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Enrollment Maintenance System (EMS)


Application User Manual

Enrollment Inquiry

Draft - Version 1.0

Document: Enrollment Maintenance System v 1.0 Date: 2006-06-22 Page: 1 of 36



Document History

Document Location

This is a snapshot of an online document. Paper copies are valid only on the day they are printed. Refer

to the author or owner if you are in any doubt about the currency of this document.

Revision History

Date of this revision: 2006-06-22 Date of next revision:

Revision

Number

Revision Date Summary of Changes Changes

marked (Y/N)

1.0 2006-06-12 Initial draft document. N

N

N

Approvals

This document requires the following approvals:

Name Title

Roy O’Neil Project Manager, Nissan Canada Inc.

Distribution

This document has been distributed to the following approvers:

Name Function

Arthur Bowles Application Development Manager, ILS

Mark Round Senior Programmer, ILS



Table of Contents

1. Introduction .........................................................................................................4

1.1 Purpose of this Document .........................................................................................................4

1.1.1 Structure of the Document ................................................................................................4

1.1.2 Related Documents and References ................................................................................4

1.2 Background Information ............................................................................................................5

2. EMS Online Application ......................................................................................6

2.1 EMS Main Screen .........................................................................................................................6

3. Search for Enrollment ........................................................................................7

4. Add New Enrollment .........................................................................................12

4.1 Create New Enrollment ............................................................................................................13

4.2 Edit Enrollment Details.............................................................................................................16

4.3 Show Enrolled Programs..........................................................................................................23

4.4 Add New Program......................................................................................................................24

4.5 Terminate....................................................................................................................................26

4.6 Reactivate ...................................................................................................................................27

5. Appendices .........................................................................................................34

6. Appendix A - Acronyms List ............................................................................35



1. Introduction

1.1 Purpose of this Document

This document summarizes the Enrollment Maintenance System (EMS).

It provides basic information on how to use the Enrollment Inquiry portion of the

EMS online application.

1.1.1 Structure of the Document

The EMS application user manual is comprised of the following subject matter areas:

• Background Information

• EMS online application use

o Search for Enrollment

o Add New Enrollment

1.1.2 Related Documents and References

The documents listed below provide additional information regarding the EMS project.

This document may include extracts from these sources or refer to them.

1. WEB Enrollments Maintenance Technical Specifications

(Version 1.0 – dated 2006-03-13)



1.2 Background Information

The Enrollments Maintenance project consists of three (3) components (outlined

below).

This application is maintained by Nissan / Infiniti dealership personnel and NCI

corporate personnel.

COMPONENT #1

An enrollment maintenance application will be created to maintain enrollment data

except for the enrollments ID that will be generated by the system.

COMPONENT #2

A program to extract enrollment updates for transmission to vendors (enrollments

changes file).

A program to extract data from the enrollments changes file to load into MS Access for

those programs that are flagged appropriately (currently ASP Cash Rewards).

A program to extract data from the enrollments and enrolled programs tables to create

a file to load into MS Excel for Club Tieban programs.

A program to extract EID-SIN data to create a file to FTP to the Mainframe.

COMPONENT #3

A separate program to maintain each of following:

• Business programs

• E-mail recipients

• Supporting company data

• Job titles

Batch update for the mini dealers table from a flat file from the Mainframe.


2. EMS Online Application The Enrollment Maintenance System (EMS) application web site is located via the

following link:

www.nissandealer.ca/A_enrolment/login.asp

2.1 EMS Main Screen

The following illustration represents the login screen of the EMS web site.

Note: Enrollment ID’s and passwords will be managed by NCI corporate

administrators.


http://www.nissandealer.ca/A_enrolment/login.asp


3. Search for Enrollment After submitting your enrollment ID and password, the EMS Main Menu web page will

appear as follows:

Click on the “Enrollment Maintenance” panel located near the top left corner of the

web page (as shown below).



A new web page will automatically appear (as illustrated below).

Click on the “Enrollment Inquiry” panel located near the top left corner of the web

page in order to search for a particular person. A new web page will appear as

follows:



You can enter either a First Name, Last Name and select Dealer Codes within the top

left area within the web page (as pictured below).

Note: In the example above, “Smith” was entered within the text field for “Last

Name” and “All Dealers” was selected from the drop down list for Dealer

Code.

As noted above, a specific Dealer Code can be selected by clicking on the drop down

list and highlighting the number (as shown below).



Click on the “Search for Enrollment” button (as illustrated below).

Note: In this example, a search for all individuals with the last name “Smith” will be

conducted for all of the dealerships (i.e. All Dealers). You can use the “Reset”

button to remove the field entries (i.e. Smith and All Dealers) and start re-

entering new information.

