# Manage Organizations

Users with the following access roles are permitted to use this menu option.

- National or Site Administrator

Select the “Manage Organizations”screen from the “Maintenance”menu.

Once selected, the “Organization List” screen appears. The “Organization List” provides the ability to view a list or Search for existing organizations that are established at either the National or Local level.

### Organization List

From the “Organization List” the user is able to view a list of all existing organizations or navigate to view the detail for an existing organization or create a new organization. The user also has the capability of exporting the list. The “Organization List” displays the Facility, Code, Name, Abbreviation, Type, NAC Committee Member flag, Annual Joint Review (AJR) month, NAC Executive Committee Flag, NAC Membership Status, and Status for each existing organization.

1. The “Organization List” contents depend on the facility the user is currently working in. For example:

- If user is working in the National facility (i.e. CO (#101):

o The list includes organizations with a National scope.

o The list displays in ascending order of Organization (Display) Name.

- If user is working in another facility:

o The list includes both the National and the Local Organizations.

o The National Organizations is displayed first in ascending order by Organization (Display) Name followed by Local Organizations within the Facility in ascending order by Organization (Display) name.

o The user can filter to include the organizations within the working facility or the national organizations.

2. The “Organization List” only includes organizations with a Status of “Active” initially. The user can filter to include “Inactive” organizations and sort column:

- The list can be narrowed by applying filter values for Facility, Organization Type, NAC Member, NAC Executive Member, NAC Membership Status, AJR Month, Organization Status columns.
- If filter values have been applied, they can be reset to re-initialize the list by setting the filter back to “ALL.”
- The list can be exported with any filters applied and prints what is listed at the time the user chooses to export. The export into PDF defaults to Landscape mode instead of Portrait mode.
- The user can execute a “contains” Search (i.e. find any characters anywhere in any column of the list) to narrow the list to only organizations that match the Search criteria. This Search is executed against all data currently being displayed.

After a new organization has been created, it is displayed on the “Organization List.” If the user selects “Create Organization,” another screen will appear, “Organization Detail.”

#### Organization Detail

After selecting “Create Organization,” the “Organization Detail Screen” appears.

1. The “Organization Detail Screen” displays the following information:

- Scope: Scope reflects the option to choose the organization’s establishment at the National or Local facility (i.e. site) level (i.e. Scope). This indication is defaulted based on the user’s working facility and cannot be changed.

o The user has the ability to change the facility if requirements are needed to enter or view a local organization.

o The user can change organizations with Local Scope if logged into the Local facility or change organizations with National Scope logged into the National facility.

o The Facility (Facility Name or number) that the user is currently logged into is considered the “Current Facility” and the associated facility that the organization is associated with upon its creation. The user has the ability to change the facility if they need to enter a local organization for a different facility.

- Display Name: The Display Name captures the organization name and is a *required field. The maximum length is 35 characters.
- Full Name: Full Name captures the organization’s name and is a *required field. The Full Name is defaulted to the Display Name and can be overridden. The maximum length is 255 characters.

NOTE: This field may be utilized in reports generated for Mailing or when the full name is *required.

- Abbreviation: An abbreviation is a shorten form of a word or name for the organization. The Organization Abbreviation is an optional field. The maximum length is 6 characters.
- Type: The ability to capture the type of organization is provided. This is a *required field. Here is a list of the valid values:

o Academic

o Civic

o Community

o Corporate

o Faith Based

o Veterans Service

o Youth

o Other

- Status: The ability to indicate a status for the organization is provided. Status value is *required.

o Status value = Active: Default when creating a new organization.

o Status value = Inactive: All fields on this screen except Status are Read only; user will not be able to update any field for the Inactive status.

o If user reactivates the organization by changing the Status to Active and clicks Submit, the user is presented with a message stating the organization was updated successfully. Once the status is set back to Active, all fields can be edited and is available for updates.

2. If Scope = Local:

- The following fields are Read only and cannot be updated by the user:

o NAC Member is displayed.

o NAC Executive member, is any, is displayed.

o Membership Status, if any, is displayed.

o Annual Joint Review (AJR) Month, if any, is displayed.

3. If Scope = National:

Central Office (CO) can designate a national organization as a member of the NAC which meets annually to create the rules and policies for all Voluntary Service organizations. The status of a NAC organization can be one of the following, as determined by CO in accordance with the national organization.

- Service Member
- Associate Service Member
- Donor Member

NAC organizations can also be members of the NAC Executive Committee:

- The following fields can be updated by the user:

o NAC is *required. Default is No.

o If NAC member = Yes:

§NAC Executive member is *required. The default is No.

§Membership Status. It is *required.

§AJR month is optional.

o On Update, if NAC member was changed from Yes to No:

§NAC Executive member is set to No and is Read only.

§Membership Status is set to “Inactive” and is Read only.

- AJR month remains and is Read only.

4 When the user clicks Submit, edits are performed and errors are displayed. If no errors, the data is saved to the database and the user receives a message indicating “The organization was created successfully.” The user is able to see the organization code that was created. The user ID that performed the updates is recorded along with the current date/time.

5. This information is for auditing purposes only, it is not displayed. Enter all *required fields, then Submit. A message will appear at the top of the screen, “The organization was created successfully.”

6. Local branches can also be added from this screen

7. When user clicks Cancel updates will not be saved to the database. If the organization is associated with the “Current Facility” the user is working in, the user is able to update the organization. If not, the user only views the information.

