Step By Step Guide to FFA On-line Membership 2007-1 Files/submit_membership/Stepbystep Guide_O… · a magazine subscription, K. If you need to add a new name, click on the Add A

NATIONAL FFA ORGANIZATION PREMIER LEADERSHIP, PERSONAL GROWTH, CAREER SUCCESS

Revised December 2007 1

Step by Step Guide to FFA Online Membership



OUTLINE OF PROCESSING STEPS FOR FFA ON-LINE MEMBERSHIP

Membership Homepage – PAGE 3

https://access.ffa.org Access PeopleSoft LIVE login – PAGE 4 Navigate to Staff and Partners to enter advisor info & magazine subscriptions – PAGE 6

Membership System>Use>Staff and Partners Update Chapter and School Information – PAGE 11

Membership System>Use>Chapter Information Membership System>Use> School Information

Renew previous members at the Rapid Renewal Page – PAGE 12 Membership System>Use>Rapid Renewal Page

Add new members at the Student Rapid Addition Screen – PAGE 15 Membership System>Use>Student Rapid Addition Screen

Approve roster and forward to state at Chapter Roster Approval – PAGE 18 Membership System>Process>Chapter Roster Approval

Send copy of billing roster along with check to your STATE office for processing – Page 22 Retrieve Billing Roster from Email or Report Manager – PAGE 23

Membership System>Report>Report Manager Additional Process: Changes to Student Record after Approving Roster – PAGE 26 Membership System>Use>Student Rapid Entry Screen Additional Process: Print Chapter Roster – PAGE 28

Membership System>Reports>Chapter Roster Additional Process: Expire any duplicates at the Student Rapid Entry Screen – PAGE 37

Membership System>Use>Student Rapid Entry Screen



Membership Homepage

https://access.ffa.org

Type the address above in to your Internet address bar. Select PeopleSoft Live - Online Membership (not Excel) to enter PeopleSoft to complete your roster or look up information.

Use PeopleSoft Testing - Training Purposes Only Online Membership if you want the PRACTICE site for training purposes.

*Please note the link to Membership Support. This link will take you to the Membership Support site where you will be able to locate numerous help documents for the FFA Membership Online & Excel programs if you should

need additional help.



Access PeopleSoft LIVE login

This is the log in screen for PeopleSoft LIVE to complete your roster or look up information. Enter your chapter number in the User ID box (make sure your state abbreviation is capitalized, for example IN2000). Then type in

your password exactly as given to you by your state FFA association (your password is case sensitive). If possible, copy and paste your password if you have it electronically. Click on the yellow Sign In box.



The menu will appear on the left side of your screen. Click once on Membership System {Notice this and most of the following screen prints are green; taken from the test environment. The LIVE environment

has a blue box menu)



Staff and Partner Information; mailing list and New Horizons subscriptions

Then click Use and then Staff and Partners to get to the Staff and Partners screen to enter your magazine subscriptions

and advisor information. Your chapter number should show up automatically under FFA Chapter ID, if not, just type in your chapter number.

Click on Search



The listing of all your Staff and Partners will show under Search Results. Click on any name listed that will need

a magazine subscription, K. If you need to add a new name, click on the Add A New Value tab and then click ADD on the next screen to create a new subscription record. Enter all the requested information as described on the next few pages. Use your state abbreviation and 4 zeros for the State ID (for example: IN0000) if this is not

already auto-filled for you. If you don’t need any subscriptions, please make sure that the chapter advisor’s name is on the list and that the record is not expired, X (continue on for details on how to add/change a listing if needed). Clicking on a

name from the list will bring up that person’s record.



Check to see that all the information is correct. If a change needs to be made, under the blue bar, on the right

side, click on the + button first to effective date (this adds another line with the current date) the record and then make the new changes. If there is an arrow by the box you are entering, click on it to choose from the drop down

list. If there’s a magnifying glass, click on that to find the list to select from. Once you’ve made the entries/changes, scroll down and click on the SAVE button at the bottom, left of the page.

