INTERACTIVE MEMBERSHIP SERVICES USER GUIDE V4 - …INTERACTIVE MEMBERSHIP SERVICES (IMS) BJS - Reports User Guide Page 7 of 29 May 2009 1.0 Application setup 3.1 Process To process

INTERACTIVE MEMBERSHIP SERVICES

USER GUIDE V4.1

Server Reports

May 29, 2009

INTERACTIVE MEMBERSHIP SERVICES (IMS)

BJS - Reports User Guide Page 2 of 29 May 2009

Table of Contents

1.0 Introduction ......................................................................................................................................................... 1

1.1 BJS Workflow ....................................................................................................................................................... 1

2.0 Reports and Extracts Landing Page .................................................................................................................. 5

2.1 Navigating the landing page .................................................................................................................................. 5

2.2 Quick Search ......................................................................................................................................................... 6

3.0 Application setup ................................................................................................................................................. 7

3.1 Process .................................................................................................................................................................. 7

3.1.1 Parameter Setup ........................................................................................................................................... 8

3.1.2 Files Tab ...................................................................................................................................................... 11

3.2 Saving a New Setup ............................................................................................................................................ 12

3.3 Updating application user setup ........................................................................................................................... 13

3.4 Favorites Setup .................................................................................................................................................... 14

4.0 Submitting report ............................................................................................................................................... 15

4.1 Submit a report without changes ......................................................................................................................... 15

4.2 Editing and submitting a server report ................................................................................................................. 17

4.2.3 Batch Job selection .................................................................................................................................. 17

4.3 Copying a Setup .................................................................................................................................................. 19

5.0 Status – Server Report ...................................................................................................................................... 21

5.1 Accessing the Status screen ............................................................................................................................... 21

5.1.1 Job Key Hyperlink.......................................................................................................................................... 22

5.1.2 Status tab – Search field descriptions ........................................................................................................... 24

5.1.3 Status Tab – Result Grid descriptions ........................................................................................................... 24

5.2 Preview a Report ................................................................................................................................................. 25

5.3 Print Reports ....................................................................................................................................................... 26

5.4 Download Report ................................................................................................................................................. 27

5.5 Re-submit a report ............................................................................................................................................... 28

5.6 Delete report ........................................................................................................................................................ 28

5.7 Copy file to server................................................................................................................................................ 29



1.0 Introduction This User-Guide will show you how to use Server Reports.

Overview of the Server Reports and security

How to use and Edit server Report Parameters

How to Preview, Copy, Print and Delete Server Report Outputs

Server Reports:

o Deal with a high volume of data

o Have complex Logic

o Are Time consuming

o Are process intensive.

Server Report Security protects the members‟ privacy and the associations‟ information. Users are provided access

to specific server applications by the state security administrator. As an example, some users may have access to

Membership Materials reports and processes, but not access to Funds Receivables reports.. Access to specific report

setups can be limited to the user who created the report setup or to a group of users in an organization.

Generating a server report is a multi stage process:

1. Selecting a report

2. Setting up report job setup parameters

3. Submitting the report

4. Monitoring the report

5. View, Print or copy the report output

Each of these stages in turn have multiple steps. This guide describes how to perform each step. Most of the guide

is devoted to demonstrating the setup process and editing the job setup parameters



1.1 BJS Workflow

N

Y

Select application from the Batch Job submission

screen

Enter Parameters for the report.

Submit the Batch job to server

Monitor Job from status page

Save the Job

End

Success?

Delete Job

Copy file to server

Copy/Download Job Print Job Preview Resubmit Job

Review the Log and correct the problem

Reports & Extracts landing page



2.0 Reports and Extracts Landing Page

2.1 Navigating the landing page

Login to the IMS application Click on icon.

The next screen displayed would be the Reports and Extracts Landing Page.

Figure 1: Reports & Extracts Landing Page

1) Recent Batch Jobs list:

Figure 2: Recent Batch Jobs

Recent Batch Jobs list is a list of ten recent jobs run by the user. The list is sorted by date in descending

sequence. All entries in the Application column have hyperlinks to the Batch Job submission page for that

particular job.

