Getting Started with Membership Lite

Transcription

1 Overview of Membership Lite Program Getting Started with Membership Lite Lesson Objectives At the end of this lesson, you will be able to: Create a Membership web page desktop icon. Access Membership Lite. Use the Search Feature to locate a record. Add, edit, and delete an Individual. Review Officer and Local information. Access the built-in reports. Print mailing labels. Exit the program. Access technical support. Overview of Membership Lite Program AFT s Membership Lite enables locals who currently maintain membership using the Membership Roster Report to maintain their membership data electronically. This program will help users maintain membership records via the Internet in a format that closely resembles the paper form. The program is designed for locals with 75 to 150 members who report membership via the Membership Roster Report and whose members all receive the same publication(s). Membership Lite will improve the timeliness and accuracy of your membership records while allowing AFT to better serve its member locals. Advantages of Using Membership Lite The advantages of using this program include: Immediate access to your membership list anywhere, anytime. Easy-to-use format closely resembles Membership Roster Report. Ability to organize and maintain timely and accurate membership information. Ability to print reports and labels at the touch of a button. Remote training and support. PC and Macintosh compatible. Provides immediate membership updates to AFT National Office. 11/8/02 1

2 Membership web page Membership web page You will access Membership Lite through a link on the Membership web page. By accessing the Membership web page prior to Membership Lite, you will be able to view any new information regarding the Membership program. Using the membership web page for technical support should be the first step of action when you run into difficulties with Membership Lite. On the site, you will be able to check the system status, view the current documentation, get instructions on downloading the ICA Citrix client, view information regarding Membership Lite and Suite, and fill out and send a request for technical support. Creating a Membership Web Page Desktop Shortcut 1. Right-click on the desktop. The shortcut menu will appear. 2. Point to New and select Shortcut. The Create Shortcut window will appear. 3. In the Command line box, type: 4. Click Next. 5. In the Select a Name for the Shortcut box type: AFT Membership. 6. Click Finish. A new shortcut will appear on your desktop. This will be the link to the Membership web page and Membership Lite. When using a Macintosh computer, you do not need to follow the instructions on Creating a Membership Web Page Desktop Shortcut. Instead, add the Membership Web Page to your Favorites in the web browser. Navigating the Membership web page Viewing the Membership Web page: 1. Double-click the AFT Membership web page shortcut. The web page will open. Follow along as the instructor explains and navigates through the web page. 2. Click About Membership Lite on the left side of the screen. 3. Clink System Status. This will give you the most recent date and time the Membership Lite server was checked on and was operating successfully. If there is a problem with the server, it will be displayed here. 4. Click Back on the browser. 5. Click FAQ. This will take you to the Frequently Ask Questions page. This page is continuously being updated. 6. Click Back on the browser. 7. Click Customer Support. This will navigate you to the support page which provides the phone number for the help desk and the times of operation. 2

3 Membership web page 8. Click Support Request Form. View the information requested and the different ways of being contacted. 9. Click Membership Lite Home. 10. Click Downloads. This will provide you with instructions on how to download the ICA Client to your computer. 11. Close Internet Explorer. Installing the ICA Client using Internet Explore This is a one time installation that you must download on each computer you wish to use to connect to Membership Lite. 1. From the Membership main web page, click Downloads. 2. Click Citrix Client for Internet Explorer. 3. The Security Warning window will appear. To the question Do you want to install and run Citrix ICA Encryption Web Client click Yes. It could take up to five minutes to download the client. 4. A login screen will appear. Click Cancel. You do not have to login. 5. Click in the upper right hand corner to exit the Internet. Installing the ICA Client using Netscape This will provide you with instructions on how to download the ICA Client to your computer. 1. Double-click the AFT Membership desktop shortcut. 2. Click Downloads. 3. Click Citrix Client for Netscape. The Save As window will appear. 4. Navigate so the Save in field reads Desktop. This will place the wfplug32.exe file onto the desktop. 5. Click Save and download the wfplug32.exe file to your desktop. The Saving Location window will appear. The download could take up to 5 minutes. 6. When the Download is complete the Saving Location window will disappear. 7. Click File>Exit to close Netscape Navigator. 8. Double-click the wfplug32 icon that is on the desktop. 9. You will get a window telling you This will install Citrix ICA Web Plugin. Do you want to continue? Click Yes. 10. Click Yes to accept the License Agreement. 11. Once setup is successful, click OK. 3

