Adding Organizations to Your Database

This section provides an overview of organizations and discusses how to:

• Create organization records.

• Enter school-related data.

• Enter affiliations.

Understanding Organizations

Organizations can include high schools, colleges or universities, community or civic groups, government entities, test and transcript data companies, office supply vendors, and so on. You can create a record for each organization and enter the location of the organization with telephone numbers and electronic addresses. You can enter persons at the organization with whom your institution maintains contact and specify the primary location, department, and contact person that your institution should use.

For schools, you can identify the subjects and courses that they offer, the types of transcripts they generate, and their term, grading, and credit structure. Maintaining this information helps to convert their information into an equivalent at your institution so you can evaluate it according to your requirements.

After you set up group types, contact types, and external subjects, terms, and courses, you can add organizations to your database and select from those items to help describe or identify each organization.

To add an organization to your system, create an organization record on the Organization Table page. When you enter data and save the record, the system assigns the next available sequential organization ID to that organization and adds the record to your database. That ID remains associated with the organization unless you change or delete it. You can use the organization name or its unique ID to access the record and update the organization information and specify primary contacts, locations, departments and so on.

Important! When you save the new organization record, the system does not notify you if a duplicate organization already exists. The system assigns the ID and adds the organization. To avoid creating duplicate records, configure the system to notify you of duplicates by using Search/Match to determine if an organization with the same data already exists in your database before adding the new one.

See Searching for Records and Using Search/Match.

When an organization is a supplier, you can identify it as a vendor and make note of the taxpayer identification number (TIN).

When an organization is also a school or other institution that offers courses, you can identify and track the subject areas that the organization offers and the specific courses that it offers within that subject area. Maintaining subject and course data is especially valuable when evaluating transcripts from other institutions.

You can identify items that are important to your institution's academic affiliations with organizations, including their grading structure and the types of transcripts that they generate. Maintaining this information helps you convert their information into an equivalent at your institution so that you can evaluate.

You update organization data on the Organization Table page and other organization pages, but in the Update/Display mode after adding the organization.

Warning! Before adding organizations or entering and updating data about them, you must be familiar with PeopleSoft applications, including the Add, Update/Display, Include History, and Correct History modes and the PeopleSoft system's method of applying effective dates with active or inactive status.

See Enterprise PeopleTools PeopleBook: Using PeopleSoft Applications, “Understanding Effective Dates”

To create an organization record:

1. Select Campus Community, Organization, Create/Maintain Organizations, Organization Table.

2. Select the Add a New Value link at the bottom of the Organization Table - Find an Existing Value search page.

   The Organization Table - Add a New Value search page appears with NEW in the External Org ID field.

3. Click the Add button.

   The Organization Table page appears with ID of NEW.

Warning! If you overwrite the word NEW in the External Org ID field on the Organization Table - Add a New Value and manually enter an ID for the organization that you are adding, you disrupt the system's autonumbering sequence. A system administrator might need to intervene to correct the situation.

Organization Table - Add a New Value search page

This example shows the Organization Table page when you are adding a new record:

Adding a new record on the Organization Table page (EXT_ORG_TABLE)

1. Enter at least the required data (Effective Date, Status, Description, Organization Type, and Proprietorship) on the Organization Table page to add the new record.

   Warning! If you select Save before completing the required data, you must use the Correct History mode to continue entering or modifying the effective-dated data.

2. Select Save.

   The system assigns the next available unique organization ID to the record and adds it to your database.

See Also

Reviewing Organization Data

Setting Up Organization Data

Loading External Organization Data

Creating an Organization Record

This section lists prerequisites and discusses how to:

• Identify the organization.

• Identify the primary contact and department.

• Identify the organization as a school.

• Identify the organization as a vendor.

Prerequisites

Before adding an organization to the database, set up organization groups and types, and set up organization departments and contacts. If the organization is a school, also make sure that external subjects and terms are set up.

See Also

Setting Up Organization Data

Pages Used to Create an Organization Record

Identifying the Organization

Access the Organization Table page.

Note. When you create the record for the first time and you enter a description in the Description field and exit the field, the system automatically enters Long Description, Short Description, Organization Type and Proprietorship field values. You can override these values.

Organization Details

Primary Location

If you are creating this organization record for the first time, primary locations are unavailable. Assign locations to the organization after you create and save the record. When the record exists, and you have set up locations on the Organization Locations page, return to the Organization Table page to indicate the primary location.

Identifying the Primary Contact and Department

Access the Primary Contact and Dept. page.

Primary Department

If you are creating this organization record for the first time, primary contact persons are unavailable. Assign contacts to the organization after you create and save the record. When the record exists and you have set up contacts on the Organization Contacts page, return to the Primary Contact and Depart. page and indicate the primary contact persons here.

Primary Contact

If you are creating this organization record for the first time, primary contact persons are not available. You must assign contacts to the organization after you create and save the record in your database. When the record exists and you have set up contacts on the Organization Contacts page, you can come back and select from those contacts to indicate the primary contact persons here.

Identifying the Organization as a School

Access the School Data page.

School Characteristics

Warning! You must use the School Type Table setup page in the LS_SCHL_TYPE_TABLE component (Set Up SACR, Common Definitions, External Education, School Type Table) to set up or modify school type values for Campus Solutions pages. HRMS also uses school types, but these are defined inside the SCHOOL_TYPE_TBL record in the SCHOOL_TYPE_TBL page of the SCHOOL_TYPE_TABLE component. If you modify or add values in the HRMS table, you will not see the changes on the Campus Solutions pages.

School Codes

System Default Values

Catalog Information

Identifying the Organization as a Vendor

Access the Vendor Information page.

Vendor Information

Entering School Related Data

This section discusses how to:

• Enter subjects offered by the school.

• Enter the courses offered within a subject area.

• Set defaults for TS130 electronic transcripts

Pages Used to Enter School Related Data

Entering Subjects Offered by the Organization

Access the School Subject Maintenance page.

School Subject

School Subject Details

Entering the Courses Offered Within a Subject Area

Access the School Course Classification page.

School Course Number

School Course Details

Setting Defaults for TS130 Electronic Transcripts

Access the Organization TS130 page.

Enter defaults for sending electronic transcripts to the school. You can specify a directory in which to save the files and send them regularly in a group as FTP or any way that you choose. Or, you can send the transcripts by email, in which case you must enter the destination email address.

When creating a TS130 request, you can override the default values.

See Also

Setting Up Electronic Transcript Processing

Entering Affiliations with Organizations

This section lists prerequisites and discusses how to enter organization affiliation details.

Prerequisites

Before entering affiliation information, set up GPA types, grading schemes, grading bases, and transcript details.

See Also

Producing Transcripts

Page Used to Enter Affiliations with Organizations

Entering Organization Affiliation Details

Access the Organization Affiliation page.

Affiliation with Institution

Transfer Credit Transcript Print

Organization Groups