iHRIS:Add and Edit Geographical Areas: Difference between revisions

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To ensure that standard data types such as cadres, marital status, geographical locations and the like are enforced across the system, those standard data types must be created as lists. These lists are used to create selection menus that provide standard options for selection when adding records, jobs and positions. Click <u>Administer Database</u> to create and update standards lists of data for selection in system menus. Only the Data Operations Manager and System Administrator can create data types.
To ensure that standard data types such as cadres, marital status, geographical locations and the like are enforced across the system, those standard data types must be created as lists. These lists are used to create selection menus that provide standard options for selection when adding records, jobs and positions. Click <u>Administer Database</u> to create and update standards lists of data for selection in system menus. Only the Data Operations Manager and System Administrator can create data types.


== Add a Health Facility ==
== Add a Country ==




Add a health facility for each facility where health workers will be deployed or practicing privately.  
You will need to add at least one country to the system for selection whenever a geographical location is required. This should be the country where your organization's headquarters are located. In addition, you should add the names of all countries where employees are located or all nationalities you would like to track in the system.  


# From the home page or left menu, click <u>Administer Database</u>.  
{| cellpadding="10" border="1"
# In the "Institution Lists" section, select <u>Health Facility</u>.  
|- valign="top"
# From the menu select <u>Add New Health Facility</u> and click the <code>Add</code> button. (To edit an existing health facility, select it from the menu and click the <code>View</code> button, then click <u>Update This Information</u>.)  
| From the home page or left menu, click <u>Administer Database</u> under <u>Configure System</u>. <br><br> In the "Geographic Information" section, select <u>Country</u>. || [[Image:AddCountry1.png]]
# Enter or edit the '''Name''' of the health facility.  
|- valign="top"
# Enter the '''Identification Code''' of the health facility (optional).
| The Country page opens, showing all the countries entered in the database. Click <u>Add New Country</u>. (To edit an existing country, click its name and then click <u>Update This Information</u>.) || [[Image:AddCountry2.png]]
# Select the '''Facility Agent''' under which the health facility belongs.  
|- valign="top"
# Select the '''Facility Type''' for the health facility.
| The Country form opens. Enter or edit the '''Name''' of the country. <br><br> Enter the '''2 Character Alpha Code''' for the country. <br><br> Enter the '''ISO Numeric Code''' for the country (optional). <br><br> If the country is the primary country where your organization is located, select Yes in the '''Primary Country''' menu. This will place the country name at the top of all country selection menus. Otherwise, leave the default as No. There can be multiple primary countries. <br><br> If the country is to be used for locations, such as addresses, select Yes in the '''Use for Location Selection''' menu. Selecting No will not display the country in any location selection menus, only for nationality selection. <br><br> Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it. || [[Image:AddCountry3.png]]
# Select the '''Country''' where the health facility is located.  
|}
# All districts located in the country are displayed beneath the country. Select the '''District''' where the health facility is located.
# All counties located in the district are displayed beneath the district. Select the '''County''' where the health facility is located (optional).
# Select the '''Facility Status''' for the health facility.
# Add '''Contact Information''' for the health facility (optional).
# Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.  
 
The new health facility record is displayed with the option to associate training institutions with the health facility.


=== Troubleshooting ===
=== Troubleshooting ===
Line 26: Line 19:
'''An error message appears when the Confirm button is clicked.'''  
'''An error message appears when the Confirm button is clicked.'''  


Make sure that the health facility's name, country, facility agent, facility type and facility status have been entered -- these fields are required. Required fields will be outlined in red. Also make sure that a health facility by that name has not already been entered. Try completing the missing fields and saving again. If you do not want to add the health facility after all, click <code>Return (do not save changes)</code>.
Make sure that the country and two-letter country code have not previously been entered into the system. The system will not allow duplicate countries. Also check that the country name and code have been entered -- these fields are required. Required fields will be outlined in red. Try completing the missing fields or changing the country name and saving again. If you do not want to add the country after all, click <code>Return (do not save changes)</code>.  
 
