Creating a New Committee

To create a new committee:

1. From Committee & Subgroup Central, select Create a New Committee.
   The create committee screen displays, as shown below.
   
2. From the Name And Address tab, perform the following:
   1. The Committee ID is generated automatically, but can be changed if necessary.
   2. Select the Committee Class from the drop-down.
      The values in this drop-down are populated based on the non-fixed codes defined for the CUS "CUSTOMER_CLASS" system type and for the code, and in the For Record Type field has a "T" entered. In ThreeSixty, T refers to committee.
3. From the Name Information section:
   1. Enter the Committee Name.
   2. If necessary, enter the committee's Prefix.
   3. By default, the Include in Print Directory and Include in Web/Mobile Directory options are selected. If the new committee's information should NOT be published in any base directory reports, whether printed or published on the Web (e.g., XBT1202), do not select these options.
4. From the Parent Committee section:
   1. If necessary, select a parent committee by entering at least three characters and clicking the magnifying glass search icon in the Parent Committee field to display available options, as shown below.
      
      The Parent Committee field auto-populates based on your selection. Alternatively, click Advanced to display a search screen will open for you to search for and select the parent committee. Search for the parent committee using the search fields. Once you have located the correct parent committee in the results grid, select the row and click Select to populate that committee's information in the Parent Committee section.
   2. If you selected a parent committee, select whether you want to Link to Parent Address. If you select this option, select the appropriate address from the Use Address drop-down and the address fields in the Address section will be automatically populated with the selected address.
   3. If necessary, select a different Use Address from the drop-down.
   4. If you selected a parent constituent, select the Create Subcommittee Relationship option to create a committee/subcommittee relationship for the new committee and parent committee.
5. From the Mailing Information section:
   1. If necessary, enter the Attention Line.
   2. If necessary, enter the Mail Stop.
   3. If necessary, enter the Job Title.
   4. If necessary, enter the Personal Line.
6. From the Address section:
   1. Select the Address Type from the drop-down.
      The values in this drop-down are populated based on the non-fixed codes defined for the CUS "ADDRESS_TYPE" system type.
   2. Based on the address structure, enter the required field and optional fields if necessary.
7. From the Address Options section:
   1. If the new committee does NOT want their address to display on base roster reports (e.g., MBR1212PE), select the Confidential option.
   2. By default, the Include in Print Directory and Include in Web/Mobile Directory options are selected. If the new committee's information should NOT be published in any base directory reports, whether printed or published on the Web (e.g., XBT1202), do not select these options.
   3. Enter the priority in which the address will be listed in the directory in the Directory Priority field.
   4. By default, the Default Bill-to and Default Ship-To options are selected and read-only. At least one address must be designated as the default bill-to and default ship-to address. Since this is the committee's first address in the system, these options are selected. Once the committee is added to the system, you can add an additional address and designate which of the two is the default bill-to or default ship-to address on all orders for this committee.
8. From the Primary Contact section:
   1. If necessary, select a primary contact constituent for the committee by entering at least three characters and clicking the magnifying glass search icon to display available options.
      The fields in the Primary Contact section auto-populates based on your selection.
   2. Alternatively, click Advanced to display a search screen for you to search for and select the primary contact. Search for the primary contact constituent using the search fields. Once you have located the correct constituent in the results grid, select the row and click Select to populate that constituent's information in the Primary Contact section.
9. To proceed to enter contact information, click Save And Continue.

When the committee is saved, the system will attempt to validate the address entered. If the system cannot validate the address, the Outstanding Issues page displays, as shown below. Select the appropriate option and click Save to continue.

1. If you selected to save and continue, the Contact Information tab displays, as shown below.
   
2. From the Add Contact Methods section:
   1. Select the appropriate Type from the drop-down.
   2. Select the appropriate Location from the drop-down.
   3. Select the appropriate Country from the drop-down.
   4. Enter the Number/Address.
   5. By default, the Primary option is selected. Change this if needed.
   6. By default, the Include in Web/Mobile Directory option is selected. Change this if needed.
   7. By default, the Include in Print Directory option is selected. Change this if needed.
3. Click Save.
   The record is added to the Contact Methods section.
4. If necessary, add additional contact methods.
5. To proceed to define the committee structure, click Continue.
   The Define Structure tab displays, as shown below.
   
6. From the Structure section:
   1.  Enter a Description of the committee structure.
   2. The Begin Date defaults to today. Change this if needed.
   3. If necessary, select the Enforce Structure option.
      When selected, this indicates that appointments to the committee must match the structure as defined.
   4. Click Add and Save.
      Repeat the steps above to add additional structures.
7. From the Add Position section:
   1. Select the Position that the committee members can hold from the drop-down.
      Values in the drop-down are populated based on the codes defined for the non-fixed COM "POSITION" system type.
   2. If necessary, select a Position Type from the drop-down.
      Values in the drop-down are populated based on the subcodes defined for the codes defined for the non-fixed COM "POSITION" system type.
   3. Select the Term period that is used as a default to calculate the end date of the added members from the drop-down.
      Values in the drop-down are populated based on the codes defined for the non-fixed COM "TERM" system type.
   4. Select the Voting Status from the drop-down.
      Values in the drop-down are populated based on the codes defined for the non-fixed COM "VOTING_STATUS" system type.
   5. Enter the maximum numbers of terms allowed for the position in the Max Allowed field.
      This field is the maximum number of people that can hold a position at the same time. For example, if you enter "2" in this field for a position, only two people can hold that position at the same time.

If you want to enforce the maximum times a person can hold a particular position, that is the responsibility of the staff. Currently, there is not a way In ThreeSixty to prevent a person from serving in the same position more than once.

1. Click Add and Save.
   Repeat the steps above to add additional positions.
2. To proceed to add members, click Continue.
   The Add Members tab displays, as shown below.
   
3. To add an existing constituent as a committee member, select a constituent by entering at least three characters and clicking the magnifying glass search icon in the Member field to display available options.
   The Email and Use Address fields auto-populate based on your selection. Alternatively, click Advanced to display a search screen will open for you to search for and select the constituent. Search for the constituent using the search fields. Once you have located the correct constituent in the results grid, select the row and click Select to populate that constituent's information.
4. Select the member's Position from the drop-down.
   If the "Enforce Structure" option was enabled in the previous step, only positions defined in that step will display for selection.
5. If necessary, select the member's Subposition from the drop-down.
6. Select the Voting Status from the drop-down.
   Values in the drop-down are populated based on the codes defined for the non-fixed COM "VOTING_STATUS" system type.
7. If necessary, select a different Use Address from the drop-down.
8. The Begin Date defaults to today's date. Change this if needed.
9. Click Add and Save.
   The constituent is added to the Committee Members section. Repeat the steps above to add additional committee members.
10. Click Done when you're finished creating the committee.