Current and historical officer information can be inquired on by selecting the OFFINQ option from the inquiry procedures menu.

+--------------Officer Processing---------------+ | OFFMAINT Officer Maintenance | | OFFINQ Officer Inquiry | | OFFLAB Officer Mail Labels | | OFFROS Officer Roster with Address | +-----------------------------------------------+

With the officer inquiry option, you can list officer data for a local affiliate, council, etc. You determine which officers to include on the inquiry list by specifying various criteria. The criteria options are:

affiliate ID - local or council
district - locals and/or councils
not recorded required offices
heads of affiliates
offices held
current officers
officers during a specified time period

You can select one or more options depending on the officers that you want to include.

This procedure also allows you to create mailing labels and export files for the officers of affiliates that you have access to.

This chapter describes how to create officer inquiry report lists, labels and export files.

145.1 Officer Inquiry Screen

ULTRA United Brotherhood of Carpenters and Joiners of America (date) Arizona State District Council UBC04003 Affiliate ID : District : Affiliate level : Current Office/Officer List : Not Recorded Required Offices Only: Current heads only : Office held : Current officers only : Term start date : Term end date : Sort by : Output option : Affiliate ID? UBC04003 For District inquiry, do NOT enter an Affiliate ID <ESC>=Exit OFFICER INQUIRY <F2>=Back <F1>=Help

145.2 Selecting Officer Data - the Prompts

Affiliate ID

If you want to create a list of officers for a local or council, enter an affiliate ID at the affiliate ID prompt.

If you are creating a list of officers for a district, erase the default affiliate ID if there is a default, or press [Enter] to skip this prompt. There should be no entry at the affiliate ID prompt.

Affiliate ID? ________

If a default affiliate ID is provided and it is correct, you can press [Enter] to accept the default.

You can enter the affiliate number or enter the entire affiliate ID. After the affiliate ID is entered, the affiliate name is displayed.

If a council ID is entered, you are asked which officers that you want to include.

+----Include officers of ...-----+ | this council only | | this council and its locals | +--------------------------------+

Select "this council only" to include only the council officers.

Select "this council and its locals" to include the officers in the council and in all the locals in the council.

District

If you did not enter an affiliate ID, you are asked for the district.

+----------District-----------+ | all | |-----------------------------| | CAN Canadian District | | CNT Central District | | EST Eastern District | | MID Midwestern District | | STH Southern District | | WST Western District | +-----------------------------+

Select "all" to include all districts on the officer inquiry list, or select one of the districts to inquire on.

As you select your inquiry criteria, your selections are displayed in the upper portion of the screen. If you need to go back to a previous option and make a change, continuously press <F2> until you are at the prompt you want to change.

Affiliate Level

If you selected a district to report on, you are asked if you want to include only council officers, only local officers, or all council and local officers on the inquiry report.

+-Affiliate Level--+ | Councils only | | Locals only | | All | +------------------+

Select "Councils only" to include only council officers on the inquiry report.

Select "Locals only" to include only local officers on the report.

Select "All" to include all council and local officers.

Office/Officer List

You are asked if you want to create a list of the current offices and officers.

+List All Current Offices and Officers+ | Yes | | No | +-------------------------------------+

Select "Yes" to create a list of the current offices and officers.

Select "No" to skip this prompt.

Not Recorded Required Offices List

You are asked if you want to create a list of the not recorded required offices.

+List All Not Recorded Required Offices Only+ | Yes | | No | +-------------------------------------------+

Select "Yes" to create a list of the current not recorded required offices.

Select "No" to skip this prompt.

Head of Affiliate

You are asked if you want to include only heads of affiliates on this inquiry.

+Current Heads of Affiliate Only+ | Yes | | No | +-------------------------------+

If "Yes", only heads of affiliates will be included on this inquiry report, and no other criteria will be asked for.

If "No", you will be asked for the officers to be included on this inquiry.

Select "Yes" or "No".

Officer Codes

You are asked for the officer codes you want to include on the inquiry.

+-------------Select Officer Codes--------------+ | all | |-----------------------------------------------| | ADMIN Administrative Assistant | | ALTCNL Alternate Delegate to Council | | APPCRD Apprenticeship Coordinator | | ASSTBM Assistant Business Manager | | ASSTBR Assistant Business Representative | | BOARD District Vice President | | BUSMGR Business Manager | | BUSREP Business Representative | | . . . . . . . . . . . . . | +-----------------------------------------------+

After the officer codes are displayed, you select which codes to include on the inquiry. You can select one, several or all officer codes.

Select "all" to include all officer codes on the inquiry.

To select one or more officer codes, select each code you want from the list of codes - one at a time. As each code is selected, it is displayed in the top portion of the screen. For example, if "FINSEC" and "PRES" are selected, you would see:

Office held : FINSEC,PRES

Should you wish to remove one or more of the selected codes, you can use the "Remove Officer Code" option to remove the codes.

+-------------Select Officer Codes-------------+ | accept current default | | all | | reset | |----------------------------------------------| | ASSTBM Assistant Business Manager | | ASSTBR Assistant Business Representative | | BOARD District Vice President | | BUSMGR Business Manager | | ... | | ... | | TRUST Trustee | | VICEPR Vice President | | WARD Warden +Remove Officer Code+ |----------------------------------------------| FINSEC | | Remove Officer Code [>| PRES | +----------------------------------------------+-------------------+

When you select "Remove Officer Code", a list of the selected items is displayed. You can then select the code to remove. As each officer code is removed, it is erased from the list shown in the top portion of the screen.

Select "accept current default" when you are done selecting and removing officer codes.

Use the "reset" option to erase the current selections and start over.

Current Officers Only

You are asked if you want to include only current officers on the inquiry.