'''The correct facility agent, facility type, facility status or geographical location is not available for selection.'''
 
Click <u>Add New</u> underneath the selection menu and add the item that is needed. Then click <u>Administer Database</u> and follow the steps above to add the new health facility. You will have to re-enter any information that you previously entered for the health facility.
 
'''The health facility information has changed.'''
 
Select the health facility name, click the <code>View</code> button and click <u>Update This Information</u> in the health facility's record to update any of the fields.
 
 
== Associate a Training Institution with a Health Facility ==
 
 
For each health facility in the system, select one or more training institutions that are officially associated with that facility.
 
# From the home page or left menu, click <u>Administer Database</u>.
# In the "Institution Lists" section, select <u>Health Facility</u>.
# Select the health facility to edit from the dropdown menu and click the <code>View</code> button.
# Click <u>Update Associated Training Institutions</u>.
# Select the name of each '''Training Institution''' to associate with the health facility. Press CTRL while clicking to select more than one name.
# Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it. 
 
The associated training institutions are displayed in the health facility's record.


=== Troubleshooting ===
'''The required 2-Character Alpha Code is not known.'''


'''The correct training institution is not available for selection.'''
Find a complete list of 2-letter country codes on the [http://www.iso.org/iso/en/prods-services/iso3166ma/02iso-3166-code-lists/list-en1.html International Organization for Standardization (ISO) website].  


Click <u>Add New Training Institution</u> underneath the selection menu and add the item that is needed (see Add a Training Institution). Then click <u>Administer Database</u> and follow the steps above to associate the new training institution with the health facility.


== Add a Region ==


== Add a Training Institution ==


A ''region'' is a major subdivision of a country. Region choices depend on which country is selected; only a region that is associated with a particular country can be chosen when that country is selected. For each country you have entered in the system, add at least one region.


Add a training institution for each training program in the country where health workers receive pre-service training.
{| cellpadding="10" border="1"
 
|- valign="top"
# From the home page or left menu, click <u>Administer Database</u>.  
| From the home page or left menu, click <u>Administer Database</u> under <u>Configure System</u>. <br><br> In the "Geographic Information" section, select <u>Region</u>. || [[Image:AddCountry1.png]]
# In the "Institution Lists" section, select <u>Training Institution</u>.  
|- valign="top"
# From the menu either <u>Add New Training Institution</u> and click the <code>Add</code> button. (To edit an existing training institution, select it from the menu and click the <code>View</code> button, then click <u>Update This Information</u>).  
| The Region page opens. Click <u>Add New Region</u>. (To edit an existing region, select its country from the menu and click the <code>View</code> button; then click the region's name and click <u>Update This Information</u>.) || [[Image:AddRegion1.png]]
# Enter or edit the '''Name''' of the training institution.  
|- valign="top"
# Enter the '''Identification Code''' of the training institution (optional).
| The Region form opens. Enter or edit the '''Name''' of the region. <br><br> Type the name of or select the '''Country''' in which the region is located. <br><br> Enter a '''Code''' for the region (optional). <br><br> Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it. || [[Image:AddRegion2.png]]
# Select the '''Facility Agent''' under which the training institution belongs.
|}
# Select the '''Country''' where the training institution is located.
# All districts located in the country are displayed beneath the country. Select the '''District''' where the training institution is located.
# All counties located in the district are displayed beneath the district. Select the '''County''' where the training institution is located (optional).
# Select the '''Facility Status''' for the training institution.
# Add '''Contact Information''' for the training institution.
# Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.  
 
The new training institution record is displayed with the option to associate health facilities with the training institution, add a pre-service training program or enter inspection information.


=== Troubleshooting ===
=== Troubleshooting ===
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'''An error message appears when the Confirm button is clicked.'''  
'''An error message appears when the Confirm button is clicked.'''  


