Managing Organization Data

This chapter provides an overview of updating organization data and discusses how to:

Enter organization location data.
Enter organization department data.
Enter organization contact data.
Review organization data.
Use organization search.
Manage organization IDs.
Enter codes for external organizations.

See Also

Adding Organizations to Your Database

Deleting Organization IDs

Changing an External Organization ID

Setting Up OUAC Organizations

Understanding Organization Data

You can enter information about an organization's various locations, including its addresses and phone numbers. You can enter as many locations for an organization as you need. After you enter this information, you can use it to specify the primary location for the organization.

You can enter information about an organization's various department names, locations, and email addresses. You can enter as many departments for an organization as you need. After you enter this information, you can use it to specify the primary department for this organization on the Organization Table page.

You can enter information about the people that your institution should contact at an organization, including the person's name, job title, and telephone numbers. You can enter as many contacts for an organization as you need. After you enter this information, you can use it to specify the primary contact for this organization on the Organization Table page.

You can review lists of all the locations, departments, and contacts for an organization.

Entering Organization Location Data

This section discusses how to:

Identify the organization locations.
Identify the organization phone data.
Identify the organization email data.

Pages Used to Enter Organization Location Data

Page Name	Object Name	Navigation	Usage
Organization Locations	ORG_LOCATIONS	Campus Community, Organization, Create/Maintain Organizations, Organization Locations	Enter or review the physical or mailing addresses for an organization.
Organization Phones	ORG_PHONES	Campus Community, Organization, Create/Maintain Organizations, Organization Locations, Organization Phones	Enter or review the phone numbers for each location of an organization.
Organization E-Addresses	ORG_E_ADDR	Campus Community, Organization, Create/Maintain Organizations, Organization Locations, Organization E-Addresses	Enter or review the electronic addresses for each location of an organization.

Identifying the Organization Location

Access the Organization Locations page.

Location

The number of this location in the list of locations for this organization.

The system automatically assigns the next sequential number to each location that you add. You can manually override these numbers to rearrange the order of the locations.

Country

The country of this location. Labels in the address format for the specified country appear so that you can enter or review the address of this location.

Use Edit Address

Click to access the Edit Address page, where you can add or edit a location address.

Identifying the Organization Phone Data

Access the Organization Phones page.

Type

The type of phone number for this location.

Values for this field are delivered with the system as translate values. You can modify these translate values.

Phone

The telephone number for the specified type.

Identifying the Organization Email Data

Access the Organization E-Addresses page.

Email ID

Enter the email address for this location of the organization.

URL Address

Enter the Uniform Resource Locator (URL) address of the World Wide Web page for this location of the organization.

EDI Address

Enter the Electronic Data Interchange (EDI) address for this location of the organization.

Entering Organization Department Data

This section lists prerequisites and discusses how to:

Identify an organization's departments.
Identify the department location.
Identify the department email data.

Prerequisites

Before entering or updating organization department data, you must enter the organization location data.

See Also

Entering Organization Location Data

Pages Used to Enter Organization Department Data

Page Name	Object Name	Navigation	Usage
Organization Departments	ORG_DEPARTMENTS	Campus Community, Organization, Create/Maintain Organizations, Organization Departments	Enter or review the departments of an organization.
Organization Dept. Location	ORG_DEPT_LOC	Campus Community, Organization, Create/Maintain Organizations, Organization Departments, Organization Dept Location	Enter the location address for a department within an organization.
Organization Dept E-Addresses	ORG_DEPT_E_ADDR	Campus Community, Organization, Create/Maintain Organizations, Organization Departments, Organization Dept E-Addresses	Enter or review electronic addresses for a department within an organization, including email and URL addresses.

Identifying the Organization Departments

Access the Organization Departments page.

Department Number

The number of this department in the list of departments for this organization.

The system automatically assigns the next sequential number to each department that you add. You can manually override these numbers to rearrange the order of the departments.

Department Type

The type (Academic or Administrative) that describes this department.

Values for this field are delivered with the system as translate values. You can modify these translate values.

