ims individuals inquiry user guide · 6/18/2013 · ims individuals inquiry user guide last...

Last Updated: 6/18/2013 | of 21

IMSIndividuals InquiryUser Guide

Financial & Membership ServicesMembership Management ServicesVersion 062013

IMS Individuals Inquiry User Guide


Introduction............................................................................................................................................................................. 3

Individuals Subsystem ............................................................................................................................................................. 3

Search by Individual................................................................................................................................................................. 4Search Types........................................................................................................................................................................ 4

Search Criteria ..................................................................................................................................................................... 5

Individual Search Rules........................................................................................................................................................ 6

Search by Affiliate.................................................................................................................................................................... 7Search Results Limits ........................................................................................................................................................... 8

Search by Affiliate - Additional Search ................................................................................................................................ 8

Search by Role Assignment.................................................................................................................................................... 11Search by Role Assignment – Advanced Search ................................................................................................................ 12

Search Results........................................................................................................................................................................ 13Search Within Results ........................................................................................................................................................ 15

Download Results .................................................................................................................................................................. 16

View Individual Profile ........................................................................................................................................................... 18Individual Name and Contact Information ........................................................................................................................ 18

Contact Suppression .......................................................................................................................................................... 18

Member Summary/History................................................................................................................................................ 19

Additional Individual Information and Demographics....................................................................................................... 20

Role Assignments............................................................................................................................................................... 20

View Member Summary/History........................................................................................................................................... 21



INTRODUCTIONIndividual/Membership (IND/MOE) is one subsystem in the Interactive Membership Services (IMS) webapplication. IND/MOE is used to process individual and membership information. IND/MOE processing instructionsare divided into three user guides: Individual Maintenance, Individual Inquiry, and Membership Maintenance. Thisguide covers Individual Inquiry.

INDIVIDUALS SUBSYSTEMTo access the Individual/Membership Subsystem, click the Individuals tab from the IMS Navigation bar.

The Individuals tab provides access to the Search function which allows authorized IMS users to search for aspecific individual or groups of individuals for review in the membership database.

There are three options for Search:

Search by Individual: Use this search when retrieving an individual by name or ID (i.e. Individual ID,SSN, SSN4, Alternate ID).

Search by Affiliate: Use this search to retrieve a list of members by an organization (i.e. UniServ,local, employer, work location).

Search by Role Assignment: Use this search to retrieve a list of individuals who hold selected role(s)(i.e. board of directors, committee members).



SEARCH BY INDIVIDUALThe Search by Individual function enables a user to search for one individual at a time. Users may enter a name,Individual ID, SSN, SSN4, Alternate ID, City or State of Residence as search criteria.

When the search is initiated by clicking the button, the search results displayed are limited tothe state affiliate associated with the User ID. For State users, the search displays individuals who have amembership or role assignment for the State or related UniServ, Local, etc. organizations. If the individual is not

found in the results list, click the button to open the search to the entire database.Expanded searches include all individuals who match the search criteria. They may or may not have a currentmembership or role assignment in the state affiliate associated with your User ID. An Expanded Search displaysmembers who may belong to another state. Please review the Profile or Membership History page to ensure youhave the correct person.

The members will be retrieved based on the defined selection criteria. However, once retrieved, all membershipsfor the individual will be displayed for review.

Click the icon to access the Search by Individual Help screen.

SEARCH TYPES

Two types of searches are available: Name search and Wild card.

(Default): Name Search searches for exact name matches and phonetic name matches that“sounds like” the name entered.

Name Search reviews current names, past names (history), and nicknames.

If more than one row is returned for an individual, names in black indicate a match on a current name,names in green indicate a match on a past name and names in pink indicate a match on a nickname(populated in the nickname field). There may be multiple rows in multiple colors for the same individual.

Name Matches are displayed in the search result list based on the match percentage score with 100%matches appearing at the top of the list. Therefore, the closest matches always appear at the top of theresult list.



: Wild Card searches by full or partial name using a % (percent sign) as the wildcard. Names areretrieved by exact name or exact name to the position of the % sign if the wildcard is used. For example, Dav%John% results in Dave Johns, David Johnson, David Johnstone, etc.

Searching by name is not case sensitive (upper, lower or mixed case is acceptable).

