Step by Step Guide to FFA Online Membership

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Step by Step Guide to FFA Online Membership 2009
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Table of Contents Helpful Hints - slide 3 Member
ship Homepage slide 4 PeopleSoft LIVE login sl
ide 5 Use Staff and Partners to update adviso
r info renew magazine subscriptions slide 7
Add new staff or partner slide 10
Membership SystemUseStaff and Partners
Chapter and School Information slide 11
Membership SystemUseChapter Information
Membership SystemUse School Information
Renew previous members at the Rapid Renewal Page
slide 12 Membership SystemUseRapid
Renewal Page Add new members at the Student Rapid
Addition Screen slide 15 Membership
SystemUseStudent Rapid Addition Screen
Process Approve roster and forward notice t
o state at Chapter Roster Approval slide 18
Membership SystemProcessChapter Roster
Approval Reports Retrieve Billing R
oster from Email, at time of approval slide 20
Send a printed copy of billing roster along with
check to your STATE office for processing Page
21 Additional Process Print Chapter Roster fro
m menu, at any time slide 22
Membership SystemReportsChapter Roster
Changes to Student Record after Approving Roster
slide 31 Membership SystemUseStudent Rapi
d Entry Birthdate, address, expiring duplicated o
r unneeded records slide 32
Membership SystemUseStudent Rapid Entry
Screen
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• Helpful hints for working in PeopleSoft
• Effective datingFor existing records click on
  the button first to effective date (this adds
  another line with the current date) the record
  and then make the new changes. SAVE.
• If there is a down arrow by a field, click on it
  to choose from the specific drop down list.
  
• If there is a magnifying glass icon, click on it
  to see a predetermined list to pick from.
  
• NOTE To move from page to page in PeopleSoft use
  the RETURN button at the bottom of the page or
  click on the menu listing needed 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.
• Follow your state associations instructions
  regarding sending payment and roster information
  to your STATE office. Normally your state will
  want a copy of the 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
  Horizons magazine lists that students 9 digit
  FFA ID number
  
• 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 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.
• On left menu, disregard Submit Roster for
  Processing. This step is no longer required.
  
• Do not use Report Manager

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Membership Homepage https//access.ffa.org
Type or copy the address above into your Internet
address bar. This is a good page to save to your
Favorites. Select Login to the FFA Online Members
hip / Financials system to enter LIVE PeopleSoft
to complete roster or look up information.
Please note the link under Membership Support.
This link directs to numerous help documents for
the FFA Membership Online unlock account help.
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PeopleSoft LIVE login page
After selecting Login to the FFA Online
Membership / Financials system. , this is the log
in screen. User ID is chapter number (state abb
reviation needs to be capitalized, for example
IN2000). Type in password exactly as provided b
y your state FFA association (password is case
sensitive caps lock key needs to be off). If
possible, copy and paste your password if you
have it electronically. Click on the Sign In box
.
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Using the left menu, click on Membership System.
Do not use folder icons on the middle of the
screen. 3 main sections will drop down Use, Proc
ess and Reports.
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Use Staff and Partners mailing list and adult
New Horizons subscriptions