4 Membership web page After the download is complete, you can delete the wfplug32.exe file icon from the desktop. Installing the ICA Client on a Macintosh Installing the ICA Client onto a Macintosh is also a one time installation. 1. Open and log on to your web browser. 2. Type in the URL address: 3. Press Enter on the keyboard. 4. Click Downloads on the top of the screen. 5. Click Macintosh on the left side of the screen. 6. Under Primary ICA Client, click ICA Macintosh Client located in the middle of the screen. 7. Click Yes at the bottom of the screen to accept the license agreement. 8. Click the most current version for the English language. 9. Save the download to your desktop. This is usually done by default. The download could take up to 5 minutes. 10. Close the Internet browser after completing the download. 11. Double-click on the Citrix ICA client file on your desktop. 12. Click Continue. 13. Click Save to unstuff the files to the default location (Desktop). The unstuff file name will be Citrix ICA Client 6.0 (or the current version number). 14. Click Quit after completing the unstuffing. 15. Double-click the Citrix ICA Client folder which was created on the desktop. 16. Double-click the Installer icon in the folder. 17. Click Continue when the ICA Citrix window opens. 18. Click Yes to the license agreement. 19. Select the location of the installation or accept the defaults settings. Click Install. 20. Click Quit once the download is completed. 21. Locate the file you just installed. The default will be Mac HD\Citrix ICA client. 4

5 Membership web page 22. Double-click the Citrix ICA Client Editor icon. The Citrix ICA Client Editor window will open. 23. Click Options on the Task bar. Select Default Settings. The Citrix ICA Client Editor Default Settings window will appear. 24. In the first drop-down window, click the arrows and select Server Location. 25. Click Add and type Click OK. 27. Click Firewalls. 28. Check Use Alternate address for firewall connection then click OK. 29. Click Save. 30. Click the button next to Publish Application. 31. Select Membership Lite from the server field drop-down list. 32. Where it says Network Connections, click the down arrows and change to Windows. 33. In the Window Size box, uncheck Use Defaults and then select 800x600 from the drop-down list. 34. Click Save and select Desktop at the top of the window. (Desktop could already be the default setting). 35. Click Save. 36. Click Quit. 37. Close all open windows. 5

6 Membership web page Logging on to Membership Lite To access Membership Lite: 1. Double-click the Membership Lite link on your desktop. This login screen will appear. 2. Enter your user name and press the Tab key. 3. Enter your password. 4. Press Enter or click OK. 5. You will be prompted to change your password. Make your new password something you will remember. The domain will always be MEMBERSHIP. If you log on and receive the following message, don t worry. Simply click OK and keep working. 6

7 Membership web page Requirements for Passwords The following standards have been set for user passwords. The user will be locked out of the system after five failed logon attempts within a thirty minute period. The account will be automatically unlocked after 24 hours. To reset the account immediately, please contact the AFT Help Desk. Passwords much contain characters from at least three of the following four classes: Class Sample Characters English upper case letters A, B, C,... Z English lower case letters a, b, c,... Z. Westernized Arabic numeral Non-alphanumeric ( special characters ) such as punctuation symbols 0, 1, 2,... 9 *,!, $, #, etc. Passwords must be at least six characters long. Password cannot contain the user name or any part of the full name. Users will get the following error message when they try to change their password to an unacceptable password. The first time you log on to Membership Lite using your own account, you will be prompted to change your password. You cannot log on until you have made the change. 7

8 Membership Lite Individual Tab Membership Lite Individual Tab Membership Lite Screen Layout Title Bar Menu Bar Tabs Navigation Bar Membership Lite - Individual Tab Title/Menu Bar Title Bar File Menu Records Menu Reports Menu Help Menu Options Identifies the application being run Page Setup, Print, Exit First, Previous, Next, Last, New Record Individuals Labels, Officers Labels, Officers Report About Membership Lite lets the user check to see which version of Membership Lite they are using. Field Social Security Number First Name Middle Name Possible Values/Data Format Individual s Social Security Number. This is not required but if accessible is strongly recommended. Required: Individual s first name. Individual s middle name. 8

