From Customers, select Manage committees
Filter by Co ID
The Filter by Co ID option is visible only if enabled during system setup. Although rarely used, this feature enables you to link a committee to the ID of a company record. For example, if you have set up a committee named Awards, and a company has 25 branches and each branch has an Awards committee, you normally would need to create 25 separate Awards committees with each having a slightly different name. Instead, you create 25 company name records that represent your branches.
With Filter by Co ID enabled, you can open the Awards committee and set the filter to work with only one of the 25 branches. A Find window will open so you can locate the company ID to filter by.
Group
The Group field is a drop-down list that enables you to view either all committees or committees that have been assigned to a specific group.
Committees
The Committees field displays the current list of the committee codes that have been defined in the Committee Codes window.
Type
Designates one of the following display filters:
■ Committee - All committee members are displayed.
■ Proposed - Proposed committee members are displayed.
■ Applicants - Committee applicants are displayed.
■ Show All - Committee members, proposed members, and applicants are displayed.
Roster
The Roster field displays the currently selected committee's member list (affected by Type and Term choices).
Sort By
Designates one of the following sort orders:
■ Rank - Sorts members by the rank assigned to their positions in the Committee Positions window.
■ Name - Sorts members alphabetically by last name.
■ Position - Sorts members alphabetically by position title.
■ Company - Sorts members alphabetically by company name.
■ St/Prov - Sorts by the member's Name.STATE_PROVINCE, then Name.LAST_FIRST, both in alphabetic ascending order (A-Z, a-z).
Note: The State/Province radio button will be labeled according to the value set up in Customer Setup – Address and Notes > State/Province.
■ Country - Sorts by the member's Name.COUNTRY, then Name.STATE_PROVINCE, then Name.LAST_FIRST, all three in alphabetic ascending order (A-Z, a-z).
Term
Designates on of the following term filters:
■ All - Displays all members who have served, are serving, or will be serving on the committee.
■ Current - Displays only those members who are currently serving on the committee.
■ Past - Displays only those members whose terms have concluded.
■ Future - Displays only those members whose terms begin in the future.
Set Date
Activates the date field by which member terms are evaluated (date defaults to the current system date).
ID
Designates the ID of the currently selected or added member.
No Mail
Exempts the committee member from committee-specific label runs.
Position
Designates the position the member holds in the selected committee.
From
(required) Designates the start of the member's committee term.
Thru
Designates the end of the committee member's term. It defaults to the specified Default Duration (usually 12 months) after the From date.
Other
Designates a user-defined value corresponding to the type or category of educational credit awarded the member, if applicable. The value specified is displayed in the bottom of the member's Activity Detail window if your administrator has defined a prompt for the CEU Type field for the COMMITTEE activity type.
Last Updated
(read only) Shows the last date the record was updated.
Preference
Indicates an order of preference expressed by applicants for more than one committee position. For example, if an applicant wants to be President of a committee but has a second choice of Vice President, create two committee records for the applicant. The first record would have a position of President and a preference of 1. The second record would have a position of Treasurer and a preference of 2. This field is only displayed when Proposed or Applicants is enabled.
Notes
Specifies notes about the individual.
Opens the Committee Reports window from which you can print committee reports.
More
Opens a menu of maintenance choices:
■ Minutes - Opens the Minutes window where you can maintain minutes for the active committee. Minutes are accessed by the date that they were stored. You can open the minutes for any meeting and view or transfer them to a letter, report, or other area for printing. You can open an existing minute's entry to work from or to insert a new set of minutes. Each entry consists of the date and the text of the minutes. All standard data maintenance procedures apply.
■ Committee Codes - Opens the Committee Codes window where you can add, edit, and delete committee codes.
■ Committee Positions - Opens the Committee Positions window where you add, edit, delete, and assign the rank for committee positions.
■ Move to Committee - Assigns the currently selected individual to the currently selected committee as a member.
■ Move to Proposed - Assigns the currently selected individual to the currently selected committee as a proposed member.
■ Move to Applicant - Assigns the currently selected individual to the currently selected committee as an applicant.
■ Check Paid Thru - Checks the currently selected individual's name and linked chapter or area with that chapter's paid thru date. If the selected individual is not linked to any chapter or area, iMIS displays a prompt to notify you.
To assign a member to a committee
To add a member to a committee, you need the following information:
■ Customer ID (Customers > Manage customers > Find)
■ Code for the position in which the member will serve
■ Date range for the appointed term
1. From Customers, select Manage committees to open the Manage committees window.
2. Select the committee code that you want the member to be associated with from the Committees field.
3. Select the appropriate type by enabling one of the following options:
□ Committee
□ Proposed
□ Applicants
□ Show All
For example, if you want to add applicants instead of actual committee members, enable the Applicants option before entering the applicant. Otherwise, iMIS assumes you want to enter an appointee.
4. Click New. Your insertion point moves to the ID field.
5. Enter the customer ID of the appointee, or click the lookup icon to select an available value.
6. (optional) Enable the No Mail option to exclude the given appointee from committee-specific label runs.
7. Enter the appointee's position code in the Position field or click the lookup icon to select an available value.
8. Enter the start date of the appointee's committee term in the From field.
9. Enter the ending date of the appointee's committee term. If the default committee duration has been defined by your administrator, you can keep or override this value.
10. Enter any additional information you want to record for the appointee in the Notes field.
11. Click Save.
To edit a committee appointment
In the Manage committees window, you can edit any information on a particular appointee except:
■ The committee to which the member record is assigned
■ The ID associated with the record
If either the committee or the customer ID is wrong, delete the existing record and insert a new record containing the correct information.
1. From Customers, select Manage committees to open the Manage committees window.
2. Select the committee code from the list in the Committees field (including any necessary filtering selections). Make sure you include a term selection that includes the member's record.
3. Highlight the customer record in the list of committee appointees.
4. Click Edit.
5. Make any necessary changes.
6. Click Save.
To delete an appointee from a committee
1. From Customers, select Manage committees to open the Manage committees window.
2. Select the committee code from the list in the Committees field. Make sure you include a term selection that includes the customer's record.
3. Highlight the customer record in the list of committee appointees.
4. Click Delete. A system message prompts you to verify the deletion of the selected record.
5. Click Yes.
To change a committee appointment type
After preliminary or final appointment selections have been made, you can change the appointee's status as necessary.
1. From Customers, select Manage committees to open the Manage committees window.
2. Select the committee code from the list in the Committees field (including any necessary filtering selections). Make sure you include a term selection that includes the customer's record.
3. Highlight the customer record in the list of committee appointees.
4. Select More on the Manage committees window to display a menu of maintenance choices.
5. Select one of the following options:
□ Move to Committee to change the member to a permanent appointee
□ Move to Proposed to change the member to a proposed appointee
□ Move to Applicant to reassign a member to an applicant
A warning message box is displayed.
6. Click Yes.
To insert committee minutes
1. From Customers, select Manage committees.
2. Select the committee code from the list in the Committees field.
3. Click More, and select Minutes to open the Minutes window.
4. Click New.
Note: The cursor moves to the Date field and automatically populates it with the current date.
5. Enter the date for which you want the minutes to be recorded in the Date field.
6. Enter the minutes of the committee meeting in the Minutes field.
7. Click Save.
Note: Recorded minutes are listed by date in the Minutes List field of the Minutes window.
To print committee minutes
1. From Customers, select Manage committees to open the Manage committees window.
2. Select the committee code from the list in the Committees field.
3. Click More, and select Minutes to open the Minutes window.
4. Select the minutes to be printed from the Minutes List field.
5. Click Print.