The web page will automatically refresh, and the search results will be listed within the

lower section of the web page as follows:



The search results are categorized (from left to right) by EID number, Name, Job Title

and Dealer Code (as illustrated below).

Note: In the example above, only records 1 – 5 are illustrated. There are a total of

12 records found.

You can navigate the records within the search by clicking on the “Next Page” button

( ).

Click on the “Next Page” button. The next set of records will appear on the web page

as follows:

Note: In this example, records 6 through 10 are illustrated. You can navigate

records by using the “Previous Page” and “Next Page” buttons.



4. Add New Enrollment Adding a new person to the enrollment maintenance system involves the use of the

“Enrollment Maintenance” menu (as pictured below).

Click on the “Enrollment Maintenance” panel within the Main Menu.

A new “Enrollment Inquiry” web page will appear as follows:



4.1 Create New Enrollment

You can add a new person to the enrollment system by clicking on the “Add New

Enrollment” button (as shown below).

Click on the “Add New Enrollment” button.

A “Create New Enrollment” web page will appear as follows:



Enter the details (i.e. name, address, city etc.) for the new enrollment (as illustrated

below).

Note: In the example above, a new enrollment for an individual named “James

Smith” with the job title of “Sales Manager” and Dealer Code of “01036” was

entered. Entering SIN information (i.e. social insurance numbers) is

“optional”. Only certain programs require a SIN number. SIN numbers are

verified within the EMS system. If an invalid SIN number is entered and you

select the “Save Changes” button, the web page will indicate an invalid SIN.

Click on the “Save Changes” button to save the enrollment details for the individual.



A new web page will appear with summary information for the new user listed within

the top left corner (as pictured below).

Note: A new enrollment number (e.g. 935016077) is automatically assigned to the

new user (i.e. James Smith – with a Dealer Code of 01036).

As indicated in the instructions, personal details can be updated by selecting the “Edit

Details” panel located in the top left hand corner of the web page.



4.2 Edit Enrollment Details

After selecting the “Edit Details” panel, you can edit the enrollment details specific to

the user by re-entering information within the various fields (as shown below).

Note: In the example above, the address for “James Smith” was changed from “580

Terry Fox Drive” to “600 Terry Fox Drive”.

You can change the job title for a user, by clicking on the “Change Job Title” button

located near the top right corner of the web page (as pictured below).

Click on the “Change Job Title” button.



The web page will appear as follows:

Note: In the example above, the current job title for “James Smith” is “Sales

Manager”.

Click on the down arrow and select a new job title for the individual (as shown below).

Once the new job title is selected, click on the “Change Job Title” button.

The web page will appear with updated job information for the individual as follows:

Note: In the example above, the current job title for “James Smith” is illustrated as

“Area General Manager”. It has been changed from “Sales Manager”.



You can change the portal ID for a user, by clicking on the “Edit Portal IDs” button

(as pictured below).

Click on the “Edit Portal IDs” button. The web page will appear as follows:

Click on the down arrow and select an available ID for the user (as illustrated below).



Once an available ID is selected, click on the “Use This Access ID” button (as

pictured below).

The web page will update automatically and appear as follows:

Note: In the example above, the “Current Portal ID” column appears with the

selected ID (i.e. EC00801). You can use the “Remove This Access ID”

button to remove the current Portal ID number.



You can provide secondary dealer information for the individual by clicking on the

“Edit Secondary Dealers” button (as shown below).

Click on the “Edit Secondary Dealers” button. The web page will appear as follows:

Click on the down arrow and select a secondary Dealer Code for the user (as

illustrated below).



Once a secondary Dealer Code is selected, click on the “Add This Secondary Dealer”

button (as pictured below).

The web page will update automatically and appear as follows:

Note: In the example above, the Secondary Dealer Code (i.e. 01038) is illustrated

near the middle left of the web page. Additional secondary Dealer Codes can

be added and removed by using the “Remove This Secondary Dealer” and

“Add This Secondary Dealer” buttons.



You can reset a user’s password information by clicking on the “Reset Password”

button (as illustrated below).

Click on the “Reset Password” button. A warning message will appear as follows:

Click on the “OK” button to reset the user’s password.



4.3 Show Enrolled Programs

You can view the programs associated with a user by clicking on the “Show Enrolled

Programs” panel (as pictured below).

Click on the “Show Enrolled Programs” panel. The web page will appear as follows:

Note: The enrollment ID, Primary Dealer Code and Program details are summarized

and highlighted within this web page.