2) Favorite Jobs List:

Figure 3: Favorite Jobs

The list contains a list of Applications/Job setups which were marked as favorites by the user.

3) Links for Online Report, Extracts, Server Reports/ Processes

For Purposes of this guide we are only interested in the Server Reports/Processes.

Submit button opens up the Batch Job submission screen

Status button opens up the Report Status page

Copy file to Server Opens up the copy file Dialog



2.2 Quick Search

As a user when you click on the Submit Button from the reports and extracts page the Batch

job Submission screen is displayed. The default tab displayed would be the Quick search Tab. The Quick search

tab will enable you to quickly search for Application code, Application description, setup code or setup

description.

For e.g. If you want to search for Billable Party List (CUSC1200), just put in CUSC1627 in the search

bar(within quick search) and click on Search or you can put in the partial name CUSC or 1627(in the Eg. You

can also use „bill‟, since we wanted to search for billable party list)

If All Users checkbox is unchecked, this means that any search results displayed would be

owned by the current user. If the All Users checkbox is checked and search is clicked then the results would

include applications/setups for all users within the user‟s organization hierarchy The All Users checkbox is visible

only to Admin users.

Figure 4: Quick Search

From the results in quick search, click on any of the application or setup hyperlinks. This will open up the batch Job

submission page for that application.

E.g. click on CUSC1627 This will open up the Billable Party List (CUSC1200) job Submission page.



1.0 Application setup

3.1 Process

To process a report the first step is selecting an application and setting up the parameters.

To access the Application Setup:

Click on the Submit button from the Reports and Extracts Landing Page.

Click on tab on the left. This will open up the Drop down under Menu groups.

Select ALL from the drop down under Menu groups or select a Menu group. E.g: Membership Materials

On selecting the Menu group, all the applications within the selected group are displayed

Select an application (e.g. MSRS1200 Continuous Membership roster). Alternatively you could type in the

application i.e. MSRS1200 or partial report name i.e MSRS which would display matching reports based on the

entered string. Click on the MSRS1200 hyperlink.

The Application Tab for the application opens up. By Default the User Setups are

collapsed. Click on the Expand icon to view the other setups which are owned by the current user. The

Default setup display is collapsed to provide space for the parameters.

Figure 5: MSRS1200 Default report screen

The SHOW ALL hyperlink is enabled only for Admin users. If you (Logged on as an admin) want to see all the

Setup(s) for the application click on SHOW ALL hyperlink (shown Below)



3.1.1 Parameter Setup

Click on the Default Setup.

There are 2 Tabs that are displayed: The Parameters Tab and The files Tab

By Default the Parameters tab is displayed. It displays all the parameters for a Job setup

Fields Highlighted in Yellow are Required fields

Enter data for the required Parameters. Mandatory parameters are marked with an * (Asterisk) .On

some fields Double Click will bring up a pop-up to enter details. E.g: State Int Org ID>

Clicking on the question mark besides each parameter opens up the field level help for that parameter.

Click on the Erase icon to clear the contents of the parameter field.

There are 3 types of parameters:

I. Hierarchy Parameter: There are 2 types of hierarchy parameters

a) Hierarchy single Select: This parameter type is used to specify a single internal organization to

select memberships for a report. It employs the affiliate hierarchy function to select the affiliate

organization. It may, depending on the report or process, be used to pick an employer or Work

Location. For e.g: State Int Org ID

Double clicking on the field or clicking on the Parameter Hyperlink opens up the State Int Org ID

(Below).

From the Pop-up select the org ID you want and click on select. For Maryland MD the Org ID select

value is 0000000031 (Maryland is just used as an example, you can choose your own state)

Figure 6: Pop-up



Field Description

Org ID This is the designated org ID

User ID This is the ID of an individual

Record type

(Organization)

The Drop Down contains: state Affiliate, Local, Chapter,

Uniserv, NEAHQ, employer, Work Location

Record type (Parent

Organization)

The Drop Down contains: state Affiliate, Local, Chapter,

Uniserv, NEAHQ, employer, Work Location

Org Name State, Local or Uniserv name. wildcards allowed

Geo State ID Geographical state ID. E.g. VA

RESET Clicking reset clears all the fields

SAVE Saves the changes to Setup info.

b) The Hierarchy Multi Select Type is used to select multiple organizations for a parameter. In

this example we are going to illustrate how to limit the roster to Memberships of two Locals.