Anyone needing FFA advisor mailings and resource materials needs to have ADVISOR in the FFA Title box. Once you’ve saved that screen, click on the button that says Next tab or select the Personal tab at the top of your

screen



NOTE: To move from page to page in PeopleSoft please use the RETURN button at the bottom of the page or click on the menu listing you need on the left side of the screen. DO NOT use the back arrow at the top, left of the page! Using

the back arrow will knock you out of the PeopleSoft system.



Before you make any changes on this page, click on the + to effective date the record. If this is a new record it

will already have that day’s date so there’s no need to effective date again. Choose the correct FFA Membership Type (you can look up the options by clicking on the magnifying glass

icon): N – Adult Non-Member (this can be any person who is still actively involved with your chapter but is not getting a magazine, and will be included in National FFA mailings) K – New Horizons magazine subscription (generates a $7.00 billing) X – Expired Record (no longer involved with the chapter/school, no longer added to mailings). NOTE: There is no way to delete a record in PeopleSoft, just make sure the name is expired if they are no longer

involved with FFA.

Click SAVE at bottom, left of the screen when complete.



CHAPTER AND SCHOOL INFORMATION

If you have any changes to make to your chapter or school information, click on those titles on the left menu or use the folders on the screen. Then click SEARCH on the search screen to view data Please make sure that the data on these pages is current. This information is used for State & National Grants and chapter mailings. You will have both the side menu, along with a typical Windows type of folder listing that will make it easier to

locate the menu item you want faster. Remember to click on the + to effective date the record before making any changes and to SAVE the page once

you are done.



Renew previous members - RAPID RENEWAL PAGE

Click on Rapid Renewal Page under Use on your menu. A list of your current & expired members will appear.

Click on “View All or View 100” on the blue bar to see the larger membership list. The total number of students available will appear on the blue bar. You can also use the far right arrows, < or >, on the blue header bar to see different parts of the list on your screen. Click on any underlined header under the blue bar to sort the list. For example, if you click on Grade it will sort the members alphabetically by grade. Under the “R,” first column,

click on the box to the left of each member you want to renew. This makes a check mark. Skip over any names not in your chapter this year, do not attempt to delete, they are already expired. Students that are already renewed for the current school year will have the checked box grayed out. NOTE: If there are duplicate names, renew the line with the most current Expiration date. Working from left to right, update the applicable information on that

member’s line (FFA degrees, grade, etc.) You may see a “Y” under the “Bad Addr” column if the current address is undeliverable. By clicking on the blue Update Details link at the end of the line, you may update that bad

address and complete further information.



The Detail page will show you additional data on the student. Fields with magnifying glass icons need entries from

a predetermined list. Just click on the magnifying glass and select from the list. Drop down arrows offer a specific list too. If the address needs to be changed or updated, click on the + box first to effective date the record. The resulting screen will

look the same; just the effective date will have changed (the effective date should now be that day’s date). Highlight the information you want to change in the address and type over it. Once you are done, click the yellow SAVE button at the top

of the screen to keep the changes. To return to the previous screen, click on the blue Return to Rapid Renewal Page link at the top of the page.

If you return to the previous screen without saving the changes you made, they will not take effect!



Once you have check marked all your renewing students, verified their information, and are done with this session click on SAVE at the top of the page.

If you make any changes on these screens and do not SAVE, the changes will be lost when you go to another menu screen.

Once you save all the members you want to renew, you will see a message telling you how many members were

successfully renewed. Watch for this message at the top of your screen.



STUDENT RAPID ADDITION SCREEN – FOR USE IN ADDING NEW MEMBERS ONLY

Click on Student Rapid Addition Screen to add your new students. Once screen appears click on yellow ADD

button.



This template appears. Required fields are highlighted with an asterisk. If your state using the Req’d fields, you will be informed. Use the drop down lists to access the specific information required. Fields with a magnifying

glass icon need entries selected from the displayed list (click on the magnifying glass to view list). Do Not Use This Method Of Entry For Renewal Of Previous Members! This option assigns a new member

number to each added entry. Tab thru the fields. Select Save at the bottom left. Watch for the new ID number to populate at the top.