Make sure that the training institution name, country, facility agent and facility status have been entered -- these fields are required. Required fields will be outlined in red. Also make sure that the training institution's name has not already been entered. Try completing the missing fields and saving again. If you do not want to add the training institution after all, click <code>Return (do not save changes)</code>.
Check that a region with the same name has not already been entered for that country. There cannot be two regions with the same name in the same country. Also make sure that the region name was entered and its country was selected -- these fields are required. Required fields are outlined in red. Fill in the missing information and try saving again. If you do not want to add the region after all, click <code>Return (do not save changes)</code>.  
 
'''The correct facility agent, facility status or geographical location is not available for selection.'''
 
Click <u>Add New</u> underneath the selection menu and add the item that is needed. Then click <u>Administer Database</u> and follow the steps above to add the new training institution. You will have to re-enter any information that you previously entered for the training institution.  


'''The training institution information has changed.'''  
'''The country name is not available for selection.'''  


Select the training institution name, click the <code>View</code> button and click <u>Update This Information</u> in the training institution's record to update any of the fields.  
Next to "Country", click <u>Add New</u> and add the country. Then click <u>Administer Database</u> and follow the steps above to add the new region. You will have to re-enter any information that you previously entered for the region.  




== Associate a Health Facility with a Training Institution ==
== Add a District ==




For each training institution in the system, select one or more health facilities that are officially associated with that training institution.  
A ''district'' is a subdivision of a region. In some locations, the district may be called the ''state'' or ''province''. District choices depend on which country is selected; only a district that is associated with a particular country can be chosen when the country is selected. For each region you have entered in the system, add at least one district.  


# From the home page or left menu, click <u>Administer Database</u>.  
{| cellpadding="10" border="1"
# In the "Institution Lists" section, select <u>Training Institution</u>.  
|- valign="top"
# Select the training institution to edit from the dropdown menu and click the <code>View</code> button.  
| From the home page or left menu, click <u>Administer Database</u> under <u>Configure System</u>. <br><br> In the "Geographic Information" section, select <u>District</u>. || [[Image:AddCountry1.png]]
# Click <u>Update Associated Health Facilities</u>.  
|- valign="top"
# Select the name of each '''Health Facility''' to associate with the training institution. Press CTRL while clicking to select more than one name.
| The District page opens. Click <u>Add New District</u>. (To edit an existing district, type or select the region where it is located and click the <code>View</code> button; then click the district's name and click <u>Update This Information</u>.) || [[Image:AddDistrict1.png]]
# Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.   
|- valign="top"
 
| The District form opens. Enter or edit the '''Name''' of the district. || [[Image:AddDistrict2.png]]
The associated health facilities are displayed in the training institution's record.
|- valign="top"
 
| Type the name of the '''Region''' or select the '''Country''' and then the '''Region''' in which the district is located. <br><br> Enter a '''Code''' for the district (optional). <br><br> Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it. || [[Image:Add District3.png]]
=== Troubleshooting ===
|}
 
'''The correct health facility is not available for selection.'''
 
Click <u>Add New Health Facility</u> underneath the selection menu and add the item that is needed. Then click <u>Administer Database</u> and follow the steps above to associate the new health facility with the training institution.  
 
 
== Add a Pre-service Training Program ==
 
 
For each training institution in the system, add at least one training program that the training institution offers. The training program should qualify students to be licensed in a particular cadre. When the student's record is added, the training institution and cadre will be selected based on this information.  
 
# From the home page or left menu, click <u>Administer Database</u>.  
# In the "Institution Lists" section, select <u>Training Institution</u>.
# Select the training institution to edit from the dropdown menu and click the <code>View</code> button.
# Click <u>Add Training Program</u> under the "Training Programs" section.
# Select the '''Cadre'''.
# Enter the recommended '''Number of Students''' for the program.
# Select the '''Start Date''' for the program.
# If the program is no longer being offered, select an '''End Date''' for it.
# Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.  
 