The hierarchy Multi select parameter also uses the Affiliate hierarchy function.

Figure 7: Hierarchy Selection

Select Geo State Id as Maryland- MD (or your own state) and the record type Local. From the results grid

select ACTA and BCTA. Click SELECT. The Result is populated in the Hierarchy selection.



ii. The Standard Pop-up parameter type is used to select a single value from a pop-up list. In this

example we will illustrate how to run the continuous Membership roster to change the membership

year value from Future Year to the Current Year. Click on the Mshp Yr for Mshps & Oblig hyperlink

A single select Pop-up opens up with FY selected as default:

Figure 8: Mshp single select pop-up

Click on CY radio button and click on Select. The Mshp Yr for Mshps & Oblig is now changed to CY

Select "CY" when producing rosters after 8/31.

Select" FY" when producing rosters BEFORE 9/1 & AFTER FYMPPROC has run to retrieve FY

memberships and FY obligation.

Multi select pop-up

For the MSRS1200 example, Funds to print on roster is a Multi select pop-up which enables the user to

select optional data to appear on a report.



The Multi Select pop-up is used in this case to select which National/ state and local dues, PAC or

Uniserv obligations are to be printed on the report. The Pop-up window displays all of the funds available

for the Maryland State Teachers Association. Select dues funds for the report by clicking on each desired

fund.

c) Free Text: Fro Free Text parameters there are no restrictions on the characters enters and there are no

pop-ups. For e.g. the Parmaeter file Name has a free text field. We just specify the name of the file

(TestUpload.txt)

Figure 9: Dynamic Multiselect Parameter

3.1.2 Files Tab

The files Tab is used to control the Printing aspect of the Report file. To access the files tab:

Go to the application setup screen.

Select a setup and click on the files

Figure 10: Files Tab Display

Field Description

File Name of the File

Print

There can be 2 options: Y or N. YYes, would print the generated file at the default printer after job completion NNo, would not print the generated file at the default printer after job completion

Delete

There can be 2 options: Y or N. YYes, would delete the file from the server after job completion NNo, would not delete the file from the server after job completion

Print Orient P: Portrait L: Landscape

Copies Number of copies to be printed out at the default/selected printer

Lines Number of Lines on report per page. Max 60



3.2 Saving a New Setup

As a user you can save your report setup. To save the setup click on the Action button and select SAVE

AS. You can Save a setup before or after entering all the parameter you want.

You will be displayed with an option to save the setup. Click on OK

On clicking OK a SAVE AS pop-up will appear. Enter the Setup ID and Description and Click on Save.

The New Setup ID will be displayed in the List of setups as shown below

Figure 11: Setup display

Note: The above example is similar to copying a setup which is discussed in Section 4.3



3.3 Updating application user setup

Click on the EDIT icon against the job setup you wish to modify as shown below:

Update Setup details tab opens up.

The Int Org.Name search icon will be visible only to Admin users to change the Int org.

Figure 12: Update Setup Info

Field Description

Setup ID Default Setup ID

Description Enter the Description for the Job setup

Int Org.Name The Owner Org ID.

Owner ID The Drop down lists all the users that belong to the selected Int Org.

Access Code There are 2 options: 1) This Org Users only Limits report access to users belonging to

the selected Int Org.Name 2) This user only Limits report access to the selected Owner ID

Printer Select printer for the job from the drop down. This would be the default printer.

Save Saves the setup changes



3.4 Favorites Setup

The User can assign a particular report setup as a favorite, the steps to assign favorites are:

Open up the Application setup screen

Click on the Setup that you want to be made as a favorite

On the parameter tab click on the star plus icon

Upon clicking the favorite icon, the icon changes to

To view the newly added favorite in the Favorites list, click on the Refresh icon

Delete Favorite: To delete a Favorite click on the x icon against the favorite in the favorites list.

