined on the Retrieval tab. The Roles search will default to individuals with effective roles only. To search for individuals with ended or historical roles, deselect the Effective checkbox. A roles search can be implemented by entering roles and/or. Enter a valid date or select a date from the calendar popup. The roles search will be based on roles that started and/or ended on the dates defined. Last Updated: 12/1/2011 Page 63 of 70

64 To select Roles for retrieving individuals, click the button. A Roles popup with all roles defined at the user s level and below will be displayed for selection. You can select one or multiple roles by clicking the checkbox next to the role. Once the checkbox selections are complete, click the button to close the popup and populate the Retrieval tab with the roles assignments for retrieval. Or click the button to close the popup without selection. SELECT INDIVIDUAL REDUCTION REASON To search using Individual Reduction information, click the Individual Reduction tab. The Individual Reduction Reason search will open for display. Individual Reduction Reasons can be selected from dropdowns by membership level (NEA, SEA, LEA). Only single selection by level is allowed. The retrieval of individuals/memberships will be limited to those associated with the specific individual reduction reason(s) selected. Tip: The list of Individual Reduction Reasons presented for selection contains all individual reduction reasons for all states. Make sure you select the correct membership level and reduction reason associated with your affiliate. Last Updated: 12/1/2011 Page 64 of 70

65 INITIATE SEARCH After the search a criterion is entered, click the button to begin the retrieval process. Click the button to clear the search criteria to start again. When the query retrieval is complete, the individuals meeting the selection criteria will be displayed on the Results tab. Double click any row to select that record. EXPORT RESULTS LIST If you would like to export a listing of selected individuals to Excel, click the button. A File Download popup will be displayed. Click the Click the button to preview the listing of selected individuals. button to download and save the listing of selected individuals as an Excel spreadsheet. Last Updated: 12/1/2011 Page 65 of 70

66 The Save As popup will be displayed. Give the file a name, select the folder in which to save the file and click the optional and allows you to get a list of individuals for future reference. button. This feature is Last Updated: 12/1/2011 Page 66 of 70