Contact

The main contact, from the Organization Contacts page, for this department.

Note. You cannot select a contact for this department until contacts are entered on the Organization Contacts page.

Type

The type of phone number for this department.

Values for this field are delivered with the system as translate values. You can modify these translate values.

Phone

The telephone number for the specified type for this department.

Preferred

When selected, indicates that this phone number is the preferred or primary phone number for this department.

This number appears as the preferred phone number when this department is selected as the primary department on the Primary Contact and Department page.

Identifying the Department Location Data

Access the Organization Dept Location page.

Location

The location number, from the Organization Locations page, for this department's location. The system displays the address associated with the location selected.

Identifying the Department Email Data

Access the Organization Dept E-Addresses page.

Email ID

The email address for this department of the organization.

URL Address

The URL web address for this department of the organization.

Entering Organization Contact Data

This section lists prerequisites and discusses how to:

Identify the organization's contacts.
Identify the contact location.
Identify the contact email data.

Prerequisites

Before entering or updating organization contact data, enter the organization department data.

See Also

Entering Organization Department Data

Pages Used to Enter Organization Contact Data

Page Name	Object Name	Navigation	Usage
Organization Contacts	ORG_CONTACTS	Campus Community, Organization, Create/Maintain Organizations, Organization Contacts	Enter or review contact information for an organization.
Organization Contact Location	ORG_CONTACTS_LOC	Campus Community, Organization, Create/Maintain Organizations, Organization Contacts, Organization Contact Location	Specify or review the location of an organization contact.
Organization Contact E-Addresses	ORG_CONTACT_E_ADDR	Campus Community, Organization, Create/Maintain Organizations, Organization Contacts, Organization Contact E-Addr	Enter or review electronic addresses for a contact person at an organization, including email and URL addresses.

Identifying the Organization's Contacts Data

Access the Organization Contacts page.

Contact Details

Contact	The number of this contact person in the list of contacts for this organization. The system automatically assigns the next sequential number to each contact that you add. You can manually override these numbers to rearrange the order of the contacts.
ID	The ID of this contact person, if the person exists in your database.
Contact Name	The name of this contact person. If the person is in your database, the system automatically displays the person's name when you select the ID. If the person is not in your database, you must enter the name manually.
Job Title	This contact person's job title.
Contact Type	The type of contact (for example, Teacher, Principal, Guidance Counselor, or Primary Contact) from the Contact Type Table page.

Contact Phone

Type

The type of phone number for this contact.

Values for this field are delivered with the system as translate values. You can modify these translate values.

Phone

The telephone number for the specified type for this contact.

Preferred

When selected, indicates that this phone number is the preferred or primary phone number for this contact person.

This number appears for this person if he or she is selected as the primary contact on the Primary Contact and Department page.

Identifying the Contact Location

Access the Organization Contact Location page.

You can enter either the department number or the location number.

Department Number	The department number, from the Organization Departments page, for this contact's department. The system displays the address associated with the department selected.
Location Number	The location number, from the Organization Locations page, for this contact's location. The system displays the address associated with the location selected.

Identifying the Contact Email Data

Access the Organization Contact E-Addr page.

Electronic Addresses

Email ID	Enter the email address for this contact person.
URL Address	Enter the URL web address for this contact person.

Reviewing Organization Data

This section discusses how to:

View locations data.
View primary location data.
View school data.
View phones data.
View departments data.
View department location data.
View department phone data.
View contacts data.
View contact phone data.
View contact location data.
View organizations by group types.