+Current Officers Only+ | Yes | | No | +---------------------+

Select "Yes" if you want to include only current officers on the inquiry. If "Yes", the term start and end date prompts are skipped.

Select "No" if you want to include past officers on the inquiry. If "No", you will be asked for the term start and end dates.

Term Start Date

If you answered "No" to the "current officers only" prompt, you are asked for the date range of the officer terms you want to inquire on. For example, you might want to get a list of past officers who held office during a previous term. In this case, you would enter the start and end dates of the previous term.

First, enter the term start date.

From term start date (MMDDYYYY)? ________

Enter a valid start date in MMDDYYYY format.

Term End Date

Enter the term end date in the range of term dates.

Thru term end date (MMDDYYYY)? ________

Enter a valid end date in MMDDYYYY format.

The end date should not be prior to the start date.

Sort Options

You are asked how you want to sort the selected officer data.

+-------Sort Options--------+ | District, then Council | | Affiliate ID | | Officer Name | | Zip Code | | Office | +---------------------------+

Select "District, then Council" to sort by district and council.

Select "Affiliate ID" to sort by affiliate ID.

Select "Officer Name" to sort by officer full name.

Select "Zip Code" to sort by zip code.

Select "Office" to sort by office.

Output Option

You can create a report, mailing labels and export files of officers in the affiliates that you have access to. You can only create a report of officers in affiliates that you do not have access to.

If you have included officers in affiliates that you have access to, you are asked for the output option.

+-----Output Option-----+ | Create Report | | Create Labels | | Create Export File | +-----------------------+

Select "Create Report" to create a report of the selected officers.

Select "Create Labels" to create mailing labels.

Select "Create Export File" to create an export file that can be loaded down to your PC.

145.2.1 Create Report

+Proceed-+ | Yes | | No | +--------+

Select "Yes" to proceed with inquiry generation.

Select "No" to go back to the previous prompt.

Press <ESC> to abort this inquiry process and return to the inquiry procedures menu.

If "Yes", the officer inquiry generation process is started. If no officers are found for the inquiry criteria, the following message is displayed:

No officers found for given criteria

and you can enter other criteria and try again.

Officer Inquiry Examples

The following is an example of a current office/officer list.

30-Sep-2009 United Brotherhood of Carpenters and Joiners of America Page 1 Officer Inquiry All Current Offices and Officers Cncl Aff Office H Officer Name Member ID Term End ----- ----- ---------------------- - -------------------- ----------- ---------- 4003 1444 Financial Secretary Board Sr, Carl L U-1933-0245 07/31/2012 President Cook Jr, Sandy D U-4688-6519 07/31/2012 Recording Secretary Board Sr, Carl L U-1933-0245 10/31/2012 Vice President ** not recorded ** Treasurer ** not recorded ** Delegate to Council Board Sr, Carl L U-1933-0245 05/31/2012 Trustee ** not recorded ** Trustee ** not recorded ** Trustee ** not recorded ** Conductor ** not recorded ** Warden ** not recorded **

The following is an example of a not recorded required office list.

30-Sep-2009 United Brotherhood of Carpenters and Joiners of America Page 1 Officer Inquiry All Not Recorded Required Offices Only District Council ID Aff ID Not Recorded Office -------- ---------- ---------- ---------------------------------------- WST UBC04003 UBC01444 Vice President Treasurer Trustee Trustee Trustee Conductor Warden

145.2.2 Create Labels

If you selected "Create Labels", you are asked for the label type.

+-------Type of Labels-------+ | 1 Up | | 1 Up (Avery 4013 label) | | 2 Up (Avery 5262 label) | | 3 Up (Avery 5160 label) | +----------------------------+

Select the appropriate label type from the menu.

Proceed

You are asked if you want to proceed with creating the labels.

+Proceed with Labels+ | Yes | | No | +-------------------+

Select "Yes" to create the labels.

Select "No" to return to the previous prompt.

If "Yes", the labels are created.

The following is an example of officer labels.

Jack Armstrong Larry Lee Chaffee 29013 Lilac 4609 W Conrad Rd Valley Center CA 92082 Escondido CA 92027 Jack Daniels Sam Totes 13412 Valley Center Road 10034 Old Castle Valley Center CA 92082 Valley Center CA 92082

145.2.3 Create Export File

If you selected "Create Export File" you are asked for the export file name. A default name is provided.

Export file name? OI_20021115_________ Please use only letters and numbers

Press [Enter] to accept the default export file name, or enter the name that you want to give to the export file.

The name can be up to 20 characters in length.

You can use letters, numbers, the underscore character (_), and the dash (-).

After you enter the name, the full export file name is displayed.

Proceed

You are asked if you want to proceed with creating the export file.

+Proceed-+ | Yes | | No | +--------+

Select "Yes" to proceed with creating the export file.

Select "No" to go back to the previous prompt.

Press <ESC> to abort this process.

If "Yes", the export file is created. The following message is displayed after the file is created.

USER:[TESTER.WWW]OFFINQ.TXT has been created and may be downloaded from web site. Press the RETURN key to continue

Press [Enter] to continue.

Export File Information

The export file consists of a header record and officer data records.

The header record contains the following:

"Affiliate ID","Office Code","Head Officer Flag","Full Time Flag","Term Start", "Term End","Member ID","Member Name","Address1","Address2","City","State", "Zip","Phone","Alt Phone","Cell","Pager","Email","Fax"

The data record looks like the following:

"UBC01444","FINSEC","Y","N","06/01/2004","05/31/2007","U-3201-7012", "Benny Collins","2309 N. Country Club","Unit 2","Tucson","AZ","85723", "(520) 555-2309","5205552304 sister","5205552301","5205552303", "[email protected]","5205552302"