Notice this and most of the following screen
prints are green taken from the test
environment. The LIVE environment has a blue box
menu Click Use and then click on Staff and Partn
ers to enter your magazine subscriptions and
advisor information. Your chapter number should a
uto-fill in FFA Chapter ID, if not, type in your
chapter number. Click on Search or your staff rec
ord may appear. Or, a listing of multiple records
will appear at the bottom of the page. Click
anywhere on one line and a single record will
appear on the screen.
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Under Employee Type, click on the drop down arrow
for a list and select chapter. Do not use
State. Anyone needing FFA mailings and resourc
e materials must have ADVISOR in the FFA Title
box. To change Address Information, under the bl
ue bar, on the right side, click on the button
first to effective date the record (this adds
another line with the current date). Update the
information, scroll down and click the SAVE
button at the bottom, left of the page. Next,
select the Personal tab at the top of your screen.
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To make any changes on Personal tab page, first
click on the to effective date the record.
Choose the correct FFA Membership Type (you can
look up the options by clicking on the magnifying
glass icon) K New Horizons magazine subscripti
on (generates billing and will appear on your
chapters approval list for later processing).
This membership type will be included in all FFA
mailings. N Adult Non-Member (This is reco
mmended for any Advisor or staff, still actively
involved with your chapter, but is not getting a
magazine, and will be included in National FFA
mailings) 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 record
is expired if they are no longer involved with
FFA. Click SAVE at bottom, left of the screen whe
n complete.
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To add new Staff or Partner Go back to the left m
enu Under Use, Click on Staff and Partner Click
on the Add A New Value tab or link.
Next page click ADD Use your state abbreviation
and 4 zeros for the State ID (for example
IN0000) if this is not already auto-filled for
you.) Tab through and enter all the requested inf
ormation as described on the previous pages.
New records populate with the current date and
membership type of N for mailing list.
Do not select the no need to effective date.
Save
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Chapter and School Information
Click on Chapter Information on the left menu.
Click SEARCH. Verify the data on these pages is
current. This information is used for State
National Grants and chapter mailings.
Click on the to effective date the record
before making any changes under the blue bar.
SAVE. Go back to left menu and repeat/verify Sch
ool Information.
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Renew previous members Rapid Renewal Page
From left menu click on Use then click on Rapid
Renewal Page. Click on View All or View 100 on
the blue bar to see the larger list. The total
number of records will appear on the blue bar,
far right. Dont forget to use the far right
arrow, , to see end of the list.
Under the blue bar, click on any underlined
header to sort the list. Expiration is
suggested. To bring to the top of the list, last
years members, click on Expiration until the
previous years 8-31 date appears at the top. The
system will sort the members by expiration date
and then alphabetically by last name.
Under the first column, R for renewal, click in
the box to the left of each member who has paid.
This makes a check mark. Skip over any students
not in your chapter this year, do not attempt to
delete, they are already expired 8-31. Students
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 ri
ght, update the applicable information on that
members line (FFA degrees, grade, etc.) You may
see a Y for Yes, under the Bad Addr column if
the current address is undeliverable magazine
will not be mailed. By clicking on the blue
Update Details link at the end of that line, you
may update that bad address and complete further
information.
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The Detail page will show you additional data on
the student.   If the address needs to be change
d or updated, in the address box, click on the
first to effective date the record. The
resulting screen will look the same just the
effective date will have changed to the current
date. Highlight the information you want to
change in the address and type over it.
Click the yellow SAVE button at the top.
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!
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Once you have check marked all your renewing
students, verified their information, and are
completely done with this session click on SAVE
at the top before leaving the page. Do not save
after each green check mark. If any changes are
made on these screens and not SAVED, the changes
will be lost when you go to another menu option.
After saving, you will see a message telling how
many members were successfully renewed. Watch for
this message at the top of your screen.
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Student Rapid Addition Screen
For adding new members only

From the left menu, under Use, click on Student
Rapid Addition Screen to add your new students.

Click on the yellow ADD button.
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This form appears for each new member. Tab thru
the fields. Required fields are noted with an
asterisk. If your state is using the State Req
d fields, you would have been informed.
Do Not Use This Method Of Entry For Renewal Of
Previous Members! This option assigns a new
member number to each added entry.
Save at the bottom, left when done. Watch for the
new 9 digit ID number to populate at the top.
This ID number is a confirmation of the save.
See duplicate warning message, next page.
If you want to enter additional students, click
on the ADD button, bottom right and repeat the
process.  When completely done updating all
information (student members, staff partner,
school and chapter) you are ready for chapter
roster approval.
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Duplicate Warning Message
NOTE A warning screen will appear when
attempting to save a record if a last name is
similar or identical to one already in the
database, for your chapter. Click on YES if you w
ant to continue to add the member youre working
on or NO if you want to cancel the duplicate ent
ry you made. YES will save the record, ID numbe
r will appear. NO will take you back to the templ
ate to add another student.
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Process Chapter Advisor Roster Approval
Submitting to state

