I'm a Service Provider: Organization Data Follow

Topics Covered
Manage Positions
Manage Sponsors
Manage Schools
Manage Work Location

Target Users
Service Providers
Organization Administrators

Required Permissions
Service Provider Permissions

Introduction

This article provides detailed instructions for navigating and managing the Positions, Sponsors, Schools, and Work Locations sections in the ATLAS Directory.

Organization Data encompasses four key components:

• Positions
• Sponsors
• Schools
• Work Locations

Each of these elements can be accessed via the left navigation menu. However, visibility and access are permission-dependent. Users without the necessary permissions will not see the relevant options.

Manage Positions

The page displays a table of all positions currently available, along with their details, including Position Number, Title, Office, Incumbent, and Status.

This functionality enables Service Providers to:

• View and manage all available Positions associated with a Post.
• Make local changes to Position Names or their Abbreviations to reflect Post-specific terminology.

Columns Overview:

• • Position Number: A unique identifier for each position within the system.

  • Title: The official title of the position, reflecting the role or job within the organization.
  • Office: The department, unit, or division where the position is based.
  • Incumbent: The individual currently holding the position.
  • Active: Indicates whether the position status within the organization.
    • Active: The position is operational and may have an incumbent.
    • Initiated: The position is in the initial setup phase and is not yet fully operational.
    • Closed: The position is temporarily or permanently not in use.

Features and Actions

Add New Positions

• Click the New button at the top-left of the page to add a new position manually.
• Fill in the required fields, such as Position Number, Title, Office, and Incumbent.

Import Positions

• Click the Import button to upload multiple position records in bulk.
• Supported file formats and templates:
  • Ensure the file format matches the required template for proper import.

View and Filter Positions

• The Search bar allows users to find positions quickly by entering keywords, such as a Position Number or Title.
• Use the Column Visibility filter to customize the displayed columns.
• Click View Closed Positions to view previously deactivated or closed positions.

Edit and Manage Positions

• Each position entry has action buttons for quick management:
  • View Details: Click the first icon to view the full details of a position.
  • Edit: Click the pencil icon to update position information.
  • Ellipsis Options: Access additional options to add a note or delete the position.

Manage Sponsors

The Manila Sponsors section helps track and manage individuals or entities acting as sponsors. This can include employees, household members, or external sponsors who have been assigned specific tasks or responsibilities.

Sponsors are vital to Post operations, serving as either:

• Social Sponsors, providing cultural or social guidance.
• Office Sponsors, acting as professional liaisons.

With Manage Sponsors, Service Providers can:

• Add new sponsors.
• Update existing sponsor information.
• Remove sponsors no longer needed.

Typically, members of the CLO Service Provider group have the permissions needed to manage sponsors.

Columns Overview:

• • Name: The sponsor's full name.
  • # of Assignments: The number of active assignments linked to the sponsor.
  • Type: Specifies the sponsor's category.
  • Email Address: The official email address of the sponsor.
  • Phone Number: Sponsor's contact number, formatted for international dialing.
  • Employee Type: Describes the employment category.

Features and Actions

• View Non-Employee Sponsors:

  • To check available sponsors who are not employees, click Available Non-Employee Sponsors. 

• Search Sponsors:

  • Use the Search bar in the top-right corner to quickly find a sponsor by their name, email, or other details.

Manage Schools

The Manila Schools section is designed to manage school data efficiently. 

Service Providers can:

• Add, edit, or remove schools recommended for dependents eligible to attend local schools.
• Ensure that school recommendations reflect current availability and Post preferences.

Note: Permissions are required to modify school data. Only authorized users can perform these tasks.

Columns Overview:

• School Name: Name of the institution (ex. Brent International School, International School Manila).
• City: The city or region where the school is located.
• Grades: The range of grades covered by the school (e.g., Grades 1-12).
• Level: The level supported (ex. Post, Mission, or System).

Features and Actions

• Add a New School:

  • Click the + New button to open a form for adding new school details. Include information such as:
    • School details.
    • Contact information.
    • School address.

• Import Multiple Schools:

  • Use the Import button to upload a list of schools in bulk. Ensure the file matches the system's format (e.g., CSV or Excel).

• Edit Existing Schools:

  • To modify school details, click the pencil icon beside the desired school. Make updates to the name, address, or other attributes.

• Manage Associated Groups:

  • The group icon allows you to view individuals linked to the school.

• Delete a School:

  • Click the trash icon to remove a school. Confirm the action to ensure data integrity.

Manage Work Locations

The Manila Work Locations section provides tools to manage various job sites or work hubs associated with the application.

Service Providers managing Work Locations can:

• Add, edit, or delete work location data to reflect the operational setup at the Post.
• Ensure that all listed work locations are accurate and up-to-date.

Note: Like other components, this functionality is restricted to users with the appropriate permissions.

Columns Overview:

• Work Location Name: Name of the work location.
• City: The city or region where the work location is based.
• Level: The organizational level of the location (ex. Post, Mission, or System).

Features and Actions

• Add a New Work Location:

  • Click + New to open a form for adding a new location. Enter the work location name, contact information, and location address.

• Import Work Locations in Bulk:

  • Use the Import feature to upload multiple work locations simultaneously.

• Edit Work Location Details:

  • Select the pencil icon next to a location to make updates, such as modifying the name or city.

• View Assigned Personnel:

  • Click the group icon to see personnel associated with a specific location. This feature helps monitor staff assignments.

• Delete a Work Location:

  • Click the trash icon to remove a location. Confirm the deletion to prevent accidental data loss.

Overview of the Interface

Toolbar:

• Export Data:

  • Export sponsor details in various formats for offline use:
    • Excel: Suitable for detailed spreadsheet analysis.
    • CSV: Ideal for database imports or lightweight data transfer.
    • Clipboard: Copies the data for immediate use in other applications.

• Search and Pagination:

  • Utilize the search bar to quickly find information.
  • Use the pagination controls to navigate if the list exceeds the page limit. 
    • If the list exceeds 25 entries, navigate between pages using the controls at the bottom.