Pages Used to Review Organization Data

Page Name	Object Name	Navigation	Usage
Organization Location Summary	EXT_ORG_LOC_SUM	Campus Community, Organization, Review Organizations, Organization Location Summary	Review all of the locations for an organization.
Organization Primary Location	EXT_ORG_PRIM_LOC	Click the View Primary Location link on the Organization Location Summary page.	View data for the primary location for an organization.
Organization School Information	SCHOOL_INFO	Click the School Information link on the Organization Primary Location page.	View the school characteristics of an organization location.
Organization Phone Information	EXT_ORG_LOC_PHN	Click the Phones link on the Organization Location Summary page.	View phone an electronic address information for an organization location.
Organization Locations	ORG_LOCATIONS	Click the Edit Location Information link on the Organization Location Summary page.	View or edit location information for an organization location.
Organization Dept. Summary	EXT_ORG_DEPT_SUM	Campus Community, Organization, Review Organizations, Organization Dept. Summary	Review the departments for a specific organization.
Department Location Information	EXT_ORG_DEPT_LOC	Click the Location link on the Organization Dept. Summary page.	View the location information for a department at an organization.
Department Phone Information	EXT_ORG_DEPT_PHN	Click the Phone link on the Organization Department Summary page.	Review the telephone numbers for a department at an organization.
Organization Contacts Summary	EXT_ORG_CNTCT_SUMM	Campus Community, Organization, Review Organizations, Organization Contacts Summary	Review the contacts for a specific organization.
Contact Phone Information	EXT_ORG_CNTCT_PHN	Click the Phone link on the Organization Contact Summary page.	Review email address and telephone numbers for an organization contact.
Contact Location Information	EXT_ORG_CNTCT_LOC	Click the Location link on the Organization Contact Summary page.	Review location information for a contact at an organization.
Organization Groups Summary	ORG_GROUP_SUMM	Campus Community, Organization, Review Organizations, Organization Groups Summary	Review all organizations by group.

Viewing Locations Data

Access the Organization Location Summary page.

The Organization Location Summary page is for viewing purposes only. You cannot enter or modify data on this page. Information displayed here is from the Organization Locations page.

View Primary Location	Click to access the Organizations Primary Location page, where you can view data for the primary location for this organization.
Edit Location Information	Click to access the Organization Location page, where you can edit or update data for this organization location.
Phones	Click to access the Organization Phone Information page, where you can view phone and electronic address information for this organization location.

Viewing Primary Location Data

Access the Organization Primary Location page.

The Organization Primary Location page is for viewing purposes only. You cannot enter or modify data on this page. Information displayed here is from the Organization Locations page.

School Information

Click to access the Organization School Information page, where you can view the school characteristics for this organization location.

Viewing School Data

Access the Organization School Information page.

The Organization School Information page is for viewing purposes only. You cannot enter or modify data on this page. Information displayed here is from the School Data page.

Viewing Phones Data

Access the Organization Phone Information page.

The Organization Phone Information page is for viewing purposes only. You cannot enter or modify data on this page. Information displayed here is from the phones and email pages in the Organization Locations component.

Viewing Departments Data

Access the Organization Department Summary page.

View Primary Location

Click to access the Organization Primary Location page, where you can view data for the primary location for this organization.

Select

Department Type

The type of departments (Academic or Administrative) that you want to review. If you do not specify a department type, the system lists all the departments for this organization.

Sort By

Department	When selected, indicates that the system should sort the list of departments alphabetically by department.
Department Type	When selected, indicates that the system should sort the list of departments by department type.

Department Details

(edit department)	Click to access the Organization Departments page, where you can edit or update data for this organization department.
Phones	Click to access the Department Phone Information page, where you can view phone and electronic address information this organization department.
Location	Click to access the Department Location Information page, where you can view the location data for this department.

Viewing Department Location Data

Access the Department Location Information page.

The Department Location Information page is for viewing purposes only. You cannot enter or modify data on this page. Information displayed here is from the Organization Departments component.

Viewing Department Phone Data

Access the Department Phone Information page.

The Department Phone Information page is for viewing purposes only. You cannot enter or modify data on this page. Information displayed here is from the Organization Departments component.

Viewing Contacts Data

Access the Organization Contacts Summary page.

View Primary Location

Click to access the Organization Primary Location page, where you can view data for the primary location for this organization.

Select

Contact Type

The type of contact to review (for example, Teacher, Guidance Counselor, or Principal). If you do not specify a contact type, the system lists all the contacts for this organization.