SEARCH CRITERIA

One of these five combinations is required:

Individual ID (name not required) or Full SSN (name not required) or SSN4 (first and last name required) or Alternate ID (name not required) or First Name, Middle Name (optional) and Last Name (City and/or State of Residence may be included, if

known)

Below are field descriptions on the Individuals tab:

1. Individual ID – enter the 10-digit unique identification number for an individual in the I&A database. Amember may locate this number on the address label of the NEA Today quarterly magazine. The threeleading zeroes are not necessary to enter.

2. Social Security Number (SSN) – enter the ID as nine consecutive digits or with the dashes (i.e. XXX-XX-XXXX). All users can enter the Full SSN for searching even though they may be restricted to seeing onlySSN4 or no SSN at all.

3. SSN4 (the last four digits of the Social Security Number) – First Name and Last Name are also required.

4. Alternate ID – enter the alternative ID used by affiliates to identify and find individuals. This field is oftenpopulated by the state affiliates with Employee ID or some other internal or system ID.

5. First Name – First Name is required.

6. Middle Name – Middle Name is an optional field.

7. Last Name – Last Name is required.

8. City – requires the full city name, if known.

9. State of Residence –the two letter state abbreviation or a portion of the full state name populates thefield. When the desired state is highlighted, simply tab away from the field and the state is retained in thefield.

Click the button or hit the Enter key to initiate the retrieval process.

Click the button to clear search criteria.



INDIVIDUAL SEARCH RULES

1. If the Individual ID (or SSN or Alternate ID) and First and Last Name is provided, the Individual ID takesprecedence in the search. If an exact match for the ID is found, that individual is the only individualreturned in the result list regardless of a match on name.

2. If an ID (Individual ID, SSN, SSN4, or Alternate ID) and Name are entered for searching and the ID is notfound, a subsequent search is initiated automatically by Name only. Search results based on the name arepresented accompanied by the following message:

.

3. If Individual ID (or SSN) and City and/or State of Residence are entered and a match is found on the IDbut not the State of Residence, the search result is returned solely based on the ID (Individual or SSN)match. The non-match on City and State of Residence is ignored.

4. If is selected and the ID is not found, the Name Search software is initiated returning allnames that resemble or sound like the name entered.

5. If is selected and the ID is not found, an exact name search is performed.

6. SSN4 must be searched in combination with a name (first and last). When this search is initiated, an ANDoperator is used between the ID and the Name providing a match on Name and ID. This affords a moreconcise search.

7. Search by Individual ID, SSN, SSN4 or Alternate ID and a portion of the name using the ‘Wild Card’ Searchtype is possible.



SEARCH BY AFFILIATEThe Search by Affiliate function enables a user to select a UniServ, Local, Chapter, Employer, or Work Location inorder to display a list of members for that organization(s). The Additional Search criteria enables a user to furtherfilter the search by membership year, membership status, cancel reason, renewal indicator, continuous indicator,demographics and membership type.

Click the Affiliate tab to present the search form.

Depending on the user login, the system auto-populates the State Association, UniServ and/or Local associatedwith the user ID.

1. Select UniServ, Local, Chapter (if applicable), Employer, Work Location as needed for the search byclicking on the down arrow and choosing a selection.

a. Chapter selection is presented only if the selected local has chapters associated with it.b. With chapter selected, employer and work location selection is presented only if the employer is

associated with the chapter. If the employer is associated to the local, remove the chapterselection to have the employer and work location selection dropdowns populated.

2. Organizations must be selected in the order displayed on the screen due to dependencies. For example, ifuniserv #1 is selected, the local dropdown list reflects only the locals within that uniserv unit.

3. To select by local without having to specify a uniserv, select the entry ALL from the uniserv drop down. Alllocals for the state affiliate are displayed in the dropdown.

4. To select a local, enter the local ID or select from the local dropdown list. After entering a local ID, thecorresponding local name is auto-populated in the local dropdown.

5. The minimum search criteria to ‘Search by Affiliate’ include the state and uniserv level. Note: a state-levelonly search is not permitted.

6. To search by local and not employer/work location, please wait for the employer box to refresh beforeclicking on Submit.

7. Optionally, enter First Name and/or Last Name (or partial name with a wild card %) to further narrow thesearch. The name search is not case sensitive.



8. Optionally, click the Additional Search link to access more search criteria, including membership year,membership status, membership types, etc. Please see Search by Affiliate – Additional Search for moreinformation.

Click the button to initiate the retrieval process.