Note: If you click on a setup that has already been assigned as a favorite then a pop-up messeage would

Display “Current setup is already a Favorite”



2.0 Submitting report

This exercise will demonstrate the two options for submitting a server report and how to monitor a reports

status after it is submitted.

1) The first option is select a report setup code without changing any of the report parameters.

2) The second option entails editing the parameters of a report setup and submitting the report from the parameter

edit screen.

We will start by showing you how to submit a report for execution without editing the report parameters.

4.1 Submit a report without changes

From the Applications tab on the left select the „Counts‟ Menu group from the drop down.

For out example we will use MOCT0500 – General Membership with Detail by Membership Type report to

illustrate this process. This report gives the membership count. The report parameters don‟t change because

the report is supposed to use the same selection and sort criteria each month to provide a valid comparison of

the status of the affiliate‟s membership from one month to another.

Clicking on MOCT0500 hyperlink brings up the report setup screen with the list of setup codes, accessible by

users in your organization. Click on the Setup code option you run each month. E.g. VACR03 for the User

TTVAUSER. Click on Submit

Figure 13: Submit Report-Setup code

The report will execute using the same parameters, affiliate and membership type selection, sort and summary

options, you used the last time you ran the report

Select the

setup Code

Click submit



On clicking SUBMIT a pop-up with 3 option are displayed (Shown below)

Figure 14: BJS Job submission

1) Click on „Yes and proceed to status‟: A pop-up confirmation message is displayed with the Job Key (Below)

Figure 15: Job key Pop-up

Click on OK and the Job status Screen will open up. This is discussed in more detail in section 5.0

2) Click on „Yes and Submit Another Job‟: A Pop-up confirmation is displayed with the Job Key. If you

click on OK, the Job setup screen is displayed. In this case the status screen will not be displayed

3) Cancel: the Job submission will be cancelled.



4.2 Editing and submitting a server report

This section will illustrate the following:

Select a Roster report

Edit Parameters

Submit a job

The exercise will focus on submission of the report from the parameter editing screen and not as much on

the editing parameters.

4.2.3 Batch Job selection

As an example for this part we will use the MORS1800 Four Line Membership roster.

1. From the Reports and Extracts Landing Page click on the SUBMIT button

2. Click on the Applications TAB on the Left

3. Select Membership from the Menu group

4. Select the MORS1800 Four Line Membership roster by clicking on the MORS1800 hyperlink

5. The MORS1800 default setup will be shown as below:

Figure 16: MORS1800 Default screen

6. Click on Show all.

7. Type MD in setup search to search for MD CASE.

8. We will use MD Case 4 Line Member Alpha roster for this exercise

Figure 17: MD Case 4 Line Member Alpha

Now we can edit the Parameters for MD Case 4 Line Member Alpha Roster



9. On the Report Parameters tab we have all the parameters listed.

10. The Parameters indicate that the report is to be generated for the Maryland State Teachers

Association, for the current Membership year for Local 0000008888, we are going to change the report

to run for Local 00000008876 BCTA.

11. Double click on Parameter3 Hierarchy selection

12. Enter Geo state ID as MD and Select Local from the Record Type Drop Down.

Figure 18: Org ID selection

13. Click on Search

14. Select the checkbox beside BCTA and Click on Select at the bottom of the screen.

15. Parameter 3 is updated with BCTA‟s Customer ID

16. The State ID(Parameter1) and the Membership Yr(Parameter 2) are required parameters. You must

supply a value before you can execute the report.

17. This is the only change we are making to the report parameters. Before we submit the report we

should check to insure that all of the required parameters have been supplied by scrolling down the

parameter list and examining the required parameters.

18. After checking, click on submit

19. Clicking submit from step 19 will display another pop-up. Select „Yes & process to Status‟ since we

want to have a look at the submitted job status.