9 Membership Lite Individual Tab Field Last Name Address Line 1 Address Line 2 City State Zip Code Prevent Mail Updates Valid Dues Category State Dues Job Class Mail Code Unit/Bldg/Agency/Dept Init Date Del Reason Home Phone Liability Insurance AD & D Insurance Possible Values/Data Format Required: Individual s last name. Required: First line of individual s home address. Second line of individual s home address. Required: City in which the individual lives. Required: State in which the individual lives. Required: Zip code for the individual. Don t Prevent Mail Updates and Prevent Mail Updates drop-down list. Verifies city, state, and zip code. Required: Individual s Dues Category. Required: State Dues Category is required only if the local is located in one of the twelve states which have this category. **If your state doesn t require State Dues, this field will not appear in the database. Required: Job classification of the individual. Mail code for use with publications. Individual s unit, building, agency, or department. Date the individual joined the union. The reason the individual left the union. Individual s home phone. Individual s address. Indicates if the individual has Liability Insurance through the local. The default for new individual records will follow the value on the Local Tab.*** Indicates if the individual has AD & D Insurance through the local. The default for new individual records will follow the value on the Local Tab.*** 9

10 Working with Data on the Individual Tab ** Currently, the State Dues field is a REQUIRED field for affiliates in the following states CA, CT, DE, GA, IA, MD, MA, NJ, NC, OH, TN and WI. Membership Lite Navigation Bar Button *** For existing Members, once AFT is notified if the local has either insurance, AFT will update those individual records to match the Local Tab. It will be the responsibility of the local to go back and modify any individuals which are exceptions to this rule. Action New Record Delete Record First Record Previous Record Next Record Last Record Adds a new blank record. Deletes currently selected record. Moves to the first record in the database. Moves to the previous record in the database. Moves to the next record in the database. Moves to the last record in the database. Working with Data on the Individual Tab Using the Search Feature to Locate a Record To use the Search Feature: 1. Click the field you want to search, i.e.: Last Name field. 2. Press Ctrl+F on the keyboard. The Find and Replace window will appear. 10

11 Working with Data on the Individual Tab 3. In the Find What field type what you are looking for. 4. If you are searching for a specific last name, type that in. 5. If you want all names that begin with a certain letter, type that letter. 6. In the Match field, if Start of Field is not listed, click the down arrow to the right and select it. 7. Click Find Next button. If there is a match, the system will take you to that field. Continue to click Find Next until you come to the last entry that matches your search. At this time, the system cannot list ALL Smith s or ALL records beginning with S. 8. Click Cancel to close the window. 11

12 Working with Data on the Individual Tab Adding a Member To add a new member: 1. Click New Record button on the navigation bar. 2. Add the required information using the Shift, Shift+Tab, or mouse to navigate from field to field. 3. The system will automatically save the new record. Editing a Member s Information To edit a member s information: 1. Find the member record you want to edit. 2. Us the Shift, Shift+Tab, or mouse to navigate to the field in which you want to change the information. 3. The system will automatically save the new information. Printing a File To print a file: 1. Click File>Print. The defaults for printing are set to your default printer and portrait layout. If you would like to change defaults, click File>Page Setup before you print. Printing Mailing Label/Reports To print individual mailing label/report: 1. Click Reports>Individual Labels. The Individual Label report will appear. 2. Click File>Print. This will send the labels to the printer. 3. Click on the lowest of the three in upper right-hand corner to close the labels window. Make sure that Avery 5160 style labels are already in the printer before you send labels to the printer. Follow the exact same steps for Officer Labels and Officer Reports but choose the appropriate Label/Report. 12

13 Working with Data on the Officers Tab Working with Data on the Officers Tab Membership Lite Officer Tab AFT s Membership Lite enables locals to keep track of their officers, including their names, titles, and preferred addresses. You can add, delete, and edit officer information. Membership Lite will also remind you to print out and fax officer reports to the AFT National Office. Membership Lite Officer Tab Field Name Work Address Line 1 Work Address Line 2 Work City State Zip Code Officer Title Work Phone Possible Values/Data Format Individual s name selected from a drop-down list of members of the local. Names are automatically listed from the Individual Tab First line of the officer s work address Second line of the officer s work address City in which the officer works State in which the officer works Zip Code for where the officer works Required: Drop-down list of available officer titles Officer s work phone 13

14 Working with Data on the Officers Tab Adding a New Officer To add a new officer: 1. Clicked on the Officers tab. 2. Click New Record button on the navigation bar. 3. Click the drop-down arrow in the Name field. Select the name of the new officer. You can also begin typing the member s name in the field. 4. Add the remaining information using Shift, Shift+Tab, or mouse to navigate from field to field. 5. Click the drop-down arrow in the Officer Title field and select the officer s title. 6. After you add a new officer and leave the Officer Tab, the system will remind you to PRINT and FAX to the AFT Membership Accounting Department at (202) Remember, the system will automatically save the new information when you click on a different tab or exit the system. Deleting an Officer To delete an officer: 1. Select the individual that you want to delete. 2. Click Delete Record on the navigation bar. The record will be deleted. Deleting a Member in the Individual Tab To delete a member: 1. Make sure you are in the Individual Tab of Membership Lite. 2. Find the member record you want to delete. 3. Select a reason for deleting the member in the Deletion Reason drop-down list. 4. Click Delete Record on the navigation bar. If the member is an Officer, you must first delete that member from the Officer Tab. 14