SEARCH RESULTS LIMITS

The search has no limit on the number of records retrieved. However, if the number of records retrieved is morethan 1,500 records, the process initiates ‘Walking the Cursor’. This procedure was implemented to avoid time-outproblems with large retrievals. Walking the Cursor involves returning the first 10 records (10 records are displayedper page) and displaying them while maintaining a database cursor position so that the next 10 records can beretrieved when the user hits the Next page link. Walking the cursor is completely transparent to the user onretrieval and the records retrieved are presented instantaneously.

You will know that you are ‘Walking the Cursor’ when you see the following warning message:

The search results list is not sorted initially but a sort can be initiated by clicking on the column heading forIndividual ID, Name (sorted by Last Name, First Name, or Middle Name), Address (sorted by City), SSN4 orAlternate ID. Requesting a sort of the retrieved data takes additional time because a new query is initiated.

The threshold for using Walking the Cursor is 1,500 records. When retrieving organizations with membershipcounts of less than 1,500 the process returns all records at one time in the Results list.

There are subtle changes in the way records are retrieved for large locals or UniServs using the Walking the Cursorfunctionality:

Retrieval counts displayed at the top are approximate with the number taken from the Affiliate Countstable. The approximate count does not take into consideration any selection criteria entered. The truecount is not displayed unless the user pages through the entire list of returned records.

The download feature initiates an IMS Extract job in the background which can be monitored anddownloaded from the Extract Status page (described in more detail on page 17).

SEARCH BY AFFILIATE - ADDITIONAL SEARCH

link from the basic Search by Affiliate opens the Additional Search form.Clicking on theAdditional search criteria includes: Membership Year, Membership Status, Cancel Reason(s) for cancelled statusmemberships, Renewal Indicator, Continuous Indicator, Demographic Fields, and Membership Types.



Description

Membership Year Current Year is the default. Prior and future years are available via the drop down.

Membership Status The default is for Effective. Selections of Cancelled or Both (Effective and Cancelled) arealso available via the drop down.

Cancel Reason The default of ALL returns all cancelled memberships regardless of cancel reason. Selectone reason or use Ctrl+click to select multiple cancel reasons.

Renewal Indicator The default is for Both. Selections of Renewed or Unrenewed are also available via thedrop down.

ContinuousIndicator

The default is for Both. Selections of Yes or No are also available via the drop down.

DemographicTo initiate a demographics search, click on the link where the Demographic

dropdown and Value field are presented. Use the link, to remove ademographic field and value.

Select a specific demographic field and enter or select a value to search. A search can bedefined by a demographic field and specific value or by a demographic field and theabsence of a value.

The rule for demographic access is the following: all demographics defined as globalabove the user organization level, all demographics defined for the user’s organizationlevel and all demographics below the user’s organization level. For example, a stateuser sees all NEA demographics defined as global and all demographics at the statelevel and local level. (Note: to see only local demographics, the local must be selected)

Select the Demographics field:

If the demographic field is defined as a range demographic, a dropdown ispresented with the defined valid values. Select from the dropdown list for thevalue or do not select a value to search for the demographic.



If a demographic field is not defined as a range demographic, a value field isprovided for the user to enter the desired search value. If an input mask isdefined for the demographic, the mask is displayed below the field to aid theuser in entering the correct format. The value entered must match the inputmask.

Five demographics can be searched at a time. Use the link to add additional

demographics and the link to remove demographics. Demographics areremoved beginning from the bottom.

Select the ‘AND’ or ‘OR’ (default) operator to further refine a multiple demographicsearch.

NEA, SEA, LEA Type Select a specific NEA/SEA/LEA Type or use Ctrl+click to select multiple types. The logicbetween types is ‘OR’ within one membership level or across levels, meaning thatrecords that have any of the types selected is returned.

Be cautious of performing large searches. There is no limit on the number of records returned. However, IMS mayexperience a time out when waiting for the return. If this happens, refine the search by defining additional searchcriteria.

To get a list of prior year (e.g., 2011-2012) members who have not renewed for the current year, be sure to selectthe prior year in the Membership Year dropdown and select Unrenewed from the Renewal Indicator dropdown.

Some locals do not record LEA Types in IMS. If this is the case, the LEA Membership Type selection box is notdisplayed.



SEARCH BY ROLE ASSIGNMENTThe Search by Role Assignment function enables a user to search for individuals with State or dependentorganization role assignments.