The training program is displayed in the training institution's record.


=== Troubleshooting ===
=== Troubleshooting ===
Line 135: Line 71:
'''An error message appears when the Confirm button is clicked.'''  
'''An error message appears when the Confirm button is clicked.'''  


Make sure that the cadre has been selected and that a training program for that cadre has not already been added for this training institution. Required fields will be outlined in red. Try changing the cadre and saving again. If you do not want to add the training program after all, click <code>Return (do not save changes)</code>.  
Check that a district with the same name has not already been entered for that region. There cannot be two districts with the same name in the same region. Also make sure that the district name has been entered and the country and region for the district were selected -- these fields are required. Required fields are outlined in red. Fill in the missing fields and try saving again. If you do not want to add the district after all, click <code>Return (do not save changes)</code>.  


'''The correct cadre is not available for selection.'''  
'''The region name is not available for selection.'''  


Click <u>Add New</u> underneath the selection menu and add the item that is needed. Then click <u>Administer Database</u> and follow the steps above to add the training program.  
Beside '''Region''', click <u>Add New</u> and add region. Then click <u>Administer Database</u> and follow the steps above to add the new district. You will have to re-enter any information that you previously entered for the district.  


'''The training program information has changed.'''


Select the training institution name, click the <code>View</code> button and click <u>Update This Information</u> beside the training program to update any of the fields.
== Add a County ==




== Enter Inspection Information for a Training Institution ==
A ''county'' is a smaller geographical division within a district. The term ''county'' corresponds to ''sector'' in some locations. Assigning counties is optional for this system. County choices depend on which district is selected; only a county that is associated with a particular district can be chosen after that district is selected. For any district entered in the system, you may add multiple counties.


 
{| cellpadding="10" border="1"
Inspection information may optionally be recorded for any training institution in the system.
|- valign="top"
 
| From the home page or left menu, click <u>Administer Database</u> under <u>Configure System</u>. <br><br> In the "Geographic Information" section, select <u>County</u>. || [[Image:AddCountry1.png]]
# From the home page or left menu, click <u>Administer Database</u>.  
|- valign="top"
# In the "Institution Lists" section, select <u>Training Institution</u>.  
| The County page opens. Click <u>Add New County</u>. (To edit an existing county, type or select the district where it is located and click the <code>View</code> button; then click the county's name and click <u>Update This Information</u>.) <br><br> Enter or edit the '''Name''' of the county. || [[Image:AddCounty1.png]]
# Select the training institution to edit from the dropdown menu and click the <code>View</code> button.
|- valign="top"
# Click <u>Add Institution Inspection</u>.  
| The County form opens. Type the name of the '''District''' or select the '''Country''', the '''Region''' and the '''District''' in which the county is located. <br><br> Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it. || [[Image:AddCounty2.png]]
# Enter the '''Inspection Date'''.  
|}
# Select whether the training institution '''Passed Inspection'''.
# Enter any '''Notes''' about the inspection.
# Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.  
 
The inspection is displayed in the training institution's record.


=== Troubleshooting ===
=== Troubleshooting ===
Line 166: Line 96:
'''An error message appears when the Confirm button is clicked.'''  
'''An error message appears when the Confirm button is clicked.'''  


Make sure that all required fields have been completed. Required fields will be outlined in red. Try completing the missing fields and saving again. If you do not want to add the inspection after all, click <code>Return (do not save changes)</code>.  
Check that a county with the same name has not already been entered for that district. There cannot be two counties with the same name in the same district. Also check that the county name has been entered and the country, region and district have been selected -- these fields are required. Required fields will be outlined in red. Try completing the missing fields and saving again. If you do not want to add the county after all, click <code>Return (do not save changes)</code>.  


'''The inspection information has changed.'''  
'''The correct district is not available for selection.'''  


