Stock Report: Program Date Management Utility

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1 Stock Report: Program Date Management Utility Overview With the introduction of applicant and program itineraries in TDS14, the management of a program's catalog dates is more important than ever. Without proper program itinerary start and end dates for your outgoing and incoming programs, your applicants might not properly move into the while abroad and returnee phases of your process. To help facilitate the management of dates and itineraries, this stock report allows you to do the following: Select an app cycle and programs/program groups to display See whether or a program has a program date record, program itinerary records, and applications to that program in that app cycle Batch create program date records for multiple programs at once Edit/update a program date record Quickly add program itinerary records to a program that has a program date record Quickly jump to a program's program builder and/or applications to that program This stock report will make it easier to know when you're missing critical start/end dates and allow you to easily fill in those holes in your program catalog. Installation instructions This stock report functions just like any other stock report. If you are installed on your own server, you open a case and request the file for the Program Date Management Utility. You should then install the CFM file from the.zip file (Program_Date_Management_Utility.cfm) in your account instance directory 'reports' directory: {CODE ROOT}\accounts\{YOUR ACCOUNT INSTANCE ID}\reports If your site is hosted by Terra Dotta, your primary admin user can open a case and request this stock report be installed in your account. You will be notified when this has been done. After installation, the stock report will be immediately available to all users with the stock reports staff permission. However, there are additional permission requirements in order to be able to use this stock report: Maintenance: Superuser

2 OR all four of the following permissions: Applicant Admin: Stock reports Program Admin: Program builder: dates (add) Program Admin: Program builder: dates (edit) Program Admin: Program builder: itinerary (add) This tool is not intended for use to just 'view' these records and has not been designed to deprecate functionality for those that only can 'view' the data. If the user does not have the necessary permissions to access the report, an invalid permissions error will be displayed instead of the interface. Using the utility When you first get to this stock report, you will see a search form that looks like this: Figure 1 Program Date Management Utility Search Form A: Application Cycle Selection: This drop down menu will display all the app cycles in your account from the previous year going forward. Select the application cycle that you want to check. The search results will be looking for program date and itinerary records as well as applications and application itinerary records in this application cycle.

3 B: Show Selection: There are two options here to help you filter out the programs that you don't need to check. You can choose to only include programs that are currently active, and you also will be selecting the program type that you want to check. Please note, you won't see all your site's program types in this drop down menu. It will only include the program types that use program itinerary records so it is normal for some program types (like Risk Management, for example) to not appear in this list. C: Program Group Selection: This search criteria can be used to filter the programs based on their program group assignments. D: Program Selection: This search criteria can be used to identify specific programs that you would like to search. E: Form Actions: Clicking on the 'Cancel' button will cancel the action and you will be retruned to your Admin Home page. Clicking on the 'Reset' button will return the form to the state it was in when the page initially loaded. Clicking on the 'Search' button will fetch the date information for the criteria selected in the form. When you run a search, the page will refresh with the search form at the top and a data table showing all the programs that accept applications for the term of the app cycle selected filtered by all the other criteria in the search form. Example: If I just select 'Spring 2015' and run the search, I'll get a results table that shows all the 'Outgoing' programs I have that are configured to accept 'Spring' applications. I can then use that table to determine if I need to add program date records and/or program itinerary records for the Spring 2015 application cycle for those programs. The data table will look like this: Figure 2 Program Date Management Utility Search Results

4 A: Batch Date Record Creation: If any program in your search results doesn't have a program date record for the application cycle that you selected, there will be a checkbox in this column. This allows you to select these programs and click the button at the bottom of the page to batch generate the program date records for those programs using the application cycle's application deadline and decision date. This can be useful when you need to build program itinerary records because you cannot have program itinerary records until you've first created a program date record. B: Program Record: All the programs listed in the search results will match the criteria selected in the search form. Clicking on the program name will open the program builder for that program in a separate tab. This can be useful when you have programs that have applications to the app cycle you are viewing and you need to cascade program itinerary records to those applications. Creating program itinerary records in the stock report won't run the cascade wizard for pre existing applications. However, if you jump into the program builder and go to the 'itinerary' tab, you can create the program itinerary records and application itinerary records at the same time. C: Program Date Record Information: This column will show the existing program date record details (deadline, decision date, start date, end date) for the program for the application cycle selected in the search. If there is no program date record, it will be indicated in this column. D: Program Itinerary Record Information: This column will show all the existing program itinerary records for the program in the app cycle selected in the search. If there is not yet a program date record for that program for that application cycle, 'N/A' will be displayed in this column. If there is a program date record, but no program itinerary records, 'None' will be displayed in this column. E: Number of Active Applications: This column will have a number that represents the number of pending/accepted/committed applications for the program in the selected application cycle. If the number of applications is greater than zero and you have Application Admin > Applicant Search permissions, you will see a magnifying glass icon. Clicking on this icon will open a new window and run an application search for that program in that app cycle so that you can go directly into these applications and/or run batch processes on them from the search results page. This column can be useful in finding which programs you might have that don't have program itinerary records being used to generate application itinerary records.

5 F: Program Date/Itinerary Record Edit Pencil: This column will have an edit pencil icon that you can click to generate a modal interface that allows you to edit the programs' date record and/or create a program itinerary record for that program in that application cycle. IMPORTANT NOTE: If you create program date/itinerary records through this interface, it will not cascade the start/end dates and locations to pre existing applications through a cascade wizard. If that is required, you should click on the program's name in this report and go to the 'dates' and 'itinerary' tabs of the program builder.