Global Link Different Entities

From AFSWiki

Contents 1 Different entities 1.1 Person 1.2 Service Case 1.3 Family 1.3.1 Head of Family

Different entities

It is important to make a distinction between 3 different entities: Person, Service Case and Family. We will explain the differences of each in this section.

Person

A 'Person' in Global Link is considered as any person that can have any relation with AFS: volunteer, participant, alumni, any family member individually, CPO-responsible, director of a school, etc. In 'Person: Person Detail' you can find the person details, including, address, telephone number, gender, birth date, etc. The person info can be reached through clicking on the name of the person (not by clicking on the Service reference)

You then go into Person: Person detail

At the top of the page you can see you are in the Person: Person Detail page. Here you can find all the personal info. You can see:

1. Any Extra info that was customized for your business process
2. All the Personal information, like address, phone, etc
3. The composition of the Family, etc
4. the tab Service Case shows you all service cases (hosting, sending and volunteer) connected to this person
5. the tab Activities shows the trainings/orientations the person has been involved in
6. the tab Contact Log shows you the overview of the contacts made with this person and recorded in the system.
7. the tab Affiliation shows:
   1. all internal affiliations as AFS volunteer
   2. all external affiliations to organizations in the system
   3. all liaison assignments to host families or host participants
8. the tab Login Account shows if you have person has an active login to GL, shows User ID. You can also define new login for user
9. the tab Person Award shows if any award has been given and recorded for this person.
10. the tab GoogleApp shows if a googleapp account has been created for this person.

Service Case

A person might have one or more 'Service Cases' attached to him or her. A service case has a Service Reference (number) and is connected to a program code for sending and hosting service cases. For Volunteer Service cases, there is no program code.

Having a service case, means the person is or has been a participant or (part of) a host family or is an active volunteer (regardless of having an affiliation or not). One person can have one or more service cases attached to him/her, since (s)he can go on different programs and/or can host several times and can either be a volunteer or not.

You can reach the information on the service case, by clicking on the service reference connected to a person.

Then you will find all the info on the program of that person. A service can be in a number of stages (see later sections for what stages) and has the status Open or Closed.

At the top of the page you can see 'Service Case: Detail'. This participant is a sending participant from AUT, on program SMscSH08. The service case is in Participation-Closed.

You also see these buttons:

• Placement Info: This gives the info about the family placement and the school or CPO placement in the host country. You also find the chapter and region the person is placed in the host country. The numbers between the brackets (eg. 1, 1, 0) tell you how many family placements (the first number) and how many school or CPO placements (the second number) the person has. It also tells you if a travel plan has been assigned or not (the last number). If the person got replaced in another family, the first number will be 2, since the database keeps track of the history of placements too.
• Finance Info: Any financial info you inputted in the system will be shown there.
• Interest Info: When a participant initially gives his or her interest(s), this can be inputted and will be shown here.
• Exchange summary: Gives you a summary of the placement info.
• Person Info: This button you can use to go to the Person Details to look at address, birth date, telephone no., etc. So you can go from the Person Detail to the Service Case Detail and from the Service Case Details to the Person Details.
• Support Info: Any support issues during the stay of the person/family can be recorded here.
• Monthly Contact. This button will be available if participant is in Participation stage only and allows partners to go to Monthly Contact section
• Resend Pax info: In case your partner has problems seeing the info on this service case or you updated info and for one or another reason the partner cannot see the info on the other side, it might be worth to click this button and do a resend of the info (this button will become obsolete soon).
• Travel Info. This gives you information of travel plan and orientation linked to this participant.
• Extra Info: any extra info that you as partner defined connected to him or her. You can see this info by clicking on 'Extra Info'.
• History Log: This gives you the history of the activity of this service case
• Find Duplicate: this button allows you to search for potential duplicate records that then can be merged.

Family

Every person in the database belongs to a family. Even if (s)he is entered as a participant without other family members or as a director from a school, etc. Every person is then considered as a 'single' family. You can find the family info in 'Person: Person Detail' Click on the tab 'Family'.

Head of Family

The Head of Family will be listed first and have (H) next to him or her. His or her information will also be listed on that page. If you want the information of another member of the family, simply click on his or her name. There can also be a second head of family, marked by H2. You can change the Head of Family, by selecting the person you want to make Head of Family and clicking the button 'Assign as Head of Family'.

It is very important to identify the 'Head of Family', since this is the person you need for reports or to connect a family to a hosted participant, for example. If you enter a sending participant and you then go the family section (Go to Person Info and scroll down), the sending participant will at that point be the only 'person' in that family and will automatically be the Head of Family. When you add more family members, among them for example father and mother, you will have to change the head of family to the father or mother.