20. Click OK on the Pop-up which displays the Job key.



21. The Status Tab opens up which displays the status of the job.

Figure 19: Status Tab

22. From the Status Tab we can Preview, Print, Copy, Resubmit or delete a Job.

4.3 Copying a Setup

You may frequently use a report to generate different report outputs. For Example, you may use the

MOCT0500 Membership Type Report to generate counts of members by local on a monthly basis. You

may wish to generate by local on a monthly basis. You may wish to generate a similar report of members

by Uniserv on a quarterly basis.

To save yourself time and reduce the possibility for error, you can create a separate job setup for each

report, one for the local and the other for the uniserv counts. You create separate job setups by copying an

existing setup code, changing the parameters of the new job setup and saving the parameter changes.

This exercise will demonstrate the first step, copying the Job set-up

Select the Job setup by clicking on the setup code Hyperlink.

Click on Action and select Save As option as shown below:



1. The Copy Setup dialog box is displayed. Click OK

2. Enter the Setup ID that is 1-8 characters long and a job Setup Description as shown below.

The Setup code should incorporate some information indicating the report‟s purpose. The

Description should provide more information about how the report is used. Click on Save.

3. A Message confirming the successful copy is displayed. Click on the OK button

4. The New Job setup code is displayed. You can change the parameters for the new Job setup

And click on Save. So now you have copy of a report with different parameters.

5. The new report setup can be submitted by clicking on the Submit Button.



5.0 Status – Server Report

5.1 Accessing the Status screen

After submitting the report you will want to know when it is completed so you can review the

information on, and print the report. You can monitor the report‟s status so you will know when the report

is completed. The purpose of the Status screen is to Monitor, Print, view and manage server jobs

There are two ways to access the status of a Job.

1) Access status screen immediately after submitting a job:

From Fig 11 If „Yes & Process to status‟ is selected then the Status TAB opens up (Shown Below)

Figure 20: Status Screen – Clicking ‘Yes & Proceed’

2) Access Status screen from Recent Jobs tab

Click on any of the Recent Batch Jobs from the Reports & Extracts Landing Page.

Figure 21: Status Screen – Clicking on Recent Jobs

Click on the Job setup from

recent Jobs



3) Access status screen by using Status Search

Click on the Status button from the landing page then enter the Job key or Application ID along with the

User and click on search. The result is displayed as shown below:

Figure 22: Status Screen – Clicking ‘Yes & Proceed’

5.1.1 Job Key Hyperlink

Details for a Submitted job can be viewed by clicking on the Job Key Hyperlink. The Job Key hyperlink

will display a pop up which contains 3 tabs: Parameter, Log Information and Job details.

1) Parameter

The parameters tab contains all the parameter details for the report.

Figure 23: Job Key - Parameter tab

Enter

Job Key

Click on Status

Job Key link



2) Log Information

The Log information tab contains the log messages generated by the server

The fields on this tab are: Status Date, status, Log message

Figure 24: Job Key - Log information

Status Description

S Script execution has begun

Q Job Queued

R Running

SE Report/Process completed

SS Script ran successfully

FA, FE, FN Job failed

NP Job submitted for printing

3) Job details The Job details tab contains various job related details such as: Application name, setup name, Start Time, End Time, User, Status of Job, Message

Figure 25: Job Details tab

Note: Clicking on the Print Icon will open up a pop-up from which you can print the contents of the grid from each of the respective tabs



5.1.2 Status tab – Search field descriptions The elements of the Status Tab search screen are described below:

Field Description

Org Name Organization Name. Can only be edited using the search button

Org ID This is the Organization ID

USERS

The drop down contains the Users that belong to the selected Org.

The User in conjunction with the Org will dictate the user‟s ability to

monitor and manage a server job. Security rights assigned to the user

id determine whether the user will be able to access the server job.

Auto refresh

The checkbox is selected by default and is set to 30 seconds. To

change the refresh rate uncheck auto refresh and enter your desired

refresh rate, then click on set.

Job Key This is a system generated number for the Job

Application ID This is the application ID for which the status is displayed

Search Initiates a search based on the search criteria

Reset Clears all the fields

5.1.3 Status Tab – Result Grid descriptions

The elements of the Status Result screen are described below:

Field Description

Job Key Unique System generated key

Application Name of the application

Setup Name given to the setup at the time of creation

Preview Clicking on Preview open up a new pop-up which displays the report.