Click the Role Assignment tab to present the search form.

Depending on the user’s login, the system auto-populates the State Affiliate, UniServ and Local Association name,or NEA Headquarters for NEA level users. The roles displayed relate to the user level. Generally, a user does notneed to edit other organization selections before selecting the roles applicable to their organization.

1. Select State Affiliate, UniServ, or Local as needed for the search by clicking on the down arrow. Searchresults are limited to role assignments for levels within the state association.

2. Organizations must be selected in the order displayed on the screen due to dependencies. For example, ifUniServ #1 is selected, the Local dropdown list reflects only the locals within UniServ #1 unit.

3. At least one role must be selected before clicking the button. Select a specific role oruse Ctrl+click to select multiple roles.

4. State – the roles in the selection box are those roles associated with the entire state. State level roles listfirst in alphabetic sequence, followed by UniServ and local roles. For example, if role “LOC-PRESIDENT” isselected, the data for all the local presidents in the state is displayed.

5. State and UniServ – the roles in the selection box are for the UniServ and below. UniServ level roles arelisted first in alphabetic sequence, followed by local roles. When local level roles are selected the searchincludes roles for all locals associated with the UniServ. For example, if role “LOC-PRESIDENT” is selected,all the local presidents for the locals under the UniServ unit are displayed.

6. State/ UniServ and Local – the roles in the selection box are for the Local and below. Local level roles arelisted first in alphabetic sequence, followed by chapter roles. When local level roles are selected, thesearch includes roles for only the specific local. For example, if role “LOC-PRESIDENT” is selected, only theone president for the local is displayed.

Click the button to initiate the retrieval process.




SEARCH BY ROLE ASSIGNMENT – ADVANCED SEARCH

The default search criteria returns those individuals with effective role assignments. Membership is not part of thecriteria.

The optional Advanced Search enables the user to refine the search to those who also have membership criteria.

Advanced Role Assignment Search Options:

Membership Year: Current (default), Prior or Future Year Membership Status: Effective, Cancelled or Both (default) Membership Level: (NEA Membership or SEA Membership or LEA Membership)

In general, if State level roles are selected, the Advanced Search criteria checks SEA Membership. If your Rolesselection is for Local level roles, your Advanced Membership criteria would check LEA Membership.

Note: some state associations do not record Local membership type in the database. Use the LEA Membershipcheck with caution.



SEARCH RESULTSThe Search by Individual and Search by Affiliate present the same formatted Results page. The Search by RoleAssignment Results page is somewhat different.

On an Individual search, if the application does not find a match after doing the initial search and expanded search,it displays 0 records. Click the Search breadcrumb to return to the Search by Individual screen to search again.

*Note: Breadcrumb is a term used for the hyperlink and > sign in the upper left of the screen. It allows navigationback to a previous page.

When one or more records are found, the Search Results screen displays all matches with the best match displayedat the top.

Individual/Affiliate Search Results Page



Role Assignment Search Results page

Description

When the search returns more than 10 records, click NEXT to pageforward to access additional records. Click PREVIOUS to return tothe prior page. Click FIRST to return to the first page.

Individual ID (ex. 0001234567) The 10 digit identifier for the individual in the database. Shown forreference purposes only.

A hyperlink to access the individual’s profile page.

A hyperlink to view current and past memberships.

Save the search results as a text file by clicking on either the CSV(comma separated values) or BAR (bar, or pipe delimited) link. (SeeDownload Results for more information.) Both files can beaccessed with Excel. CSV provides the more familiar formatting.*Extract privileges in IMS are required to perform this function.

Column headings with underline Ascending/descending column sort by underlined column headingi.e. Individual ID, Role, Name, Deceased/Purged, Address, SSN4, AltID, Originating Org. Select one time for ascending. Select a secondtime for descending.



SEARCH WITHIN RESULTS

When the search results list is long, narrow the search with the Search within results box to find a particularrecord. For example, type “jones” and select Last Name in the in column: box to find all records with last name =

jones. Then click the button. This search is not case-sensitive.

*NOTE: Do NOT use the wild card (%) here. It does NOT work with Search within results. A search of “ter” in namereturns records with this string anywhere in the name, such as “Terrence” or “Carter” or “Carterra”.

After initiating a Search within results, notice the message “You have searched within the result set. To get back tothe original result set, click here”’. To return to the full, original search list once Search within results has beenactivated, click the link on the word ‘here’. Do not click on Back, PREVIOUS or NEXT links.