#### Manage National Officials

The “National Officials List” option on the “Organization Detail Screen” provides the ability to:

- View any National Officials currently assigned to any National Organization and navigate to the detail information related to the assignment.

- Add a new National Official and assign him to a National Organization.

- Un-assign a National Official from a National Organization.

NOTE: There can be no more than 1 National Official associated with each National Organization.

The National Official List displays the following information for each of the National Officials currently assigned to the National Organization:

· VAVS Title

· Prefix

· Last Name

· First Name

· Middle Name/Middle Initial

· National Certifying Official

The National Official is on the "National Organization Detail Screen." There can be more than one National Official associated with each National Organization, and there will not be any new permission’s added.

#### Remove National Official

Select the organization associated with the official from the Organization dropdown list. Select the Official from the “Edit an Existing National Official” dropdown list.

Click the Delete button at the bottom of the page. The message “Record Deleted" will display at the top of the screen.

#### Create/Update National Officials

A user assigned to this role can create, update, edit, and view National Officials and each associated organization.

Each user serving as a National Official for a National Organization may access the “National Officials Detail Screen.” A National Organization is one that has a Scope of “National.” Once a person has been added as a National Official for a National Organization, this screen allows authorized users to view the detail and update it as needed.

The “National Officials Detail Screen” captures the following information:

Name Panel

o Name: Last Name

§ Maximum length is 30 characters.

o Name: Suffix

§ Maximum length is 10 characters.

o Name: Prefix

§ Maximum length is 10 characters.

o Name: First Name

§ Maximum length is 30 characters.

o Name: Middle Name/Middle Initial

§ Maximum length is 20 characters.

o Name: Organization Title

§ Maximum length is 30 characters.

o Name: National Certifying Official

§ Type: Choice.

§ Required: Yes

§ Valid Values:

ü Yes

ü No - Default

Contact Information

o Name: Email Address

§ Type: Text field.

§ Maximum length is 255 characters.

o Name: Street Address*

§ Type: Text field.

§ Required: Yes

§ Maximum length is 35 characters.

o Name: City*

§ Type: Text field.

§ Required: Yes

§ Maximum length is 30 characters.

o Name: State*

§ Type: List.

§ Required? Yes

o Name: Zip Code*

§ Type: Text.

§ Required: Yes

§ Maximum Length is 10 characters.

o Name: Telephone Number

§ Type: Text field.

§ Format: XXX-XXX-XXXX

§ Maximum length is 10 characters.

VAVS Committee Information

o Name: VAVS Title*

§ Type: List.

§ Required: Yes

§ Valid Values:

ü National Representative

ü National Deputy Representative

ü National Certifying Official

ü Honorary Representative

ü National Chairperson

ü National President

ü Not Applicable

o Name: Appointment Date

§ Type: Date.

§ Required: No

§ Maximum length is 10 characters.

o Name: Appointment Expiration Date

§ Type: Date.

§ Required: No

§ Maximum length is 10 characters.

NAC Committee Information

o Name: National Executive Committee Member*

§ Type: Choice.

§ Required: Yes

§ Valid Values:

ü Yes

ü No - Default

o Name: Appointment Date

§ Type: Date.

§ Required: No

§ Maximum length is 10 characters.

o Name: Appointment Expiration Date

§ Type: Date.

§ Required: No

§ Maximum length is 10 characters.

If user clicks “Submit,” edits will be performed:

o If all edits pass, the data will be saved to the database.

o If any edits fail, the data will not be saved to the database. The user will receive a message(s) to identify what changes are needed. The user ID and update date/time of the user making the updates will be recorded.

o If user clicks “Cancel,” any updates will not be saved to the database.

#### Manage Local Branch

The “Local Branch List” option on the “Organization Detail Screen” provides the ability to:

o View any Local Branch (s) currently assigned to any organization and navigates to the detail information for the Local Branch.

o Add a new Local Branch to the Organization.

o Edit/Inactivate a Local Branch for the Organization.

The “Local Branch List” displays the following information for each of the Local Branches established for the Organization:

1. Facility Name (#) – default sort order = Facility Name order

o If working facility = Central Office (#101); Default to see ALL local branches for every facility associated with the org.

o If working facility does not = Central Office (#101); Default to see All local branches for the working facility that is associated with the organization.

§ Local Branch Name

§ Contact Name

§ Contact Title

§ Address 1, City, State, Zip

§ Contact Email

§ Status [Active, Inactive] – default to show Active. User can change to see Inactive and/or All.

2. If the Organization is Active and the user roles can “Create Local Branch,” the user will be able to create a new or edit an existing Local Branch for the organization.

3. If the user is assigned “Read Organization” the user will be able to view the details for a Local Branch.

4. Each column in the list can be sorted in ascending or descending order.

5. Facility, Branch and Status columns in the list can be filtered.

The user can execute a “contains” search (i.e. find any characters anywhere in any column of the list) to narrow the list to only Local Branches that match the search criteria entered. This search will be executed against all data currently being displayed.

#### Create/Update Local Branch

Create

If the Local Branch for the organization is associated with the current facility the user is working in, the user will be able to update the Local Branch. Local Branches are established for each facility. The user must be working in a Local facility in order to add a Local branch. The user cannot be working in the National facility (CO #101) if they wish to add a Local branch. If not, the user will only be able to view the information.

Update

If the Local Branch for the organization is associated with the current facility the user is working in, the user will be able to update the Local Branch. If not, the user will only be able to view the information.