Campus Organization and Relationship Synchronizing IA Track Session ID #4975 Presented by: Teresa Jian-Najar, Datatel Al Hastings, Datatel Celia Abrams, Phillips Exeter Academy

Agenda History that led to changes Additions and changes Configuration Data Mapping Real Life Example

Background Information Colleague contains 2 places to maintain people’s affiliations with organizations CORE’s Relationship Forms ST’s CAMPUS ORGS Module (optional module)

Background Information CORE’s Relationship Forms: Allow one place to see a comprehensive list of ALL relationships – People to People – People to Organization Campus Organizations (student and non-student) Outside Organizations (e.g., Lion’s Club, Special Olympics) – Organization to Organization

Background Information ST’s CAMPUS ORGS module: Only tracks a person’s relationship to organizations AND most commonly just campus organizations – Fraternities, sororities, sports, clubs, etc. Has additional functionality such as – Integration with the ActiveCampus Portal for team sites – The ability to process batch assignments

Two solutions ? HELP! Client Dilemna – which do I use and when? Datatel Solution – synchronize the information! People have the choice of using their preferred area for maintenance and reporting More options for securing inquiry and maintenance of forms People don’t have to look in two places never mind remember which information is where!

Benefactor Considerations CORE Interests (code only) ST CAMPUS ORGS information (code, dates, roles) The Colleague Transfer Process BENEFACTOR Interests (code & role) BENEFACTOR Affiliations Only a code & role (no dates)

Benefactor Considerations CORE Person to Organization Relationship ST CAMPUS ORGS information The Benefactor To Advancement Conversions BENEFACTOR Interests BENEFACTOR Affiliations CORE Interests (code only)

Benefactor Conversion Delimna Campus Org Data was copied to Benefactor and converted back as a Person to Organization Relationship If I DO convert it: I have duplicate data in two places – which is correct? If I DON’T convert it: (it is already in Colleague, why bring it back?) do I have all the updates entered in Benefactor? Datatel Solution – synchronize the information!

Synchronizing - Overview Setup (mapping of codes) Mark which CAMPUS ORGs to synchronize Initial Batch Synchronization Utility NOTE: Only Members are synchronized. Advisors and Sponsors are not synchronized. – CORE Relationships are fully date-driven and Advisors and Sponsors do not always have dates to map.

Synchronizing - Overview From that point forward all changes made in CAMPUS ORG forms updates both CAMPUS ORGs files/tables and CORE’s relationship files/tables – Including batch assignment All changes made in CORE forms updates both CORE’s relationship files/tables and CAMPUS ORGs files/tables – Including deceasing

Configuration Mapping of Campus Org Status and Relationship Status on CTRM must be completed. Syncing will not occur without this step.

Configuration Campus Organizations (COMT) must have an Organization ID specified on COMT.

Configuration Run Campus Orgs to Relationship (COTR) to activate the initial data sync

Configuration After running Campus Orgs to Relationship (COTR) a report is produced. Data from Campus Orgs Data from CORE Relationships

Configuration Check the new field Campus Org/Relation Sync Status to verify the current syncing status.

Configuration Camp Org/Relationship Synchronization Status Field N - No Update (default): Campus Org and Relationship files will not be synchronized when you save from Campus Org or Relation forms. C – Complete: If this field is set to “C" the initial synchronization is complete and automatic updating will occur when finishing from Campus Organization forms or Relation forms. DON’T WANT TO SYNC: Simply ignore CTRM, COTR, and leave the flag in its default value.

Configuration Want to add another CAMPUS ORGs to synchronize later? No problem! – Mark it – Batch synchronize WARNING: Advancement Profile reports only display CORE’s relationships! If you don’t synchronize, CAMPUS ORG information will not appear on those reports.

Campus Org Forms that Sync List of Campus Org forms that can sync data: - Campus Org Membership (CORM) - Campus Org Membership Detail (COMD) - Campus Org Affiliations (COAF) - Auto Assign Membership (AASM) - Faculty Memberships (FMBS) - Affiliation Relationships (AFFL)

Relation Forms that Sync List of Relation forms that can sync data: - Organization Relations (OREL) - Person Relations (PREL) - Relationship Summary (RELS) - Relationships (RELE)

Organization Relations (OREL) and Campus Organizations (COMT)

Relationships (RELE) and Campus Org Membership (CORM)

Relationship Roles (RERO) and Campus Org Membership Detail (COMD)

Data Field Mapping Membership Periods (COMD)Relationships (RELE) Start Date (CMPM.START.DATES)Start Date (RS.START.DATE) End Date (CMPM.END.DATES)End Date (RS.END.DATE) Status (CMPM.STATUSES)Status (RS.STATUS) Roles (COMD)Relationship Roles (RERO) Role (CMPM.ROLES)Role (RR.ROLE) Start Date (CMPM.ROLE.START.DATES) Start Date (RR.START.DATE) End Date (CMPM.ROLE.END.DATES)End Date (RR.END.DATE) Status (CMPM.ROLE.STATUSES)NOT SYNCRONIZED! (no equivalent data in RELATIONSHIP data-set)

New ST Forms: CampusOrgs to Rel Mapping (CTRM) Maps CORE Relation type and statuses to Campus Orgs statuses.

New ST Forms: CampusOrgs to Relations (COTR) Batch utility to initialize synchronization between Campus Orgs and Relations for the organizations specified.

New CORE Forms: Organization Roster (OROS)

New CORE Forms: Affiliation Relationships (AFFL) LookUp PERSON LookUp ORG

Selecting Affiliations via Save List Creation (SLC) Select Person Relationships (SLPR) The relationship must be active as of today

Questions? For further questions please contact: Teresa Jian-Najar, Datatel Senior Quality Assurance Analyst Student, Advancement, Financial Aid Team Al Hastings, Datatel Senior Developer Student, Enterprise CRM Team Celia Abrams, Phillips Exeter Academy Director, Management Information Systems