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Faculty Election Website: Procedures
Web Locations:
Prod URL: http://utdirect.utexas.edu/afgf/gf_menu_public.WBX
Servers in DPUSER: AFGFP
PROD
Test URL: http://dpdev1.dp.utexas.edu/test/afgf/gf_menu_public.WBX
Uses QUAL for data and Natural modules.
Servers in DPUSER: AFGF
TEST
AFGFP
TEST
Beta URL: http://dpdev1.dp.utexas.edu/afgf/gf_menu_public.WBX
Uses PROD data and Natural modules.
Server: same as Prod
Election Process




Steps in Election Process
Central or Proxy Voting
Election Tables
Batch Processing: List of Jobgroups in Task Manager
Reference
 Overview of *TXTBLS
Steps in Election Process, with notes for staff and analyst.
BEFORE ELECTIONS
1. Periodically review election titles and other information for accuracy in tables AFGFGRP and
AFGFAPPT.
Staff/Analyst
2. Add and delete EIDs of election proxies in table AFGFAUTH for group GF. Includes proxies
for all types of elections. AFGFAUTH is case sensitive.
Analyst/Staff
3. Determine voting criteria for any new type of election. To put specifications in vote
programs, contact Cheryl Fuller. AFJGFDB, pgm=AFPBVOTE. Jobgroup runs weekly on
Saturday.
Staff/Analyst
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4. Set up or create jobs to handle programs below. Update election key input cards. All jobs are
in Task Mgr as AF / GFJGxxxx / P. Jobgroups named after first program. See list of all GF
jobgroups below (approximately p. 14)
Analyst
5. Delete any old ballots and voting records that remain from elections in a previous semester.
Ballots = AF/GFJGNV90/P [AFPBVTDL became AFPBNV90].
GFNWNV90/P deletes ballots and other data from AF-Faculty-Voting.
Remember that if you do this after nominations and right before VOTING begins, AFPBNV90
deletes the BALLOTS needed for the VOTING. So you then have to run AFJGNV50 to recreate
each ballot.
GFNWNV92 deletes the nomination and voting dates on the AF-BIOGRAPHY faculty record.
These dates are used to prevent a faculty member from nominating/voting twice. [AFPBBGVT
became AFPBNV92].
Analyst
6. Turn off any previous elections in table AFELECT.
Staff/Analyst
7. Clean up table AFGFMBRS. See notes on table entry below.
Standing committees: Make sure table is completely correct.
Non-standing committees: Delete all old members for this election, if any.
Staff
8. Run program to complete AFGFMBRS information (GFJGEG20). Originally this was
program AFPBMBRS.
Analyst
9. Enter a record for each election in table AFELECT and AFELECTD. Remember that each
college may need an election record. Accuracy is critical since AFELECT determines election
results.
Staff
10. Make sure faculty database is loaded with most current data, including correct voting
eligibility (AFPBVOTE) (standard ongoing job, runs routinely on Saturday).
Analyst
11. For single college (internal) elections, for each college run report (GFJGEG30) of faculty
eligible to vote in each election. Output goes to staff webspace accounts and includes e-mail
addresses. (Originally AFPRELIG.) See setup notes in program, but it only requires election
type and college (level).
Analyst
12. Set up e-mail list for voting faculty, using report in webspace. Create and send messages
after activating the elections. Other options: use group e-mail system for all voting faculty or get
college voting e-mail list from college administrators. Check for accuracy.
Staff/Analyst
13. Update mail labels (TXFAST) for voting faculty (standard ongoing job). No longer needed as
of 2006.
Analyst
14. For Faculty Council college elections (even years), determine number to be elected from
each college, by submitting GFJGEG10 (originally AFPBCOLL). This job updates table
AFELECT with number elected and nominated from each college, as well as a default number of
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candidates. The job does not require input, but it assumes the current semester = election
semester. If run early (like December for spring elections) the year/semester in the dynamic table
key for AFELECT will not correspond to the table. Analyst may need to hard code #curr-cymd
in AFPBEG10. Jobgroup AF GFJGEG10 P .
Analyst
15. Set up and teach training classes or sessions for users as needed.
Staff
ALL ELECTIONS
While any type of election is going on, if the system needs to be turned off for any reason,
change Active field in table AFELECT to “N” (Not Active) for an election record. Turn back on
when ready. Active applies to both elections and results.
Staff/Analyst
Proxies should enter paper ballots while elections are in process. If dates for an election are past,
enter "P" in Active status and change appropriate dates in AFELECT.
Staff
NOMINATIONS
Create and distribute paper nomination ballots if needed.
Staff
Nominations take place, based on the opening and ending dates and active status entered in table
AFELECT. Run GFJGNV40 and GFJGNV42 whenever you want to see the current status of
nominations (NV40) received or the activity of nominators (NV42).
Staff
Nominations close. Run reports of nomination results after end date and all entry of ballots by
proxy. Submit GFJGNV40 for lists of nominees. Submit GFJGNV42 for lists of those who
made nominations, by selecting Nominators. (programs were originally AFPRNOM and
AFPRVOTE).