If you want to enter additional students, click on the ADD button and repeat the process. You can add or renew members at any time as long as you SAVE your work before you leave the screen

that you are working on. Once you are completely done updating all your information (student members, staff & partner, school and chapter) you are ready for chapter roster approval.



NOTE: A warning screen will pop up when you save the record if you entered a last name that is similar or identical to one that is already in the database for your chapter. Click on YES if you want to continue to add the member you’re working on or NO if you

want to cancel the duplicate entry you made. YES will save the record, NO will take you back to the template to add another student.



ADVISOR/CHAPTER ROSTER APPROVAL – APPROVING MEMBERSHIP AND FORWARDING TO YOUR STATE O FFICE

Once you have entered your main roster members you are ready to perform your advisor/chapter roster approval. Remember: each time you run chapter roster approval you are generating a separate billing.

Wait until you have the majority of your members entered before you approve your roster.

At the menu or on the screen, click on Process and then Chapter Roster Approval.



Your chapter number should auto-fill in the Chapter ID box, or fill it in.

Click SEARCH.



The members that you have renewed or added as new will display on the screen. Verify that the names and the number of

members are correct for your chapter. You can put the list in alphabetical order by clicking on the Last Name header under the blue bar. The total count of members that you have submitted is listed on the right side of the blue bar.

You can either approve each member individually by checking the box at the beginning of each row or you can approve the entire chapter at once by clicking on the “Select All Students” button. If you have a duplicate name DO NOT CHECK MARK the

duplicate member record, leave it blank. If a duplicate name is checked and approved you will be billed for that member. (See the end of this report for how to expire the duplicate record. If you don’t expire the record it will show up on your roster list.)



Once you are done marking the approved members, click on the SAVE button at the bottom of the page.

SAVING will send your selected members on to the state level for processing. * If you forget a student in your initial submission, you can submit additional students individually or in groups. You will enter

them the same way as your original roster and print an additional billing roster using the new batch number. Submit this billing to your STATE office like you would a supplemental roster.



Send copy of billing roster along with payment to your STATE office for further processing

You will see the words, “Processing” and then “Saved” appear in the upper right corner of the screen.

Once it is SAVED your billing/batch number will appear. *Write down the billing/ batch number from this screen if you anticipate running a billing roster at a different time.

You have now submitted your roster to your state via the On-line Membership system. Follow your state association’s instructions regarding sending payment and roster information to your STATE office. Normally your

state will want a copy of your billing roster (instructions to follow) and payment. DO NOT send payment to the National FFA.

Once your roster has been nationally approved you will begin receiving your magazines starting with the next available issue.

Magazine addresses are pulled from the database approximately seven weeks before you receive the magazine in the mail.

The second line on the address label of the New Horizon’s magazine lists that student’s 9 digit FFA ID number.



Retrieve Billing Roster from Email or Report Manager

1. Email/preferred method: Enter your email address in the open box, top right and click on “Print New Roster”. This will send a billing roster of the members that you’ve just approved (this batch) to the email address you provided. It

will not send any other earlier submissions of your roster. You must have Adobe Acrobat installed on your computer to open the pdf. file of your roster. You can send multiple emails by inserting a semi-colon, with no spaces

between addresses, in the email box. 2. Report Manager: If you don’t have an email address and you want to print a roster right now, click on “Print

New Roster (this batch only)” and leave the email box blank. After a moment, a pop up box will appear and tell you that your report will be appearing shortly in Report Manager. If a pop up box does not appear (some are

blocked by your computer) just check in Report Manager and see if the report is already there. NOTE: If you don’t have Acrobat or if you leave this screen without printing a roster you will have to print a billing

roster later by following the printing roster directions included later in these instructions. That roster can be printed as an Excel

or pdf file.



Report Manager is under Reports on the menu.

When you first get to Report Manager, make sure that you are viewing the “List” tab. Periodically click on the yellow

“Refresh” button until your report appears. Sometimes it takes a while to process depending on how busy the system is. Once the report appears, click on the blue FFA3005 link.

Click on the PDF link to access the roster.



A smaller screen will show up with your roster. Click on the enlarge box to see it fully on your screen if needed.