15 Working with the Local Tab Working with the Local Tab With AFT Membership Lite, locals can keep their information current. Some information is read-only and will be entered and maintained by the AFT National Office. Membership Lite - Local Tab Field EIN Chartered Charter Date Represent Retirees Liability Insurance AD & D Insurance Possible Values/Data Format Read-only: Local s tax identification number. Read-only: A checkbox which indicates if the local is officially chartered or if it is a proxy local created to maintain information on at-large members. Read-only: Date local was chartered. A checkbox which indicates if the local represents retirees. A checkbox which indicates if the local offers Liability Insurance. A checkbox which indicates if the local offers AD & D Insurance. 15

16 Working with the Local Tab Field Agency Fee Address Phone Number Extension Fax Number Website URL Executive Board Meeting Date Council Meeting Date Start Date End Date Contact First Name Contact Last Name Contact Phone Contact Publications Constituencies Possible Values/Data Format Read-only: A checkbox which indicates if the local represents agency fee payers. Required: Street, City, State, and Zip of local. Required: Office main number. Extension for office main number. Office main fax number. Required: General address of the local. Local s website address. Read-only: Date the Executive Board meets. Read-only: Date the Council meets. Required: Date the officers term begins. Required: Date the officer s term ends. Required: First name of contact person in the Local. Required: Last name of the contact person in the Local Required: Phone number for contact person. for contact person. Read-only: Publications offered to the local Read-only: AFT division this local represents: includes: K-12, FNHP, Higher Ed, PSRP, FPE. 16

17 Working with the Local Tab Adding/Editing Local Information To add or edit local information: 1. Click the Local tab. 2. Add or edit information to the fields that are not read-only by using Tab, Shift+Tab, or mouse to navigate between fields. 3. The system automatically saves when you go to a different tab or exit Membership Lite. If you make any changes to the Local Tab, you have to make sure that every required field has a value or the changes will not be saved. Exiting the Program Getting Help from from the IT Department To exit Membership 2000 Lite: 1. On the menu bar, click on File>Exit. This will exit the program. A black Citrix ICA client window will appear and remain on the screen for several seconds. It will automatically disappear. Before you call the help desk, your first step should be to view the online help for Membership Lite. To view the Online Help: 1. Open your web browser and type the URL address: To receive help from the IT Department: 1. To reach the Help Desk, call ext OR 2. You can them at: MembershipInquiry@AFT.ORG 17

18 Working with the Local Tab Using the Shadow Feature A feature of Citrix allows the user to be shadowed while they are online. This allows the technical support person to view your screen and to take control of the application. The user will be able to see everything that is happening on their desktop and will also still have control. To access a shadow session: 1. The user needs to be logged on to Membership Lite. 2. The support person will then log on to Citrix as an administrator and ask for permission to your session. The Shadow Request window will appear. Shadow Request window 3. Click Yes. 4. Now the technical support person and you will be viewing the same window. Continue working in the application as normal. 5. The administrator will disconnect from shadowing at the end of the session. You will not get any type of notification of this action. 18

19 Working with the Local Tab Maintenance Our goal is to insure the user that Membership Lite will be available to them 24/7 with the exception of preventive, regular and emergency maintenance. The IT Department will provide advance notice on the Membership web page as to when maintenance will occur. The following is the schedule and policies that the IT Department has developed in providing maintenance for Membership Suite and Lite. Preventive Maintenance First Friday of each month from 5:00 PM to 8:00 PM eastern time. A reminder will be posted on the Membership web site. Regular Maintenance Emergency Maintenance Membership web site At least a 72 hour advance notice. Should take place weekdays 9:00 PM to 9:00 AM eastern time or on weekends. An will be sent to all users. A notice will be posted on the Membership web page. Less than a 72 hour advance notice. This will require approval from Charles Stunson or Blair Calton. An will be sent to all users ASAP before the maintenance. A notice will be posted on the Membership web page. Will include a system uptime information, with a goal of 99.9%. Keep a log of all downtime, including date/time period and why. Will include a calendar that list past and future downtime. 19