Select the training institution name, click the <code>View</code> button and click <u>Update This Information</u> beside the inspection to update any of the fields.  
Click <u>Add New</u> beside '''District''' and add the new district. Then click <u>Administer Database</u> and follow the steps above to add the new county. You will have to re-enter any information you previously entered for the county.  




== Add a Facility Agent ==
== Add a Currency ==




The ''facility agent'' is used to identify the operator of a training institution or health facility. Examples of facility agents include Government, Nongovernmental Organization and Private.  
If your organization pays salaries or other payments in more than one currency, you should add each currency. The correct currency may then be selected when entering the salary or special payment. At least one currency should be added.  


# From the home page or left menu, click <u>Administer Database</u>.  
{| cellpadding="10" border="1"
# Under the "Institution Lists" section, select <u>Facility Agent</u>.  
|- valign="top"
# Either select <u>Add New Facility Agent</u> or select an existing facility agent to edit.  
| From the home page or left menu, click <u>Administer Database</u> under <u>Configure System</u>. <br><br> In the "Geographic Information" section, select <u>Currency</u>. || [[Image:AddCountry1.png]]
# Enter the '''Name''' of the facility agent.  
|- valign="top"
# Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.  
| The Currency page opens, showing all currencies entered in the database. Click <u>Add New Currency</u>. (To edit an existing currency, click its name; then click <u>Update This Information</u>.) || [[Image:AddCurrency1.png]]
|- valign="top"
| The Currency form opens. Enter the '''Currency Code''', an abbreviation that will identify the currency in selection menus.  <br><br> Enter the '''Name''' of the currency (optional). <br><br> Select the '''Country''' for the currency (optional). <br><br> Enter the '''Symbol''' for the currency; the symbol will also appear in selection menus (optional). <br><br> Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it. || [[Image:AddCurrency2.png]]
|}


=== Troubleshooting ===
=== Troubleshooting ===
Line 188: Line 121:
'''An error message appears when Confirm is clicked.'''  
'''An error message appears when Confirm is clicked.'''  


Make certain that the facility agent has not already been entered. Change the name and try saving again. If you do not want to add the facility agent after all, click <code>Return (do not save changes)</code>.  
Make sure the currency code was entered and that it is not the same as a code that has already been entered. Change the code and try saving again. If you do not want to add the currency after all, click <code>Return (do not save changes)</code>.  


'''The currency code is not known.'''


== Add a Facility Type ==
Find a list of all standard currency codes at the [http://www.iso.org/iso/support/faqs/faqs_widely_used_standards/widely_used_standards_other/currency_codes/currency_codes_list-1.htm International Organization for Standards (ISO) website].


'''The country for the new currency is not available for selection.'''


The ''facility type'' is used to identify the type of health facility. Examples of facility types include Hospital, Clinic and Dispensary.  
Click <u>Add New</u> next to '''Country''' and add the country name. Then click <u>Administer Database</u> and follow the steps above to add the new currency. You will need to re-enter any information you previously entered for the currency.  


# From the home page or left menu, click <u>Administer Database</u>.
'''How do I enter a currency symbol that does not appear on my keyboard?'''  
# Under the "Institution Lists" section, select <u>Facility Type</u>.
# Either select <u>Add New Facility Type</u> or select an existing facility type to edit.
# Enter the '''Name''' of the facility type.
# Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.   


=== Troubleshooting ===
If you are using a Windows computer and have a separate numeric keypad on your keyboard, you may enter a currency symbol by holding down the ALT key and typing in the code for the symbol on the numeric keypad, then releasing the ALT key.


'''An error message appears when Confirm is clicked.'''
* British pound: ALT+0163


Make certain that the facility type has not already been entered. Change the name and try saving again. If you do not want to add the facility type after all, click <code>Return (do not save changes)</code>.
* Euro: ALT+0128


* Yen: ALT+0165


== Add a Facility Status ==
* Generic currency symbol: ALT+0164
 
 
The ''facility status'' is used to identify whether a health facility or training institution is open, closed or assigned some other kind of status.
 