The bottom of the billing roster lists the state, national and grand total amounts of your dues for that particular batch. Click on the print icon on the pdf screen to print the roster.

Use the save icon to save the file to your computer. Close out of the screen when you’re done.



ADDITIONAL PROCESSES:

CHANGES TO STUDENT RECORD AFTER APPROVING ROSTER

If you should need to make changes to a student record that is already approved, go to Use, then Student Rapid Entry Screen.

Enter the student’s name in the search screen to get to their member record.



To change the birth date, make changes to the date and then click on SAVE at the bottom of the page. To change an address, click on the + sign in the address box. Effective date should change to that day’s date.

Make the necessary changes and click SAVE. Please note: You cannot make a change to a record on the same date that you entered it. The effective date needs to be a different day in order for the record to save. A

future date may be used. You can change anything in the Membership box EXCEPT the Membership Type. Click the + in that box (effective

date will change), make your changes and then click SAVE at the bottom of the page. Changes will take place

immediately. DO NOT CHANGE THE MEMBERSHIP TYPE ONCE YOU’VE APPRO VED THE STUDENT!!!

Contact your state office with MEMBERSHIP TYPE and NAME changes. You DO NOT have to Chapter Roster Approve informational changes.



PRINTING A CHAPTER ROSTER

From the left menu or screen click on Reports, then Chapter Roster. If you try to leave an earlier screen and it asks you to save or cancel, you can either save the previous screen, if there’s a save button, or if there’s nothing to

save, hit cancel to get to this screen.



Once you are at this screen, click on “Add a New Value” if it’s your first time to run a roster from this screen. If you’ve already done this step, click on Search and skip to page 31 of these directions.



To set up running a chapter roster for the first time, type ROSTER in the Run Control ID box. Click Add.



Clicking on Add will bring you to the Chapter Roster screen.

Click SAVE. This will set up your roster process. You will only have to do this process the first time that you run a chapter roster. If your chapter number is not

automatically entered, enter it in the FFA Chapter ID box. Enter the batch number that you wrote down when you advisor approved your roster if you want to print a billing roster.

If you are not running a specific billing roster, leave the batch number box blank. Leaving the batch number blank will produce

a report of all the active members in your chapter to date. It will not generate a roster with billing information. Click RUN.



This page should auto fill, click OK



You have returned correctly to the first page.

At the top, right click on Process Monitor



Click REFRESH until your report Run Status says “Success”. Once your run status says success, click on the DETAILS link.



If the View/Log Trace link is not underlined & blue go back to the previous page (by clicking OK on this page), click “Refresh” a few more times and then return to

check this page until the blue link appears.

Click the View Log/Trace link.



Open your file by clicking on the PDF link. This will initialize your adobe acrobat and the pdf file will appear.

Your roster is now ready to view and print. On the roster, the batch status code will show the status of your roster as it processes through to National. Codes for Status: AA – Advisor/Chapter Approved, SA- State Approved, and NA- National Approved.

NOTE: Once National processes the roster the magazine subscription will start with the next available issue.



EXPIRING A DUPLICATE RECORD

Follow these instructions if you had a duplicate name listed on the Chapter Roster Approval screen that has NOT

been approved. Do not expire an approved member. Contact your state office to change active membership.

To expire a duplicate NON-APPROVED member (someone who was made an M, T or F by mistake but not checked for Chapter Roster Approval): go to Use>Student Rapid Entry Screen. At the search screen enter the

duplicate student member number or search by the student’s name.



When the member record comes up that you want to expire, click on the + button in the membership box.

This will effective date the record (put that days date on the effective date line). Change the Membership Type to “X”.

If there is a batch number listed on this screen DO NOT expire, contact your state office for help. Click SAVE at the bottom of the screen to expire the duplicate membership.

Please note: You cannot make a change to a record on the same date that you entered it. The effective date needs to be a different day in order for the record to save. A future date may be used.

Documents

Step By Step Guide to FFA On-line Membership 2007-1 Files/submit_membership/Stepbystep Guide_O… · a magazine subscription, K. If you need to add a new name, click on the Add A