Organizations Tab (Review Internet Submission Window)

If available, this tab is used to review any organization-related information that is included in a submission that needs to be saved to the J1 Desktop Organization Tracking and Admissions Organization Tracking tables.

· Assign an organization to an ID_NUM (ID Number) in an existing Organization Tracking row

· Search for an existing organization and create a new Organization Tracking row

· Create a new ID Number if the organization does not already exist in the Name Master table and create a new Organization Tracking row. When you add the new Organization in Name Master, make sure you also enter an Organization Code.

· Update the contact data for an organization through the direct assignment of an existing Organization Tracking ID Number or by selecting an existing ID Number via the Duplicate Name Search window once an assignment is made to an existing ID Number

· Unassign an assigned ID Number in the case where you might have made an incorrect assignment prior to saving the data

The Submitted Organization Info can display the following submitted information (read only) for the organization: submitted organization type and code, the appropriate status icon, name, assigned ID Number, address, start and end date information, graduation information, degree information, GPA/credit information, and class size/rank information. Example. This information comes from questions mapped to the Organization Tracking logical mapping table. Each row mapped to the Organization Tracking table contains data entered by the user. If the Last High School column for a particular mapping is set to 'Y', the grouping has a "Last High School" header. If the Last Organization column = 'Y', the heading is "Last Organization". Any other organization has a header of "Other Organization".

The existing organization information in the J1 database is displayed on the Org Tracking, Additional Info, Org Tracking - User Defined, and Additional Info - User Defined sub-tabs in the Existing/New Org Tracking for Students. Example.

· A sunburst icon (

) is displayed next to the "Organizations" label on the tab. If no organizations have been submitted, the Submitted Organization Info pane is empty and the Existing/New Org Tracking for Students grid displays existing organization tracking data already in the J1 database.

· A sunburst icon is displayed next to the "Additional Info" sub-tab label if you selected an existing Organization Tracking row that has been associated with a submitted organization AND there are differences between the submission data and the database data on the Additional Info sub-tab.

· A sunburst icon is displayed next to the "Org Tracking - User Defined" sub-tab label if you selected an existing Organization Tracking row that has been associated with a submitted organization AND there are differences between the submission and the database data on the Org Tracking-User Defined sub-tab.

· A sunburst icon is displayed next to the "Additional Info - User Defined" sub-tab label if you selected an existing Organization Tracking row that has been associated with a submitted organization AND there are differences between the submission and the database data on the Additional Info - User Defined sub-tab.

An ID Number rather than a name may be submitted. If so, you will see the selected ID Number instead of the organization name in the Submitted Organization Info pane. Example

· If an Org Tracking row already exists for the specified ID Number on the Org Tracking tab, you can select the organization in the Submitted Organization Info pane and click on the Assign icon for the organization in the right pane.

· If an Org Tracking row does not exist, you can right-click and choose Add Row and enter the ID Number displayed in the Submitted Organization Info pane in the Organization ID Number column in the right pane to create the row with the specified ID Number. You can then use the Assign icon to associate the submitted organization with the new Org Tracking row.

· The sunburst icon is displayed for that Organization grouping until all information on all sub-tabs for the related Organization Tracking row is saved. If you save submitted information as a new row, there may be submitted changes on the Additional Info sub-tab. In this case, the sunburst icon is displayed beside the row and on the "Additional Info" sub-tab label.

· If a corresponding Admissions Organization Tracking row does not exist for the submitted/assigned organization, an Admissions Organization Tracking row is created and the submitted data is saved per the Admissions Organization Tracking mappings.

· The submitted organization's organization code type and organization code, which appear in the Submitted Organization Info pane, must be unique to that organization in order for the submitted organization's organization code type and organization code to be saved. In addition, if a record exists for the same organization and that record has a different organization code type/organization code combination than the submitted record, that submitted organization code type/organization code combination cannot be saved.

If the organization code type is FICE and the organization code is 001234, an error message appears if another organization has a FICE code of 001234. You must manually correct the incorrect code.

If the submitted organization's FICE code is 001234, and a record exists for that same organization with a FICE code of 005678, an error message appears preventing the FICE code 001234 from being saved.

To view or maintain the organization code types and organization codes for a specific organization, select the organization on the Maintain Organization Master window and click the Maintain Organization Master Organization Codes button. This opens the Maintain Organization Master Organization Codes window, displaying that organization's codes.

Notes

· If only Hidden Data/Custom Text is submitted for a table/row combination (i.e., Table, Row #), the data for that row is ignored.

