Unity: Queries (Alberta Council)

From SJA

Contents 1 The Need 2 Policy 2.1 Purpose 2.2 Scope 2.3 Responsibilities 2.4 Definitions 2.5 References and Related Statements of Policy and Procedure 3 Procedures 3.1 Contact Query 3.2 Account Query 3.3 Classes Query 4 Attachments

The Need

There is a need to identify the process for completing queries in the Unity database. In order to perform a successful query it is important to understand the basic process for completing queries.

Policy

A query must be completed for all contacts and accounts prior to creating a new contact or a new account to prevent duplication.

Purpose

The purpose of this Statement of Policy and Procedure is to ensure queries are being performed in accordance to the policy.

Scope

This Statement of Policy and Procedure applies to all Unity users.

Responsibilities

Administration is responsible for ensuring that:

• Queries are being completed prior to a new contact or account record being created

The Finance Department is responsible for ensuring that:

• Users are provided with the correct procedure to complete a query

Definitions

"Query" is used to search the Unity database for specific information.

"Contacts" screen tab is used to query, create, and edit contacts in the Unity database. Contacts include customers, students, volunteers, instructors, and employees.

"Accounts" is used to query, create, and edit accounts in the Unity database. Accounts include credit and non-credit accounts.

For further information regarding queries contact the Finance Department.

References and Related Statements of Policy and Procedure

• Unity: Contacts (Alberta Council)
• Unity: Accounts (Alberta Council)
• Unity: Student Registrations (Alberta Council)

Procedures

Prior to entering a new contact record or a new account record a query must be performed to prevent duplication of records. In some cases the contact/account name being queried may be in the system but will not be the correct contact/account. This can be verified by checking the middle name, date of birth, address, or phone numbers.

If the correct contact or account name is in the system but requires updating, the record in Unity will need to be edited with the correct contact/account information.

Contact Query

1. Click the Contacts screen tab.
2. Select All Contacts from the drop down menu.
3. Click the Query button.
4. Queries may be performed in a couple different ways:
   1. Enter the contacts surname and first name OR
   2. Enter the first three or four letters of the first name followed by an asterisk and three or four letters of the last name followed by an asterisk.
5. Click Go.
   

   

   Contact Query
6. If the contact name appears check the information to ensure it is the correct contact. If it is, make any required changes or enter additional information.
7. If the contact is not in the system perform additional contact queries using address information, date of birth, middle name, or phone numbers. Note: If there are any special characters in the contact name a query can be performed using the asterisk (*) function which can be used in front and/or behind the query. The asterisk allows the system to search for word(s) as entered as well as additional information in front of/or behind the query.
8. If the information is not in the system create a new contact.

Account Query

1. Click the Accounts screen tab.
2. Select All Accounts from the drop down list.
3. Click the Query button.
4. Enter the account name.
5. Click Go.
   

   

   Account Query Image
6. If the account name appears check the information to ensure it is the correct account. If it is, make any required changes or enter additional information. If any changes are made to an accounts address or phone number send an email to the Accounts Receivable Coordinator so the account in the financial system can be updated accordingly.
7. If the information is not in the system perform additional account queries using an address or phone number. Note: If there are any special characters in the account name a query can be performed using the asterisk (*) function which can be used in front and/or behind the query. The asterisk allows the system to search for word(s) as entered as well as additional information in front of/or behind the query.
8. If the information is not in the system create a new account.

Classes Query

The classes query can be used to search for a class or review class availability.

1. Click on the Classes screen tab.
2. Select All Classes from the drop down list.
3. Click the Query button.
4. Query the class by entering the Class Number. If the class number is unknown enter the Start Date of the class and the Org. Unit.
5. Click Go.
6. Review the class list to determine whether there is an available seat. A green square under the Availability column indicates availability on the class. Availability may also be determined under the Open Seats column.
7. To review more information regarding the class click on the class number hyperlink.

Attachments

None