Event Management System

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The Event Management System is designed to record and keep track of dynamic customer information that is outside of the customer’s normal profile. For example, the credit department can use event management to enter information about a conversation they had with a customer regarding collection and the customer’s commitment to a pay date. The credit department can then search for all customers who have committed to pay by a specified date.

Event management can be used by any department within your organization. Each entry is called an event and is assigned an event number. Each event number entered can be separated by department, assignee, the type of event and the type of priority. An event can be assigned an action date and you can specify whether the event is open or closed. Another option is to link events together by entering keywords. You can search for events using these keywords.

The Event Management System requires the establishment of various tables in order to be properly activated and utilized. Following is a list of tables and their purpose.

These tables are maintained from the Event Management Profile Screen. Only users who are considered Event Management administrators can add or update entries in these tables. Each user on your system should be assigned an Event Management security level code on their CTRLUSER Screen.

If your CTRLUSER File Event Management security level is A (administrator), then you can maintain these tables by entering a question mark (?) in any of the fields that has a table described above. The pop-up window enables you to define the codes and their meanings. Use two-character codes for department, contacted via, assignee, status, and type. Use one-character codes for priority codes. We recommend that priority codes be the numbers one through five, with one representing the highest priority and five the lowest. The status table must include codes OP (open) and CL (closed), which are required system defaults.

The Event Management System has department level security. Each user can be assigned an event management security level as follows:

1. The following figure shows the Event Management System being accessed from a menu bar within the Order Entry program.

2. On the drop down menu, select Event Management System. The following screen appears.

3. To enter a new event, enter a company number and account leaving zeros in the Event # field.

Note: You can enter a question mark (?) in the Account# field to display a list of customers from which to choose. Press F6 to search for existing events.

This screen is used to enter and maintain events. It displays once a customer account number is selected. Certain information about the customer is automatically displayed.

5. On this screen, you must enter a search description. Use the Notes feature to enter a more detailed description. Notes can be entered and viewed by pressing F5. You can also enter multiple key words in the keyword fields. One method the system uses for locating an event is the search by key word. Any event with the specified key word will display with the event number and search description on the Event Management Search Screen. See Event Management Search Screen for more details. Once an event is entered, it is considered open until a resolution is entered in the Resolution field to close the event.

Field Name	Description/Instructions
Event #	This is a system generated 6-digit number given every time a new event is entered. If a previous event is being updated, that event number will display. You can not change the entry in this field.
Account	The account number and name of the customer.
Contact	The name of the person to contact at the customer’s office. The information in this field is taken from the Billto File. You can override this field. Overriding this field will not override the Billto File.
Phone #	The customer’s phone number.
Fax #	The customer’s fax number.
Search Desc	Enter a brief description of the event in this field. The search screen displays part of the search description entered in this field. Therefore, it is easier to select an event in the Search Screen when this description is entered in a concise understandable format. Press F5 for Notes if you need to further explain this event.
Description Xref Event#	If you have a similar event already entered in the system, you can enter that event number here. You do not have to enter a search description if an event number is entered in this field. If you entered a description or Notes in the referenced event, those entries display for this event.
Contacted Via	You must enter a two character code in this field to designate the method of contact from the customer. You can change this field. If you do not know the correct code to enter here, enter a question mark (?) to view available codes.
Department	You must enter a two character code in this field to designate the department, person or organization that is assigned to handle this event. You can change this field. If you do not know the correct code to enter here, enter a question mark (?) to view available codes.
Assignee	You must enter a two character code in this field to designate the person or organization that is assigned to handle this event. Normally, the assignee is within the department specified. You can change this field. If you do not know the correct code to enter here, enter a question mark (?) to view available codes.
Type	You can enter a two-character code representing the type of event. You can enter a question mark (?) to display a list from which to select.
Our Pty	This is a one-character priority code which you assign to this event. You can assign a code one through five. A number one code represents the highest priority and the number five code represents the lowest priority.
Cust Pty	This code is very similar to the code in the previous field, except it is assigned for the customer, and represents the priority they set for the event.
Status	This is a two-character code displaying the status of the event. You can change this code. If you do not know the appropriate code, enter a question mark (?) in this field to view available status codes. System defined status codes that are automatically used by the system are OP for an open status and CL for a closed status. The system will automatically change the status to CL when a resolution is entered. Make sure status codes OP and CL are set up in your status codes table.
Action Date	Enter an action date in a month/date/year format if you want to follow up on this event on the action date. This is not a mandatory field.
Keywords	Enter up to three keywords in the three fields provided. These are not mandatory fields. However, entering keywords facilitates the searching and organizing of events.
Resolution	Enter the resolution or result of this event to close it. Press F5 to access Notes if you need more lines to enter the resolution. For example, if the event is a customer complaint, enter how it was resolved.
Resolution Xref Event #	If a similar resolution was entered for a different event, you can enter that event number in this field. The system automatically displays that resolution when you press Enter.
Opened	This is the date and time the event was opened. When entering a new event the system will display the current date. You can only change this date while entering a new event and before you press Enter. Once you press Enter, the opened date can not be changed.
Last Update	This is the date and time this event was last updated. The name of the user who updated this event also appears in this field.
Closed	This is the date and time this event was closed. The name of the user who closed this event also appears in this field. You can still update an event and add notes even after it is considered closed.