Preview is discussed in more detail in section 5.2

Print The Print Button brings up the print options for the Report. Print is

discussed in more detail in section 5.3

Copy Downloads/open a copy of the report. Copy is discussed in more detail

in section 5.4

Status The different statuses are discussed in the section 5.1.2

Resubmit Resubmits the job to the server. See section 5.5

Started The Time and Date at which the Job was started

Ended The Time and Date at which the Job ended

USER ID The User that that created the Job

Message The most current message given out by the job server



5.2 Preview a Report

To preview a report click on the preview icon

The report is displayed in the Web Browser shown below:

Figure 26: Preview Report

The preview function offers tools specifically for reviewing the reports contents. The SEARCH button will

invoke a search dialog enabling you to search the report contents for a string of characters such as a local or

uniserv name or ID number or a membership type. There are certain jobs which may contain more than 1 file

generated, in such cases when you click on the Preview button the list for files generated are displayed:

Figure 27: Preview - Multiple files

Clicking on the Job name hyperlink will open up the browser to display the contents of the file.



5.3 Print Reports

If a printout is required then you need to click on the Print icon on the status tab. This will open up

the Print Dialog box. The default printer is displayed (If setup) or you can select the desired printer by clicking

on it from the drop down list.

Your state technical coordinator can help you select the printer if you are unfamiliar with the list of

printers and their locations

Figure 28: Print Pop-up

The Default printer is displayed in the field : Files are going to Print at. In our case it is mdhq5si

The default printer is setup by using the edit key on the Batch Job submission Page.

If there more than 1 file is generated then a checkbox will be displayed along with the option to select which

file(s) you want to print out. After making your selection click on Print icon. Print confirmation pop-up is

displayed.

Figure 29: Print Confirmation



5.4 Download Report

The COPY function provides the ability to save and copy the report output as a text file. The copy function

enables you to retain a copy of the output as a text file.

Note: The IMS system retains the report output for five days and then automatically deletes the file.

Click on Copy icon

A Pop-up dialog is displayed with option to Open/Save or Cancel

Figure 30: Copy Report Pop-up

Click Save to save the file on your computer.

You can also choose to open the file.

Figure 31: Copy option- Open file



5.5 Re-submit a report

If you wish to re-run a job all you need to do is to Re-submit the job again.

A job can be resubmitted from the stats screen.

1. Click on the Status Hyperlink.

2. Enter the Job Key and click on search

3. Click on the Resubmit icon

4. A pop-up with the Job Key is displayed

Figure 32: Job Key - Job resubmit

5. The new job will be queued which is displayed on the status screen

5.6 Delete report

The IMS system automatically removes output from the queue after 5 working days. However the

submitted job and Job key reference will continue to be displayed with all other server jobs until you delete

the file. You should delete the server job from the job status screen when you no longer need the job.

From the Status screen click on the Delete icon against the job which you want deleted. A pop is

displayed for confirmation. If you click on OK then the Job is deleted.

Figure 33: Delete confirmation Pop-up



5.7 Copy file to server

If the user needs to run a report by using an existing file (XLS), then the first step would be to upload

the file into the server.

The user can begin the upload process by clicking on the Reports & Extracts page. The user is

Displayed the Reports and Extracts Landing Page and then clicking on the „Copy file to server‟ button the

Main Landing page

Another way to access the Copy file to server screen is to click on the Hyperlink on the Batch Job

submission.

Figure 34: Copy file to server

Clicking on „Copy link to server‟ brings up the Copy file Tab.

Figure 35: Copy file to server

On the Copy file to server page, browse to the file to be uploaded and click on copy.

The „File Uploaded successfully‟ message is displayed

Hyperlink for ‘Copy

File to server’

Documents

INTERACTIVE MEMBERSHIP SERVICES USER GUIDE V4 - …INTERACTIVE MEMBERSHIP SERVICES (IMS) BJS - Reports User Guide Page 7 of 29 May 2009 1.0 Application setup 3.1 Process To process