To view a member’s information, click the View Profile or Member Summary/History link to review information forthat individual. (See View Individual Profile for more information.)

Click the Search breadcrumb to initiate another search.



DOWNLOAD RESULTS

A search results list can be downloaded as a CSV file (comma separated values) or BAR (bar, or pipe, delimited) byclicking on the appropriate hyperlink.

This feature is available only to those who have Extract security privileges in IMS, the links are visible only to thoseusers with security privileges.

Click the CSV or BAR link.

For retrievals under 1,500 records:

A File Download window appears. Click on Open or Save.

If Open is selected, Notepad or Microsoft Excel may launch.

If Save is selected, the system may default the Save As window to C:\Temp and provide a filename and extensionfor the file. Change the folder and/or file name if desired, then click the Save button. Later, the file can be openedin Excel or Access.



For retrievals over 1,500 records:

An extract job is submitted and a pop-up window opens to display the extract job from IMS Extract Status.

The extract job can be downloaded or previewed from Extract Status by clicking on the respective link

next to the completed job. Refer to the Extracts User Guide for additional information.

To access a bar delimited file in Excel, the user may need to Import the file. This involves a few additional steps(Data, Import External Data). Refer to Microsoft Excel Help or refer to the Extracts User Guide for additionalinformation.

Extracts (screenshot below) can be accessed directly in the subsystem in ISM (available to userswith Extract privileges--refer to the Extracts User Guide).

Another quick way to obtain a listing of members is via the Online Reports, Rosters & Labels [highlighted below]function also accessible from the Reports & Extracts subsystem in ISM. (This feature is available to users withRosters/Labels privileges --refer to Reports User Guide).



VIEW INDIVIDUAL PROFILE

All users may access the profile by clicking the link on the Search results page. The View Profilepage is the only individual profile view available to those with Inquiry only access.

The profile page is divided into several sections.

INDIVIDUAL NAME AND CONTACT INFORMATION

The Individual Name, Individual ID, and SSN are displayed in the blue key line at the top of the screen. The primaryaddress and type is displayed along with an indication of whether the address has been identified as deliverable.Geo-political information associated with the primary legal address is displayed. The system accommodates fourphone numbers and four email addresses.

CONTACT SUPPRESSION

When a member requests to discontinue mailings, emails, or phone calls from one or more levels of theirassociation, the Contact Suppression functionality is used to indicate the levels and type of suppression. Thesuppression types are only viewable if the settings have been turned on. Note: an inquiry-only user cannotedit/update any suppression indicators, but can be be viewed by clicking on the “View Profile” link. The contacttypes are Mail, Phone, and Email. For each contact type (i.e. mail, phone, or email), suppression can be set at one,many, or all levels such as NEA, NEA Government Relations, NEA Member Benefits, state defined suppression, andState. A reason for the suppression may be given, such as “By Request” which means the member specificallyrequested to discontinue contact.

Contact suppression settings are displayed as users may need to exclude Contact Suppression-enabled records inextracts for mailings, email messages, or phone calls.



MEMBER SUMMARY/HISTORY

All memberships are displayed for a member, including Current Year, Prior Year and Future Year. Effective andcancelled memberships are displayed for each year with effective memberships before cancelled memberships.

Membership information includes employer, work location, subject and position information. Memberships withmore than one employer, work location or subject/position are displayed.

Required Dues and fees and voluntary contributions are displayed.

You can hyperlink to any organization profile (state, local, chapter, employer, work location, etc.) by clicking on theunderlined name.



ADDITIONAL INDIVIDUAL INFORMATION AND DEMOGRAPHICS

Specific information about the individual is displayed, such as gender, date of birth, ethnicity and votinginformation.

Demographic codes may be shown below the personal data. This is custom defined data created specifically for theuse of the SEA, LEA, or other organizations.

The data shown on this page varies based on the options utilized by the SEA. Please contact your SEA membershipoffice for more information.

ROLE ASSIGNMENTS

All current role assignments are displayed. This includes the organization which originates the role, the role name,and contact information.



VIEW MEMBER SUMMARY/HISTORY

Click the link on Search Results page to view all the current and past memberships for theindividual, current employments, current work details, and current obligation information.

ims individuals inquiry user guide · 6/18/2013 · ims individuals inquiry user guide last...

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