Contact Interaction {KOPS-4}

This one-Block option is primarily used to link two representatives with each other. All information about the interaction between the representatives is captured here for future reference purposes and follow-up action.

A representative must first be created in option {KOPS-1} “Individual Personnel Detail” and the field for representative set to (Y)es before any contact interaction between two representatives can be recorded.

Fields in the option:

Block 1: Contact Interaction
Block 1 Page 1 part one: Institution Representative

Field	Type & Length	Description
Type	A1	Enter (P)ersonnel, (A)lumnus or (O)ther
Number	N9	Enter the number for the Institute representative. The name and designation of the person is displayed by the system.

Block 1 Page 1 part two: Contact Representative

Field	Type & Length	Description
Type	A1	Enter (P)ersonnel, (A)lumni or (O)ther
Number	N9	Enter the number for the Contact representative. The name and designation of the person is displayed by the system.

Example:

Block 1 Page 1 part three: Information of the Interaction between the two representatives

Field	Type & Length	Description
Type of Interaction	A4	Enter from the <LIST> function the code which best describes the type of interaction, e.g. correspondence, formal meeting, informal meeting, etc. The description is displayed. The Type of Interaction is maintain in option {KCS-9}.
Interaction Reason	A4	Enter from the <LIST> function the reason why the interaction has taken place, e.g. to give feedback, prospecting new contact, courtesy visit, etc. The description is displayed. The Interaction Reason is maintain in option {KCS-10}.
Date of Interaction	(DD-MON-YYYY)	Enter the date upon which the interaction has taken place. It is also possible to enter future dates, which will assist the user with the scheduling of future appointments. This field is not mandatory.
At Venue	A30	Enter the physical location where the interaction has taken place, e.g. on donor site, on-site boardroom, library, etc.
Interaction Result	A250	Any result may be entered by the user to indicate if the interaction was successful/unsuccessful, e.g. a pledge was made and the contact could lead to a firm donation of resources. Only 55 characters are displayed. Use the cursor keys (arrow keys) to scroll for more data or use the editor function to see more than 55 characters.
Contact	N9	Enter the number of the Contact on whose behalf the interaction has taken place. The description of the Contact is displayed by the system. Although this is not a mandatory field, users are advised to complete this field as far as possible, so that the interaction could be linked to a Contact (where applicable). The <LIST> function will display all Contact of the Contact Representative. The Contact and Contact Representative is maintain in option {KOPS-2}.
Pledges Made ?	A1	Enter (Y)es or (N)o.
Pledge Type	A4	The cursor will move to this field when the answer in the previous field was (Y)es. Enter the pledge type code from the <LIST> function. The description is displayed by the system. Examples of pledge types could be books, computer equipment, cash, etc. The system will warn the user if a pledge type is entered, but Pledges Made? above was entered as (N)o. The Pledge Type is maintain in option {KCS-6}.
Project	N7	Enter the project code from the <LIST> function. The description is displayed by the system. This field will normally only be entered if the interaction was aimed at raising resources for a specific project. The Project is maintain in option {KOPS-7}.

Example:

Block 1 page 2 part three continue:

Field	Type & Length	Description
Follow-up Action	A4	Enter the code from the <LIST> function. The description is displayed by the system. Examples of follow-up action may be to send a brochure, arrange a meeting, send a fax, etc. The Follow-up Action is maintain in option {KCS-8}.
Follow-up Date	(DD-MON-YYYY)	Enter the date when the follow-up action is to take place. This is a very useful feature because the user may want to print all follow-up actions which must take place before a certain date. In the same manner, a user may want to print overdue follow-up actions.
Date Completed	(DD-MON-YYYY)	Enter the date when the follow-up action was completed.
Result of Follow-up Action	A60	Any result may be entered, e.g. donor not interested, make contact again in 3 months, donor unsympathetic towards the cause, etc. Only 49 characters are displayed. Use the cursor keys (arrow keys) to scroll for more data or use the editor function to see more than 49 characters.
Remarks	A250	Any remark with regard to the interaction may be entered here. Only 69 characters are displayed. Use the cursor keys to scroll for more data or use the editor function to see more than 69 characters.

Example:

Processing Rules
	No special processing rules

Date	System Version	By Whom	Job	Description
15-Dec-2006	v01.0.0.0	Charlene van der Schyff	t135443	New manual format.
19-Dec-2008	v01.0.0.1	Ernie van den Berg	T155163	Review manual