· If the campus portal (JICS) form is set up to use a drop-down question for the organization name (i.e., mapped to the ORG_TRACKING.ORG_NAME column), the organization's ID Number is displayed as the organization name in the left pane on the Organizations tab of the Review Internet Submissions window when processing the submission. If an Organization Tracking row does not already exist on the Org Tracking sub-tab for the ID Number displayed and you wish to create a new Organization Tracking row for the organization, click on the Org Tracking sub-tab, select the Add Row option, and enter the ID Number displayed in the left pane into the Organization ID Number column for the new Organization Tracking row. You can then click the Assign icon for the new row to assign the new Organization Tracking row to the submitted organization.

· You have the ability to map data into the HIGH_SCHOOL, LAST_ORG_ATTEND, and GRAD_YR_LAST_ORG columns on the CANDIDATE table. However, you should be very cautious about using these mapping columns if you are also mapping data to the columns on the ORG_TRACKING table. A tie between the data stored in the CANDIDATE table and the AD_ORG_TRACKING table in the database exists in the code. For example, If a change is made in one window (i.e., the Candidate tab of the Maintain Candidacy window) for the last high school or the last organization, the corresponding column(s) in the other place (i.e., the Organizations tab of the Maintain Candidacy window) is updated to ensure that the two tables stay in sync. Additionally, the Graduation Year column on the Candidate tab of the Maintain Candidacy window may be updated from the submitted organization data depending upon the value of the Candidate Grad Year configuration (set in the Configure Function window). Therefore, if data from a form is mapped to both sets of mapping columns, it is possible that the data may become out of sync or that one value may overwrite the other. Jenzabar recommends that you consistently use the mapping columns for one of the tables rather than using both mapping tables in the same form.

Buttons

Once information in the tabs marked with the sunburst icon

has been processed and saved, you can click the Load Courses button to load the courses from the transcript into the Prospective Student Transfer Course Entry window for processing. To get there, open the Maintain Advisees window, select the ID number, right-click and choose Prospective Student Transfer Course Entry.

For the electronic transcript information to show up in the Prospective Student Transfer Course Entry window, the student must be set as an advisee. On the Maintain Advisees window, select Add Row, enter the student's ID and other basic information, and save.

The Compare Data button is available if you selected an Organization Tracking row that has been associated with a submitted organization AND you clicked on the Additional Info, Org Tracking - User Defined, or Additional Info - User Defined sub-tabs AND there are differences between the submission data and the database data on the selected sub-tab.

Icons

Icon	Description	Explanation
	Search	For each organization displayed in the left pane, you must determine if the organization already exists in the J1 database. If an organization in the left pane does not match any of the existing organizations displayed in the Existing/New Org Tracking for Students pane, you should click the Search icon beside the organization group being reviewed. Clicking this icon runs a Duplicate Name Search using the submitted information for the organization. If one or more matches are found, the Duplicate Name Search window opens and displays all of the existing ID Numbers that match the submitted information. You can select a row and click the Select Match button or click the No Match - New ID button to create a new ID Number, or click the Cancel button to return to the Review Internet Submission window. · If no matches are found by the Duplicate Name Search process or if you click the No Match - New ID button on the Duplicate Name Search window, a second Review Internet Submission window opens displaying the submitted information on the Name tab. You can add other information like the Organization Code here before saving. Once the information is saved on the Name tab for the organization, the remainder of the tabs on the secondary Review Internet Submission window are enabled and display the remaining submitted data for the new ID Number, which also can be saved. When the second Review Internet Submission window is closed, a new row is created in the Existing/New Org Tracking grid using the newly created ID Number for the selected organization grouping and 'assigned' to the organization. The Search icon is also changed to a Verified Data icon (green check mark) to indicate that the data was verified. · If one or more matches are found by the Duplicate Name Search process and you select one of the matches and click the Select Match button, a new Org Tracking row is created in the Existing/New Org Tracking grid on the Organizations tab and 'assigned' to the selected organization grouping. The Search icon changes to a Lookup and Compare icon. Once an assignment is made between a newly created Org Tracking row and an organization grouping, the icon next to the selected Org Tracking row changes to the Unassign/New icon and the second column in the grid changes from 0 to the number next to the selected submission grouping. Also, the ID Number of the selected Org Tracking row is displayed in parentheses at the right side of the organization grouping. If the following message is displayed, Jenzabar recommends that you follow the directions to ensure that the Last High School checkbox option is available on the Additional Info tab of the Organization Tracking for Student window. "This submitted organization has been specified as the 'Last High School' on the submission, but the selected/created organization has not been defined with an Organization Type of 'High School' in ORG_MASTER.ORG_TYPE. Please delete the newly created Org Tracking row by clicking on the Unassign/New icon, update the selected/created organization with an Organization Type of 'High School' through the Name Entity or similar window, and then re-create the Org Tracking assignment with the Search icon."
	Lookup and Compare	Assigning an existing Org Tracking row to a submitted grouping allows you to verify if the submitted data for the specified ID Number is correct in the J1 database. Once an ID Number is associated with an organization grouping, you can click on the Lookup and Compare icon in the left pane to check the submitted information for the organization against the information for the specified ID Number in the database. When you click on the Lookup and Compare icon, a second Review Internet Submission window is displayed and allows you to view the differences between the submitted data and the J1 database data and determine which values to save for that ID Number. Only the Name, Address, Biograph, and Relationship tabs are available. Changes can be saved to the existing ID Number for the organization on this secondary Review Internet Submission window. Once the data is reviewed and any required changes saved, you can close the secondary Review Internet Submission window, which changes the Lookup and Compare icon to the Verified Data icon.
	Verified Data	This icon is displayed after you have already checked the submitted data. You can do nothing more with this data unless it is unassigned from the selected ID Number.

