Creating an Award Paige Freeman January 08, 2024 14:45 Updated Defining an award for an awards program is a two-step process: The awards program is defined. An awards program only needs to be defined once. Each award to be given is defined, as reviewed below. Typically, an award for an awards program is given each year, so each year a new award would be defined. To create a new award, users can copy the previous year’s award. Nominees, reviewers, etc. are then attached to each award. Awards programs can be setup to require nominations or not, and to allow self-nominations or not. If an award requires nominations, nominations can be entered via an online award nomination process or manually through the back office. For a detailed description of each field on the Manage Awards screen, please see the table below at the end of the step-by-step instructions. To create a new award: From Award Central or the left navigation menu, select Manage Awards.Alternatively, you can select Manage Awards or Add New Award from the contextual menu on the Manage Awards Programs page. The Manage Awards page displays, as shown below. Select +New Award.The Add Award page displays, as shown below. From the Award Information section, perform the following: Search for and select the Award Program. Enter the Award Code.If there is a requirement that award winners not have won the award previously, use the same award code from year to year. Enter the Award Name. Select the Award Category and Award Subcategory.Awards are organized by category on the Award Listing page on the web. Within the award category, awards are organized by sub-category on the Award Listing page on the web. Select the Winner Type. By default, the Award Year is set to the current year. If necessary, change this. Select an Award Date. From the Award Details section, perform the following: If necessary, select a Staff Contact. If necessary, search for and select the Oversight Committee associated with this award. If necessary, enter the number of Maximum Nominees. By default, the Nomination From date is set to today. If necessary, change this. If necessary, select a Nomination Through date. If necessary, select the Interim Decision Date from the drop-down. If necessary, select the Final Decision Date from the drop-down. If necessary, select the Nominee Validation to define an organization-specific rule for nominees. The Product field is disabled until you set the Payment Required toggle to YES. If you set the Payment Required toggle to YES, search for and select the Product to use as a nomination fee. If the award will require a payment, be sure to define a MISC product for the award nomination fee before you create award details. If a payment is required, the system will not allow award details to be saved until a product is selected. Set the appropriate toggles: Active Nomination Required Allow Self-Nomination Sponsored Award Nominee Must be a Member Nominee Can Be a Previous Winner Payment Required Use Point of Contact Click Save. Screen Element Description Award Program Search field. The Award Program associated with the Award. Award Code Text box. The code used to identify the award. ORG_ID, ORG_UNIT_ID, AWARD_CODE, AWARD_YEAR, and AWARD_DATE together must be unique. Organizations should use the same award code year after year if they want to enforce the rule that award winners cannot be past winners of the same award. For example, assume a scholarship award called the “A. B. Smith Scholarship” and the Awards Program is called ABSMITH_SCHOLARSHIP. If you wanted to enforce the rule that a nominee cannot be a previous award winner, you should name the award code ABSMITH each year (instead of ABSMITH2010, ABSMITH2011, ABSMITH2012, etc.) Award Name Text box. The name of the award. This award name and the award year display at the top of the Award Nominations page. This award name also displays on the navigation menu on the awards listing page and awards detail page on the web. Award Category Drop-down. Optional code that allows the organization to categorize the awards program; can be used on the awards program listing page to group awards programs. Values in the drop-down are populated based on the codes defined for the non-fixed AWD "AWARD_CATEGORY" system type. Award Subcategory Drop-down. Optional code that allows the organization to sub-categorize the awards program; can be used on the awards program listing page to group awards programs. Values in the drop-down are populated based on the subcodes of the codes defined for the non-fixed AWD "AWARD_CATEGORY" system type. Program Type Read-only. Defaults to the user-defined program type, which can be used to further differentiate one awards program from another as defined on the Awards Program detail page. Winner Type Drop-down. Identifies whether the award winner will be an individual, company, or subgroup. Values in the drop-down are populated based on the codes defined for the AWD "AWARD_WINNER_TYPE" system type. The system enforces winner type code both from the web and the back office. Award Year Text box. Defaults to the current year. Identifies the year the award will be given. Maximum length = 4 digits. This award name and the award year display at the top of the Award Nominations page. Award Date Date drop-down. Identifies the date the award will be given. Note that the award date does not have to be in the same year as the award year, although the expectation is that it usually would be. For example, it is possible that the 2013 Volunteer of the Year award might not be awarded until 2014. This date may also be different than the award decision date; for example, awards are often announced at an event, but the decision is usually made before the event. Awards will not be visible on the Award History page for winners until on or after this date. ORG_ID, ORG_UNIT_ID, AWARD_CODE, AWARD_YEAR, and AWARD_DATE together must be unique. Staff Contact Drop-down. This is where you can choose an active ThreeSixty staff user to be designated as the contact for the awards program. This field is used for informational purposes only. Oversight Committee Search field. This is where you can choose