4.4 Add New Program

You can add a new program for a user by clicking on the “Add New Program” panel

(as pictured below).

Click on the “Add New Program” panel. A new web page will appear as follows:

Select a program and Dealer Code by clicking on the down arrows and making the

appropriate selections from the drop down lists.



Once the program and Dealer Codes are selected, click on the “Add This Enrollment”

button (as pictured below).

The new programs for the individual will be displayed as follows:

Note: In the example above, the new program of “Infiniti and Nissan University”

for “James Smith” is awaiting approval.



4.5 Terminate

You can terminate a user’s enrollment by clicking on the “Terminate” panel (as

illustrated below).

Note: In the example above, the individual by the name of “James Smith” with an

enrollment ID of “944544925” was selected.

Click on the “Terminate” panel. The individual will be removed from the Enrollment

Maintenance System.



4.6 Reactivate

You can “reactivate” a user’s enrollment within the EMS system.

Reactivation of a user’s enrollment begins by conducting an initial search for the

individual.

Click on the “Enrollment Maintenance” panel (as illustrated below).

The web page will automatically refresh and appear as follows:



Click on the “Enrollment Inquiry” link. The web page will appear as follows:

Enter the details (i.e. First & Last Name) for the terminated individual (as shown

below).

Note: In the example above, “James Smith” was entered.



Click on the “Search for Enrollment” button (as pictured below).

Review the search results within the web page as follows:

Note: The search results indicate one record for a “James Smith” with a job title of

“Area General Manager” and a Dealer Code of “ZZZZZ”.



Click on the individual’s EID number / button (as shown below).

Note: In the example above, the EID number for “James Smith” is “975691579”.

The web page will automatically refresh and illustrate the individual’s enrollment

details as follows:

Note: The Dealer Code for “James Smith” is “ZZZZZ”. All individuals that have a

Dealer Code with a “ZZZZZ” have been “Terminated”. The “ZZZZZ” Dealer

Code is used to identify terminated enrollment records.



Click on the “Reactivate” panel (as shown below).

The web page will automatically refresh and appear as follows:

Note: The EID number and individuals name appears within the top left corner of the

web page (i.e. under “Enrollment Reactivation”). You can select a

dealership number by clicking on the down arrow and highlighting a dealership

number from the drop down list (e.g. 01036).



Click on the “Reactivate with this Dealer Code” button (as illustrated below).

The individual has been reactivated and you will return to the “Edit Enrollment

Details” web page (as shown below).

Note: If necessary, you can continue to revise the enrollment details within this web

page and click on the “Save Changes” button to retain the information.



You can verify the changes for the “reactivated” individual by returning to the “Main

Menu” and selecting the “Enrollment Inquiry” panel (as illustrated below).

Enter the details (i.e. First and Last Name) for the individual and click on the “Search

For Enrollment” button.

The search results will appear within the web page as follows:

Note: The reactivated individual (i.e. EID 975691579 - James Smith) with a job title

of “Area General Manager” and a Dealer Code of “01036” is illustrated.




5. Appendices Appendix A – List of Acronyms



6. Appendix A - Acronyms List

NCI Acronyms List

ASP Added Security Plan

ADP Automatic Data Processing

AGM Area General Manager

ASE Automotive Service Excellence

ATF Automatic Transmission Fluid

BOMT Business Office Management Tool

CAA Canadian Automotive Association

CCI Customer Commitment Index

CCM Customer Communication Manager

CIS Customer Information System

CPIA Claims Processing Interactive Analysis

CRM Customer Relationship Management

CSI Customer Satisfaction Index

CV Customer Voice

DIY Do It Yourself

DMi Digital Motorworks Inc.

DMRC Dealership Marketing Resource Centre

DMS Dealership Management System

EDW Enterprise Data Warehouse

eNCATS Electronic Nissan Customer Activity Trigger System

F&I Finance and Insurance

FOB Freight On Board

FOM Fixed Operation Manager

G/L General Ledger

GAP Goal Achievement Plan

LOI Loss of Income

MSRP Manufacturer Suggested Retail Price

MTBP Mid-Term Business Plan

NCF Nissan Canada Finance



NCI Acronyms List

NCI Nissan Canada Inc.

NESCO Nissan Extended Service Contract Company

NISMO Nissan Motorsports

NML Nissan Motor Company Ltd.

NNA Nissan North America

NSSW Nissan Sales and Service Way

OE Original Equipment

QTOP QTOP

RDR Retail Delivery Report

RO Repair Order

SAP Systems, Applications & Products in Data Processing

TMS The Marketing Store

UIO Units In Operation