When the main roster members are renewed or added
advisor/chapter roster approval is next.
Remember each time this is done a separate
billing/batch is generated. Wait until you have
the majority of your members entered before you
approve your roster. From the left menu, click on
Process and then Chapter Roster Approval.
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The members renewed and/or added will display on
the screen. Put list in alphabetical order by
clicking on the Last Name header under the blue
bar. Verify the names are correct for your
chapter with no duplications. Number of members
is listed on the right side of the blue bar.
Select each member individually by checking the
box at the beginning of each row, under Select
for Batch, or select the entire chapter at once
by clicking on the Select All Students button.
If there is a duplicate name DO NOT CHECK MARK
the duplicate member record, leave it blank or
uncheck it. If a duplicate name is checked and
approved billing will occur for that member.
(See the end of these instructions for how to
expire the duplicate record. If you dont expire
the record it will remain in your chapter.)
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After check marking the current members, click
SAVE button at the bottom, left of the screen.
Watch for Processing and then Saved to appear
in the upper, right corner of the screen.
A dialog box will appear with this message
Roster successfully submitted to your state.
Write down batch number ________. Enter ONE email
address above/top right. Select button, Print new
roster this batch only. Click OK. If you do
not have an email account, follow Additional
ProcessesPrint From Left Menu, later in these
instructions. When prompted to save again, before
leaving page, click cancel. To continue with pre
ferred email roster, Select button, Print new ro
ster this batch only. Next dialog box to
appear Batch/billing roster sent to your email.
Log out of PeopleSoft, when prompted to Save
again, select cancel. Open email account to find
roster Click OK. The system prompts to save agai
n the email address. Do not save, click cancel.
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This will send a billing roster of the members
just approved (this batch only) to the email
address you provided. It will not send any othe
r earlier submissions of roster.
On left menu, disregard Submit Roster for
Processingthis step not needed.
Do not go to Report Manager. Go to the email acco
unt you entered above to retrieve roster.
You will receive a message from
PeopleSoft/National FFA. Click on the pdf
attachment to open your roster, save, print and
view totals/dollar amounts due.
Print a copy for your bookkeeper to attach
payment and mail both to your STATE office.
If you dont have Acrobat or if you leave the
above screen without printing a roster, go to the
left menu to generate and print roster.
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Additional Processes Reports Printing a roster f
rom left menu
Anytime information is needed
From the left menu click Membership
SystemReportsChapter Roster
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Click on Add a New Value if its your first
time to run a roster from this screen.
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Type ROSTER in the Run Control ID box. Click Add.
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Click SAVE on this page. You will only have to
do this process the first time you run a chapter
roster. This run control ID/process is saved for
future use. If chapter number is not automatica
lly 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 for a specific group of
students.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 the chapter
to date, including supplemental rosters. It will
not generate a roster with billing information.
Click RUN top/right.
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This page should auto-fill with
Type Web
Format PDF Click OK
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You have returned correctly to the first page. At
the top, right click on Process Monitor

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Click REFRESH, top/right until under Run Status
displays Success. Click on that lines Details
link, middle/right of page.

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Click the View Log/Trace link. If the View/Log
Trace link, bottom/right is not underlined, go
back to the previous page (by clicking Cancel on
this page, bottom left), click Refresh a few
more times, click on success details link again
and return to check this page until the View
Log/Trace is underlined.
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Open the file by clicking on the FFA3005PDF
link, middle/left of page. This will initialize
Adobe Acrobat and the pdf file will appear. The
roster is now ready to view, print and save.
On the roster, the batch status code will show
the status of your roster as it processes through
to National. Codes for Status AAhas been
Advisor/Chapter Approved, SA-has been State
Approved, and NA-has been National Approved
NA-magazine subscription will start with the
next available issue Notice the batch number col
umn. A zero indicates students who still need
chapter roster approval, Membership
SystemProcessChapter Roster Approval. If you
need to run a batch/billing roster, copy a batch
number from this pdf, go back and run the roster
again, pasting in the batch number.
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Additional Processes Changes to student record a
fter approving roster Birthdate, address, expirin
g duplicated or unneeded records

If you should need to make changes to a student
record that is already approved, click on Use,
then Student Rapid Entry Screen.
Enter the students name or ID number in the
search screen to get to their member record.
Hit Search.
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• To change the birth date, highlight the date,
  change it and SAVE at the bottom of the page.
  
• To change an address, click on the sign in the
  address box. The current date will appear. Make
  the necessary changes and click SAVE.
  
• To expire a duplicate or unneeded record, If the
  batch status is SA state approved or NA for
  nationally approved, DO NOT expire, DO NOT CHANGE
  MEMBERSHIP TYPE, contact your state office.
• click on the button in the membership box.
  This will change the date to current. Change the
  Membership Type to X.
  
• Click SAVE at the bottom of the
  screen.
  
• You DO NOT have to Chapter Roster Approve these
  changes.
  
• Please note You cannot change 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.
  
• Contact your state office with MEMBERSHIP TYPE,
  NAME or SPELLING changes.