a committee to be designated as the oversight committee for the awards program. This committee is used for informational purposes only and is not related to the award review process (unless the same committee is selected). Maximum Nominees Text box. Identifies the maximum number of nominees who can be nominated for the award. When left as zero, there is no limit to the number of nominees that can be nominated. Maximum is calculated based on any submission, even draft submissions. The system does not require the submission to be final. You can edit this number at any time, but it cannot be set to be less than the current number of submitted nominations. Nomination From Date drop-down. The first day nominations can be submitted. For example, if the award is for the 2024 year, you might want to allow nominations to be submitted starting 1/1/2024. This date will not restrict staff from adding nominations in the web client. However, on the web, if the today's date does not fall between the nomination dates, the system will display the Nomination From date, as shown below. Nomination Through Date drop-down. The last day nominations can be submitted. For example, if the Award Date is 1/1/2025, you might want the nomination period to be end a couple months before then to allow enough time for reviewers to submit their reviews of the nominations and to select a winner. If this date is before the Display on Web Thru date, the following message will display on the web: This date will not restrict staff from adding nominations in the web client. Interim Decision Date Date drop-down. Indicates the date in which an interim decision will be made on the winner of the award. This date cannot be greater than or equal to the Final Decision Date. Final Decision Date Date drop-down. Indicates the date in which a decision will be made on the winner of the award. This date must be greater than or equal to the Nomination Through date. Nominee Validation Drop-down. Allows the organization to define organization-specific rules for nominees. Product Search field. If the Payment Required checkbox is checked, this field is enabled. Use this field to select the fee product defined for the award program. Award nomination fees can only be defined as "Miscellaneous" products. For more information, please see Creating an Award Nomination Fee Product. Active Toggle. Identifies whether the award is active based on the nomination begin and end dates. If the awards program is not active (i.e., the Active toggle is set to NO on the Awards Program detail page for the awards program linked to the award), this toggle cannot be set to YES. Nomination Required Toggle. Identifies whether nominations are required. If set to YES, then award winners must be selected from the set of nominees. If set to NO, then nominees can be selected from customers directly from the back office and updated to award winners. If the award is Web Enabled, set this toggle to YES. This is only enforced by the system when an award winner is being defined. If nomination is required, the award winner must have a nominator. Allow Self Nomination Toggle. When set to YES, web users can self nominate themselves via the web. Sponsored Award Toggle. When set to YES, indicates that the awards program is sponsored. For more information, please see Adding Award Sponsors. Nominee Must Be a Member Toggle. Indicates that nominees must be a member. Whether or not this toggle is set to YES can be changed at any time, but changing the stored procedure only affects new nominations. If this toggle is set to YES and the nominator selects a nominee who is not a member, the following message displays on the online nomination form. If this toggle is set to YES, the nominator MUST know the email address of the nominee so that the system can check the database to see if they are a nominee. Therefore, the Do not know email address option will NOT display on the online nomination form. The system uses the following logic to determine if the nominee is a member: Order_Detail.ORG_ID = Awd_Program.ORG_ID and Order_Detail.ORG_UNIT_ID = Awd_Program.ORG_UNIT_ID and Order_Detail.LINE_STATUS_CODE = ‘A’ and Order_Detail.FULFILL_STATUS_CODE in (‘A’, ‘G’, ‘X’, ‘T’) and Order_Detail.PRODUCT_ID = Mbr_Product.PRODUCT_ID and Mbr_Product.ORG_ID = Mbr_Group_Detail.ORG_ID and Mbr_Product.ORG_UNIT_ID = Mbr_Group_Detail.ORG_UNIT_ID and Mbr_Product.MEMBER_GROUP = Mbr_Group_Detail.MEMBER_GROUP and Mbr_Group_Detail.ORG_ID = Mbr_Group.ORG_ID and Mbr_Group_Detail.ORG_UNIT_ID = Mbr_Group.ORG_UNIT_ID and Mbr_Group_Detail.MEMBER_GROUP = Mbr_Group.MEMBER_GROUP and Mbr_Group_Detail.ACTIVE_FLAG = ‘Y’ and Mbr_Group_Detail.PRIMARY_FLAG = ‘Y’ and Mbr_Group.ACTIVE_FLAG = ‘Y’ and Mbr_Group.PRIMARY_FLAG = ‘Y’ and Order_Detail.CYCLE_BEGIN_DATE <= getdate() and Order_Detail.GRACE_DATE >= getdate() Nominee Can Be A Previous Winner Toggle. Identifies whether the nominee can be a previous winner of this award. If the organization wants this enforced, Award Code values must be the same from year to year. This can be changed at any time, but changing the stored procedure only affects new nominations. Payment Required Toggle. Identifies whether a nominator is required to pay a submission fee. If this toggle is set to YES, you must select a Product for the nomination fee. When the nominator submits his/her nomination on the web, the following window will display: If this toggle is set to YES and a Product has been selected for the award, if you set this toggle to NO, the system will display a warning: “Changing payment required to N will clear the Award nomination fee product. Do you want to proceed?” If you click Yes, the system will remove the linked Product. Use Point of Contact Toggle. Identifies whether self-nominees are asked to provide point-of-contact information. For more information about a nominee's point of contact , please see Defining a Nominee's Point of Contact. If this toggle is set to YES, the Alternate Point of Contact section will display on the contact information screen of the Nominee Information step in the online award nomination process, as highlighted below. By default, this toggle is set to NO.