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PS Contact Types

Site: learnonline
Course: Student Placement System Help
Book: PS Contact Types
Printed by: Guest user
Date: Monday, 25 November 2024, 12:02 PM

Description

Summary

Table of contents

Create a Contact Type Value

Process Overview

Only Placement Administrators have access to enter, update, or correct Contact Type values.  If you are not a Placement Administrator, send an email request to your Placement Administrator.

Contacts are resources that support the Placement process, and includes a variety of internal and external staff that perform key roles such as Site Mentors, Site Contacts, University Supervisors, etc.

Creating Contact Types enables the configuration of these key roles for assignment in the Placement Management Record process.

!Warning:  Prior to creating a new Contact Type value, you must first perform a thorough search of the existing Contact Type values to ensure the required value does not already exist (this prevents duplicate values).  Only create a new Contact Type value if you fail to find an existing value for the Contact Type.

Step by Step Instructions

Step 1:  Receive request to create a new Contact Type value (if applicable)
! Step 2: Create the new Contact Type value in Medici
Step 3: Send notification that the new Contact Type value has been created (if applicable)

Step 1:    Receive request to create a new Contact Type value (if applicable)

Action

Details

Requests to create a new Contact Type value will be received via email from Placement Officers (assuming it is a Placement Officer and not a Placement Administrator that identifies the need to create the Contact Type value).

The request will contain the following information:

- Contact Type value

- Date from which the new Contact Type value is to be available (effective date)

- Short description of the new Contact Type value

- Long description of the new Contact Type value

 

Step 2:    Create the new Contact Type value in Medici

Application:   Medici

Navigation:    Student Placements®Placement Setup®Contact Types

Contact Types

!Warning:  Prior to creating a new Contact Type value, you must first perform a thorough search of the existing Contact Type values to ensure the required value does not already exist (this prevents duplicate values).  Only create a new Contact Type value if you fail to find an existing value for the Contact Type.

ASelect the Add a New Value tab.

Result:  The Contact Types: Add a New Value page is displayed.

Add a new Value

AContact Type:        Type the new [4-character Contact Type value] (must be 4 characters).

BSelect the Add button (or press Enter).

Result:  The Contact Types page is displayed.

Contact Type details

Contact Type Details

A Effective Date:       Type or select the [date the Contact Type value will be available).

      Status:                  Select Active (if this value is not already displayed).

      Short Description:  Type a [description of the new Contact Type value] (abbreviate if required).

      Long Description:   Type the [full description of the new Contact Type value].

B Select the Save button.

Result:  The new Contact Type value is created in Medici and can be assigned to records dated on or after the Effective Date entered for the new value.

 

Step 3:    Send notification that the new Contact Type value has been created (if applicable)

Action

Details

Advise the Placement Officer that the new Contact Type value has been created in Medici (if applicable).

Send a ‘Reply to All’ response to the email request received in step 1 of this process, and advise that the new Contact Type value has been created using the details supplied in the request.

Update a Contact Type Value

Process Overview

Only Placement Administrators have access to enter, update, or correct Contact Type values.  If you are not a Placement Administrator, send an email request to your Placement Administrator.

If a Placement Contact Type value needs to be updated due to a recent or future change, insert a new effective dated row to update the Contact Type value as at the date of the change.

If a Contact Type value needs to be corrected rather than updated (ie. incorrect information was entered when the Contact Type value was configured), the Contact Type should be updated in ‘Correction’ mode.

Step by Step Instructions

Step 1:            Receive request to update a Contact Type value (if applicable)

Step 2:            Update the Contact Type value in Medici

Step 3:            Send notification that the Contact Type value has been updated (if applicable)

Step 1:    Receive request to update a Contact Type value (if applicable)

Action

Details

Requests to update an existing Contact Type value will be received via email from Placement Officers (assuming it is a Placement Officer and not a Placement Administrator that identifies the need to update the Contact Type value).

The request will contain the following information:

- Contact Type value to be updated

- Date from which the update to the Contact Type value is to occur (Effective Date)

- Details of the required update (name of field(s) and content to be updated)

 

Step 2:    Update the Contact Type value in Medici

Application:   Medici

Navigation:    Student Placements®Placement Setup®Contact Types

Find an Existing Value

AContact Type:      Type the [Contact Type value to be updated].

BSelect the Search button (or press Enter).

Result:  The Contact Types page is displayed.

Contact Type Details

Contact Type Details

ASelect the Add a New Row button (+).

BEffective Date:      Type or select the [date the Contact Type value is to be updated].

                                 [Update the information as required].

CSelect the Save button.

Result:  The Contact Type value is updated as at the entered Effective Date.

 

Step 3:    Send notification that the Contact Type value has been updated (if applicable)

Action

Details

Advise the Placement Officer that the Contact Type value has been updated in Medici (if applicable).