# From the home page or left menu, click <u>Administer Database</u>.
# Under the "Institution Lists" section, select <u>Facility Status</u>.
# Either select <u>Add New Facility Status</u> or select an existing facility status to edit.
# Enter the '''Name''' of the facility status.
# Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.   
 
=== Troubleshooting ===
 
'''An error message appears when Confirm is clicked.'''


Make certain that the facility status has not already been entered. Change the name and try saving again. If you do not want to add the facility status after all, click <code>Return (do not save changes)</code>.
The symbol is optional and may be omitted.

Revision as of 15:30, 15 February 2010

To ensure that standard data types such as cadres, marital status, geographical locations and the like are enforced across the system, those standard data types must be created as lists. These lists are used to create selection menus that provide standard options for selection when adding records, jobs and positions. Click Administer Database to create and update standards lists of data for selection in system menus. Only the Data Operations Manager and System Administrator can create data types.

Add a Country

You will need to add at least one country to the system for selection whenever a geographical location is required. This should be the country where your organization's headquarters are located. In addition, you should add the names of all countries where employees are located or all nationalities you would like to track in the system.

From the home page or left menu, click Administer Database under Configure System.

In the "Geographic Information" section, select Country.
The Country page opens, showing all the countries entered in the database. Click Add New Country. (To edit an existing country, click its name and then click Update This Information.)
The Country form opens. Enter or edit the Name of the country.

Enter the 2 Character Alpha Code for the country.

Enter the ISO Numeric Code for the country (optional).

If the country is the primary country where your organization is located, select Yes in the Primary Country menu. This will place the country name at the top of all country selection menus. Otherwise, leave the default as No. There can be multiple primary countries.

If the country is to be used for locations, such as addresses, select Yes in the Use for Location Selection menu. Selecting No will not display the country in any location selection menus, only for nationality selection.

Click Confirm and confirm that the information entered is correct. If it is not correct, click Edit to change it. If it is, click Save to save it.

Troubleshooting

An error message appears when the Confirm button is clicked.

Make sure that the country and two-letter country code have not previously been entered into the system. The system will not allow duplicate countries. Also check that the country name and code have been entered -- these fields are required. Required fields will be outlined in red. Try completing the missing fields or changing the country name and saving again. If you do not want to add the country after all, click Return (do not save changes).

The required 2-Character Alpha Code is not known.

Find a complete list of 2-letter country codes on the International Organization for Standardization (ISO) website.


Add a Region

A region is a major subdivision of a country. Region choices depend on which country is selected; only a region that is associated with a particular country can be chosen when that country is selected. For each country you have entered in the system, add at least one region.

From the home page or left menu, click Administer Database under Configure System.

In the "Geographic Information" section, select Region.
The Region page opens. Click Add New Region. (To edit an existing region, select its country from the menu and click the View button; then click the region's name and click Update This Information.)
The Region form opens. Enter or edit the Name of the region.

Type the name of or select the Country in which the region is located.

Enter a Code for the region (optional).

Click Confirm and confirm that the information entered is correct. If it is not correct, click Edit to change it. If it is, click Save to save it.

Troubleshooting

An error message appears when the Confirm button is clicked.

Check that a region with the same name has not already been entered for that country. There cannot be two regions with the same name in the same country. Also make sure that the region name was entered and its country was selected -- these fields are required. Required fields are outlined in red. Fill in the missing information and try saving again. If you do not want to add the region after all, click Return (do not save changes).

The country name is not available for selection.

Next to "Country", click Add New and add the country. Then click Administer Database and follow the steps above to add the new region. You will have to re-enter any information that you previously entered for the region.


Add a District

A district is a subdivision of a region. In some locations, the district may be called the state or province. District choices depend on which country is selected; only a district that is associated with a particular country can be chosen when the country is selected. For each region you have entered in the system, add at least one district.

From the home page or left menu, click Administer Database under Configure System.