Icon

Description

Explanation

Assign

If it appears that the Org Tracking row already exists in the J1 database, you can click the Assign icon to associate the submitted Org Tracking grouping to the selected organization row in the Existing/New Org Tracking for Students pane.

After clicking the Assign icon, the icon next to the selected Org Tracking row changes to the Unassign icon (the diagonal red squares connected by red lines), the second column in the grid changes from 0 to the number next to the selected submission grouping, the ID Number of the selected Org Tracking row displays in parentheses at the right side of the organization grouping, and the Search icon displayed for the organization grouping changes to a Lookup and Compare icon.

If the start and end dates on the submission differ from those of the assigned Org Tracking row, the dates displayed in the Submitted Organization Info pane will be bolded to give a visual indication that the dates differ. If you wish to change the existing date values to the submitted values, the change must be made manually.

Once an existing Org Tracking row is assigned to a submitted organization grouping, you can compare the submitted values to the database values displayed on the Additional Info, Org Tracking - User Defined, and Additional Info - User Defined sub-tabs. A sunburst icon is displayed on each of the tabs to indicate differences between the database and the submission. You can then click on each of the tabs with a sunburst icon and click on the Compare Data button to view the differences between the database and the submission. Also, if you click on the Additional Info sub-tab, a sunburst icon is displayed for the Self-Reported columns at the bottom of the window as well as the Last High School and Last Org checkboxes that differ from the database.

The User Defined sub-tabs will not display a sunburst icon next to individual columns because the form is customizable. You must use the Compare Data button to view the differences.

The following message is displayed for information purposes only if the submitted organization is specified as the Last High School and the assigned organization does not have High School type defined in AD_ORG_TRACKING.ORG_TYP_AD_.

"This submitted organization has been specified as the 'Last High School' on the submission, but the selected Org Tracking row has not been defined with an Organization Type of 'High School' in AD_ORG_TRACKING.ORG_TYPE_AD_. Therefore, the Last High School checkbox will not be displayed on the Additional Info tab and the 'Last High School' value on the submission will not be relevant."

Unassign

Unassign/New

If you decide for some reason to remove the assignment, you can click the Unassign or Unassign/New icon for the selected ID Number in the Org Tracking grid. This will revert the Unassign or Unassign/New icon back to the Assign icon, set the group number in the Org Tracking grid back to 0, remove the ID Number from the organization grouping, and change the Lookup and Compare icon back to the Search icon.

You will be prompted with the following message: "Removing this assignment will delete the newly created ORG_TRACKING rows, but it will not delete any NameMaster, BIOGRAPH_MASTER, and/or AddressMaster rows that have been created with the submitted data. Continue?" If you click No, the delete action is canceled. If you click Yes, the ORG_TRACKING row is removed and the Search icon replaces the Lookup and Compare or Verified Data icon.

Sub-Tabs

Mappings

Use the Manage Mapping Tables window to view the available and active mapping tables and columns. When you select table from the Available Tables drop-down list box, a list of columns available for mapping appears in the Mapping Columns grid. For the model tables used in Admissions, most of the columns are available for mapping.

Columns that are not available for mapping include these:

· The logging columns (such as JOB_NAME)

· Columns that are typically updated automatically through the code (such as NameMaster.DTE_CONFIRMED and CANDIDATE.COUNSELOR_INITIALS)

· Columns that would most likely not be asked of a candidate on an application or inquiry (such as AddressMaster.POSTNET_BARCDE_ZIP)

Right-Click Options

The following window options are only available from this tab via the right-click menu:

Notepad

Organizations for Candidates

Org Master

Org Entry

Common Functionality for Grid Windows