Send a ‘Reply to All’ response to the email request received in step 1 of this process, and advise that the Contact Type value has been updated as per the details supplied in the request.

Correct a Contact Type Value

Process Overview

Only Placement Administrators have access to enter, update, or correct Contact Type values.  If you are not a Placement Administrator, send an email request to your Placement Administrator.

A Placement Contact Type value should only be corrected if incorrect information was entered when the Contact Type value was configured.

If the Contact Type value needs to be updated due to a recent or future change, insert a new effective dated row to update the Contact Type value as at the date of the change (refer to the ‘Updating a Contact Type Value’ process instructions.

Step by Step Instructions     

Step 1: Receive request to correct a Contact Type value (if applicable)
! Step 2: Correct the Contact Type value in Medici
Step 3: Send notification that the Contact Type value has been corrected (if applicable)

Step 1:    Receive request to correct a Contact Type value (if applicable)

Action

Details

Where applicable, requests to correct an existing Contact Type value will be received via email from Placement Officers (assuming it is a Placement Officer and not a Placement Administrator that identifies the need to correct the Contact Type value).

The request will contain the following information:

-          Contact Type value to be corrected

-          Details of the required correction (name of field(s) and content to be updated)

 

Step 2:    Correct the Contact Type value in Medici

Application:   Medici

Navigation:    Student Placements®Placement Setup®Contact Types

Contact Types

AContact Type:      Type the [Contact Type value to be corrected].

BCorrect History:  Select the Correct History checkbox so that a tick is displayed.

CSelect the Search button (or press Enter).

Result:  The Contact Types page is displayed in ‘Correction Mode’.

Contact Type Details

Warning:  The Effective Date field should only be updated in ‘Correction’ mode if the effective date currently entered for the Contact Type is incorrect.  ‘Correction’ mode is generally used to correct information within the other fields on the page ‘as at’ the existing effective date.

Contact Type Details

A [Correct any errors as required].

B Select the Save button.

Result:  The Contact Type value is updated as at the entered Effective Date.

 

Step 3:    Send notification that the Contact Type value has been corrected (if applicable)

Action

Details

Advise the Placement Offer that the Contact Type value has been corrected in Medici (if applicable).

Send a ‘Reply to All’ response to the email request received in step 1 of this process, and advise that the Contact Type value has been corrected as per the details supplied in the request.

Update the Status of a Contact Type Value to 'Inactive'

Process Overview

Only Placement Administrators have access to enter, update, or correct Contact Type values.  If you are not a Placement Administrator, send an email request to your Placement Administrator.

If a Placement Contact Type value is no longer relevant or required, the Status of the Contact Type value must be updated to ‘Inactive’.

To inactivate a Placement Contact Type value, locate the existing Contact Type value in ‘Update/Display’ mode, insert a new effective dated row, and update the Status of the Contact Type value to ‘Inactive’ as at the relevant effective date.

Step by Step Instructions

Step 1: Receive request to update the Status of a Contact Type value to ‘Inactive’ (if applicable)

Step 2: Update the Status of the Contact Type value to ‘Inactive’ in Medici

Step 3: Send notification that the Status of the Contact Type value has been updated (if applicable)

Step 1:    Receive request to update the Status of a Contact Type value to ‘Inactive’ (if applicable)

Action

Details

Requests to update the Status of an existing Contact Type value to ‘Inactive’ will be received via email from Placement Officers (assuming it is a Placement Officer and not a Placement Administrator that identifies the need to inactivate the Contact Type value).

The request will contain the following information:

- Contact Type value to be updated

- Date from which the Status of the Contact Type value is to be made ‘Inactive’ (Effective Date)

 

Step 2:    Update the Status of the Contact Type value to ‘Inactive’ in Medici

Application:   Medici

Navigation:    Student Placements®Placement Setup®Contact Types

Find an Existing Value

AContact Type: Type the [Contact Type value to be made ‘Inactive’].

BSelect the Search button (or press Enter).

Result:  The Contact Types page is displayed.

Contact Type Details

Contact Type Details

ASelect the Add a New Row button (+).

BEffective Date:      Type or select the [date the Contact Type value is to be made ‘Inactive’].

     Status:                  Select Inactive.

Select the Save button.

Result:  The Status of the Contact Type value will be updated to ‘Inactive’ on the entered Effective Date.

 

Step 3:    Send notification that the Status of the Contact Type value has been updated to ‘Inactive’ (if applicable)

Action

Details

Advise the Placement Officer that the Contact Type value has been updated to ‘Inactive’ in Medici (if applicable).

Send a ‘Reply to All’ response to the email request received in step 1 of this process, and advise that the Status of the Contact Type value has been updated to ‘Inactive’ as at the requested effective date.