Adding Organizations to Your Database

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

• Create organization records.

• Enter regional data.

• Enter school-related data.

• Enter affiliations with organizations.

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.

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 PeopleTools: PeopleSoft Applications User's Guide, "Understanding Effective Dates"

To create an organization record:

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

2. Click 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.

Example of the Organization Table - Add a New Value search page

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

Example of adding a new record on the Organization Table page (1 of 2)

Example of adding a new record on the Organizational Table page (2 of 2)

Note. The links displayed in the Organization Type Related Information group box are determined by the Organization Type you enter. If links are not defined as part of the organization type setup, such as Student Financials, Third Party, or Other, the Organization Type Related group box will not appear on the Organization Table page.

1. Enter at least the required data (Effective Date, Status, Description, Organization Type, and Proprietorship) in the Organization Details group box 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 Organization Records

This section lists prerequisites and discusses how to:

• Identify the organization.

• Identify the organization as a school.

• Identify the organization as a nonprofit, business, or foundation.

Prerequisites

Before adding an organization to the database, set up organization groups and types. 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 Organization Records

Identifying the Organization

Access the Organization Table page (Campus Community, Organization, Create/Maintain Organizations, Organization Table).

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

See Setting Up Organization Types.

Note. If you change the organization type, you must refresh the Organization Table page so that the links associated with the organization type appear in the Organization Type Related Information group box.

Active Locations

If you are creating this organization record for the first time, primary locations are unavailable. You can assign a primary location after you have set up locations on the Location Detail page, then from the Organization Table page for the locations entered you can select the primary location.

See Entering Organization Location Data.

Active Contacts

If you are creating this organization record for the first time, primary contact persons are not available. You must assign contacts to the organization on the Contact Detail page, then from the Organization Table page for the contacts entered you can select the primary contact and enter the preferred contact type. For each Contact Type such as Academic Advisor, Guidance Counselor, Proposal Coordinator, there may be multiple contacts. The user can indicate the Preferred Contact for each Contact Type of the organization. This is different then the Primary Contact which is the single, main contact for the organization. However, a Preferred Contact and a Primary Contact could be the same person. For example: Jane Smith is selected as the Preferred Contact for all Contact Type — Academic Advisors for Cottonwood High School Joe Franklin is selected as the Preferred Contact for all Contact Type — Guidance Counselors for Cottonwood High School. Jane Smith is also the Primary Contact for the Cottonwood High School.

See Entering Organization Contact Data.

Active Departments

If you are creating this organization record for the first time, primary departments are not available. You must assign department to the organization on the Department Detail page, then from the Organization Table page for the departments entered you can select the primary department.

See Entering Organization Department Data.

Vendor Information

Organization Type Related Information

This table lists the organization type related information that displays for each organization type. Clicking the link enables you to access the pages where you can enter data about the type of organization. If you change the organization type from the school to another organization type, you must refresh the organization Table page so that the links associated with the organization type appear in the Organization Type Related Information group box.

Identifying the Organization as a School

Access the School Data page (Campus Community, Organization, Create/Maintain Organizations, Organization School Data).

Organization Details

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

Enter the appropriate codes for this school.

System Default Values

Catalog Information

Identifying the Organization as a Non-Profit, Business, or Foundation

If your institution has licensed and implemented PeopleSoft Campus Solutions Contributor Relations, you can access the Foundation, Support Areas, and Proposal pages to set up an organization as a foundation. You can also access the Financial Information page to enter financial information about a foundation, business, or nonprofit organization.

See Defining an Organization's Foundation Information.

Entering Regional Data

An organization's regional information includes the North American Industry Classification System (NAICS) codes for North America and OUAC data for Canada.

This section discusses how to enter regional data.

Page Used to Enter Regional Data

Entering Regional Data

Access the Regional page (Campus Community, Organization, Create/Maintain Organizations, Organization Table).

North American Industry Classification System

The NAICS code is a six-digit classification code that identifies the industrial classification of the organization's primary economic activity. This information appears on the VETS-100 report. The government no longer uses the VETS-100 Unit Number for VETS-100 reporting. Use this field to enter the company number provided by the Department of Labor. Enter the agricultural, land, or energy-related classification that indicates the industry with which the organization is associated.

(CAN) OUAC Organization Data

Universities in Ontario, Canada use the Ontario Universities Application Center (OUAC) throughout their undergraduate admissions process. The OUAC collects much of the undergraduate admissions data from various sources and electronically transmits the data to institutions in Ontario. You can enter OUAC organization data here.

See (CAN) Receiving External Applications from OUAC.

(NLD) Netherlands

Entering School-Related Data

This section discusses how to:

• Enter subjects offered by the organization.

• 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 (Campus Community, Organization, Create/Maintain Organizations, School Subject Maintenance).

School Subject

School Subject Details

Entering the Courses Offered within a Subject Area

Access the School Course Classification page (Campus Community, Organization, Create/Maintain Organizations, School Course Classification).

School Course Number

School Course Details

Setting Defaults for TS130 Electronic Transcripts

Access the Organization TS130 Setup page (Campus Community, Organization, Create/Maintain Organizations, Organization TS130 Setup).

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 (Campus Community, Organization, Create/Maintain Organizations, Organization Affiliation).

Affiliation with Institution

Transfer Credit Transcript Print

Organization Groups