In the "Geographic Information" section, select District.
The District page opens. Click Add New District. (To edit an existing district, type or select the region where it is located and click the View button; then click the district's name and click Update This Information.)
The District form opens. Enter or edit the Name of the district.
Type the name of the Region or select the Country and then the Region in which the district is located.

Enter a Code for the district (optional).

Click Confirm and confirm that the information entered is correct. If it is not correct, click Edit to change it. If it is, click Save to save it.

Troubleshooting

An error message appears when the Confirm button is clicked.

Check that a district with the same name has not already been entered for that region. There cannot be two districts with the same name in the same region. Also make sure that the district name has been entered and the country and region for the district were selected -- these fields are required. Required fields are outlined in red. Fill in the missing fields and try saving again. If you do not want to add the district after all, click Return (do not save changes).

The region name is not available for selection.

Beside Region, click Add New and add region. Then click Administer Database and follow the steps above to add the new district. You will have to re-enter any information that you previously entered for the district.


Add a County

A county is a smaller geographical division within a district. The term county corresponds to sector in some locations. Assigning counties is optional for this system. County choices depend on which district is selected; only a county that is associated with a particular district can be chosen after that district is selected. For any district entered in the system, you may add multiple counties.

From the home page or left menu, click Administer Database under Configure System.

In the "Geographic Information" section, select County.
The County page opens. Click Add New County. (To edit an existing county, type or select the district where it is located and click the View button; then click the county's name and click Update This Information.)

Enter or edit the Name of the county.
The County form opens. Type the name of the District or select the Country, the Region and the District in which the county is located.

Click Confirm and confirm that the information entered is correct. If it is not correct, click Edit to change it. If it is, click Save to save it.

Troubleshooting

An error message appears when the Confirm button is clicked.

Check that a county with the same name has not already been entered for that district. There cannot be two counties with the same name in the same district. Also check that the county name has been entered and the country, region and district have been selected -- these fields are required. Required fields will be outlined in red. Try completing the missing fields and saving again. If you do not want to add the county after all, click Return (do not save changes).

The correct district is not available for selection.

Click Add New beside District and add the new district. Then click Administer Database and follow the steps above to add the new county. You will have to re-enter any information you previously entered for the county.


Add a Currency

If your organization pays salaries or other payments in more than one currency, you should add each currency. The correct currency may then be selected when entering the salary or special payment. At least one currency should be added.

From the home page or left menu, click Administer Database under Configure System.

In the "Geographic Information" section, select Currency.
The Currency page opens, showing all currencies entered in the database. Click Add New Currency. (To edit an existing currency, click its name; then click Update This Information.)
The Currency form opens. Enter the Currency Code, an abbreviation that will identify the currency in selection menus.

Enter the Name of the currency (optional).

Select the Country for the currency (optional).

Enter the Symbol for the currency; the symbol will also appear in selection menus (optional).

Click Confirm and confirm that the information entered is correct. If it is not correct, click Edit to change it. If it is, click Save to save it.

Troubleshooting

An error message appears when Confirm is clicked.

Make sure the currency code was entered and that it is not the same as a code that has already been entered. Change the code and try saving again. If you do not want to add the currency after all, click Return (do not save changes).

The currency code is not known.

Find a list of all standard currency codes at the International Organization for Standards (ISO) website.

The country for the new currency is not available for selection.

Click Add New next to Country and add the country name. Then click Administer Database and follow the steps above to add the new currency. You will need to re-enter any information you previously entered for the currency.

How do I enter a currency symbol that does not appear on my keyboard?

If you are using a Windows computer and have a separate numeric keypad on your keyboard, you may enter a currency symbol by holding down the ALT key and typing in the code for the symbol on the numeric keypad, then releasing the ALT key.

  • British pound: ALT+0163
  • Euro: ALT+0128
  • Yen: ALT+0165
  • Generic currency symbol: ALT+0164

The symbol is optional and may be omitted.

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