Sort By

Contact Name	When selected, indicates that the system sorts the list of contacts alphabetically by name.
Contact Type	When selected, indicates that the system sorts the list of contacts by contact type.
Contact Title	When selected, indicates that the system sorts the list of contacts by job title.

Contact Details

(edit contact)	Click to access the Organization Contacts page, where you can edit or update data for this organization contact.
Phones	Click to access the Contact Phone Information page, where you can view phone and electronic address information this organization contact.
Location	Click to access the Contact Location Information page, where you can view the location data for this contact.

Viewing Contact Phone Data

Access the Contact Phone Information page.

The Contact Phone Information page is for viewing purposes only. You cannot enter or modify data on this page. Information displayed here is from the Organization Contacts component.

Viewing Contact Location Data

Access the Contact Location Information page.

The Contact Location Information page is for viewing purposes only. You cannot enter or modify data on this page. Information displayed here is from the Organization Contacts component.

Viewing Organizations by Group Types

Access the Organization Groups Summary page.

Selection Criteria

Institution

The institution associated with the organizations to review.

Group Type

The type of group (Academic Quality, Feeder, or Magnet), from the Organization Affiliation page, to review.

Note. Because the purpose of this page is to enable you to review a summary of organizations by group, you must specify a Group Type value.

Group Code

The group code, from within the group type, to review.

Sort By

Search

Click to launch the search based on the selected criteria.

Managing Organization IDs

You can define priority control records to prevent the deletion of organization IDs. You can also change an organization's ID from the system-generated ID to another ID.

See Also

Setting Up ID Delete Control

Managing IDs

Entering Codes for External Organizations

This section provides an overview of external organization codes, lists prerequisites, and discusses how to assign codes to external organizations.

Understanding External Organization Codes

You can enter and track external codes for organizations. You can load third-party external codes into your system, for example EPS or ATP codes, and view the results of the automated assignment process on the Organization External Codes page.

See Also

Loading and Assigning EPS Market Codes

Loading External Organization Data

Prerequisites

Before assigning codes to external organizations, set up the code types from which to select.

Pages Used to Enter Codes for External Organizations

Page Name	Object Name	Navigation	Usage
External Organization Codes	EXT_ORG_CODES	Campus Community, Organization, Create/Maintain Organizations, External Organization Codes	Assign or review codes for external organizations.

Assigning Codes to External Organizations

Access the External Organization Codes page.

Organization Code Types

Ext Org Code Type (external organization code type)

The code, from the External Organization Code Table page, that applies to this organization.

EPS Information

EPS Postal Code

If the code type is set as an EPS code on the External Organization Code Table page, the EPS Postal Code field is available.

If EPS codes are loaded into your system, you can select from the EPS postal codes for this organization.

EPS Market Code

The system displays the EPS market code based on the EPS postal code.

EPS Market Name

The system displays the EPS market name based on the EPS postal code.

Email ID	Enter the email address for this location of the organization.
URL Address	Enter the Uniform Resource Locator (URL) address of the World Wide Web page for this location of the organization.
EDI Address	Enter the Electronic Data Interchange (EDI) address for this location of the organization.

Department Number	The number of this department in the list of departments for this organization. The system automatically assigns the next sequential number to each department that you add. You can manually override these numbers to rearrange the order of the departments.
Department Type	The type (Academic or Administrative) that describes this department. Values for this field are delivered with the system as translate values. You can modify these translate values.
Contact	The main contact, from the Organization Contacts page, for this department. Note. You cannot select a contact for this department until contacts are entered on the Organization Contacts page.
Type	The type of phone number for this department. Values for this field are delivered with the system as translate values. You can modify these translate values.
Phone	The telephone number for the specified type for this department.
Preferred	When selected, indicates that this phone number is the preferred or primary phone number for this department. This number appears as the preferred phone number when this department is selected as the primary department on the Primary Contact and Department page.

Email ID	The email address for this department of the organization.
URL Address	The URL web address for this department of the organization.