The Search Screen appears when you press F6 on the Entry Screen. You can search for events in many different ways. All fields are optional. Enter the fields according to which event you want to display. For example, leave all fields blank except for a keyword to search for all events with that keyword. Leave all fields blank except for Company and Account fields to search for all events for that account. Leave all fields blank except for a department code and an action date to search for all events for that department requiring additional action on or after the action date entered.

Field Name	Description/Instructions
Limit to - Co/Account	Enter the account number of the customer whose events your wish to search. Alternatively, you can enter a company number to limit the search to a company. Leave the Account # field empty in order to include any account in your search.
Keyword	Enter all or the beginning characters of a keyword to limit the search to events which have been assigned those keywords. For example, you can find all events with “payment” as a keyword.
Type	Enter a type code to limit searches to events within that type. Enter a question mark (?) to display a list of event types.
Department	Enter a department code to limit the search to events within that department. Enter a question mark (?) to display a list of department codes.
Status	Enter a status code to limit the search to events with that status. Enter a question mark (?) to display a list of status codes.
Position to - Action Date	Enter an action date from which to start the search. The action date causes the search to only display events that have an action date on or after the date you entered. Action dates are optionally entered into an event to remind you to follow up when that date occurs. Leave action date blank or zero to search regardless of action dates.
Open Date	Enter an open date from which to start the search. The open date is automatically assigned when the event is first entered.
Prty	Enter a priority code to which to limit the search. Enter a question mark (?) to display a list of priority codes.
Event#	The event number that was assigned by the Event Management System.
Account	Customer’s name.
Pty	Our priority code followed by the customer’s priority code.
Action Date	The action date assigned to the event, if any.
Dept.	The department code assigned to the event, if any.
Type	The type code assigned to the event, if any.
Sta	The status code assigned to the event, if any.
Description	The beginning of the event description field.

If you utilize the action dates, we recommend that you search events with a recent action date each morning. This procedure enables you to follow up on all events, including promises from customers, co-workers, and others, that are due on the dates specified in the Action Date field.

This screen is applicable only if you are managing data processing and programming projects on the Event Management System. This screen provides a place to record the programs which relate to the event.

Field Name	Description/Instructions
Program Name	The program name or other identification of the program to which the event relates.
Menu	The name of the menu to which the event relates, if applicable.
Library	The library containing the programs or menus.
Option	The option number on the menu, if applicable.
Technical Status	The status of the programming aspect of the event.
Programm-ing Log ID	The log identification number or code assigned to the programming project.
Project Ref #	The reference number of the project, if applicable.

Table	Purpose of the Table
Department Table	For company departments such as Credit or Data Processing.
Assignee Table	For the initials of the person or organization assigned to handle the event.
Priority Tables	For assigning a priority code representing the importance or urgency of the event. Each event can be assigned two priority codes: Our Priority and Customer’s Priority.
Status Table	For the status of each event, such as open or closed.
Type Table	For type of event, such as payment problem or customer complaint.
Contacted Via Table	For how the event was communicated, such as telephone or fax.

Field Name	Description/Instructions
Company	Enter the one digit company number.
Account #	Enter the five digit customer account number. If you do not know the account number, enter a question mark (?) and Enter to search for a customer account number. You may need to press Field Exit after entering a question mark (?).
Event #	The system automatically assigns an event number each time a new event is entered. Enter the event number if you want to view or update an existing event.
Password	Enter the password, if required.