Analyst
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VOTING BALLOT
Determine which candidates are on the final ballot based on nomination results and feedback
from the departments about eligibility and absences of potential candidates. How many faculty
get on the ballot can vary. Generally, two candidates for each elected position; however, ties and
other nomination results can cause variations.
Staff
Enter candidate EIDs for final ballot of each election in table AFGFCAND.
Staff
Enter Number of Candidates for each election in table AFELECT based on final ballot.
Staff
Run GFJGNV50 to create web page ballot record for each election – specific input (election type
and level) for each election is required: XX 1234 CCYYS 1. (program was originally
AFPBCAND).
Analyst
Create and distribute paper voting ballots if needed.
Staff
Voting takes place, based on the opening and ending dates and active status entered in table
AFELECT. You can use GFJGNV42 to monitor voter participation.
Staff
Run Hare-Clark calculation program to tally ballot votes (GFJGNV60). Contact election analyst
to arrange dates and times to run program automatically, if desired. (For example, the results can
be scheduled to run at midnight.) Program should not run until AFTER end date on table
AFELECT and all ballots entered by proxy (if any). If end date has not passed, program will
give an error even if proxy. (Election can be active.) Hare-Clark program AFPBNV60 will
produce a report of election results and a record that will show up on the Results web page after
staff turn on results using AFELECT. The report of election winners goes to staff webspace.
Staff/Analyst
Run voter report if desired. This is GFJGNV42 (originally AFPRVOTE), request Voter activity.
Election Type and Level can be ALL, or specific for one election. Report shows who voted in
each election. The same person gets counted for each different election; totalling up the counts
does not accurately indicate a strict headcount of participating faculty members.
Analyst/Staff
Confirm election winners. Make changes to final voting total as needed (YCNPMAST).
Staff/Analyst
Turn on Results Available for each election in table AFELECT when satisfied with the outcome.
Election must still be active in AFELECT.
Staff
AFTER ELECTIONS
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Add non-elected committee members to table AFGFMBRS as soon as they are known. Please
enter ALL information in the table. Delete old members. Review table for accuracy and
completeness.
Staff
Turn off old election results in table AFELECT. Enter “N” for each election that you wish to
turn off.
Staff
Delete old ballots and voting records after a reasonable period. Run GFJGNV90. Make sure the
previous step has been completed first. Usually OK to delete non-standing committee records
after the first meeting of the committee takes place. Or, wait until a new semester and month
have begun. For example, to delete spring election data, do the submission in June, not late May.
Analyst
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Central or Proxy Voting
Some faculty members have problems using the election system on the web to cast their votes in
an election. Problems include:
 No computer or an old computer too slow or not equipped to handle latest software.
 They do not have the web browser required for features in the system and cannot get through
all the steps required to download the latest.
 Problems with their EID; for example, forgetting their password.
Solutions:
 Help them get the latest equipment or versions. Preferably someone in their college or
department can help them.
 Allow them to go to a central computer in order to vote. Possibilities include the General
Faculty Office or a shared college computer. ITS may be able to help set up a temporary
computer at a convenient site.
 Refer them to their department contact for EID issues.
 Use a proxy to vote for them based on a signed paper ballot or their verbal requests in person.
Proxies must be designated in table AFAUTH for group GF. They can enter any ballots for
voters who do not use the election system on the web.
The voting system recognizes a proxy when they log on with their UT EID. When they click on
a ballot, a box appears for entering the EID of the voter. You will see “ENTER THE EID OF
THE NOMINATOR” or something similar towards the bottom of the ballots. The proxy must
enter EID of the person for whom they are voting or nominating. Only proxies will be given the
option to enter an EID.
You can get the EID of the voter in several ways:
 Ask the voter.
 Look up the voter in the AL2 or FB2 command in *DEFINE.
 Use web directory screen: https://utdirect.utexas.edu/eid/admin_directory_listing.WBX
 Get it from a paper form.
When a proxy clicks the SUBMIT button after entering a ballot, the EID that was entered in the
box will be logged as having voted or nominated. In confidential elections, the EID is never be
tied to a specific nomination or vote ballot; it will be used only to prevent the person from voting
again.
If a proxy needs to view or enter a ballot outside the standard election dates:
 Enter "P" (proxy) in the Active? field of AFELECT.
 Change the appropriate election dates to accommodate the dates needed for entry.
 Go directly to the secured menu URL (https://) to get access to the ballots.
This combination will give access privileges only to proxies.
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Election Tables
*TXTBLS is a mainframe application that enables you to enter records or information that
software can then read and use to determine what actions to take. For the faculty election
system, *TXTBLS information determines election specifications, committee members,
candidates for a ballot, central processors, and other election data. In other words, it contains
most of the information to run an election. The election system uses this information to
determine what to show users on the web pages and to evaluate and calculate ballots. The tables
give the people who set up and run elections the power to determine election rules and
processing.
Use *TXTBLS for real elections.
Use *TXTBLT for testing.
It is essentially the same software, but *TXTBLT is used in a test environment.
For details on how to use *TXTBLS, please see Overview of *TXTBLS.
Each table listed below is followed by a general description, who does the entry for the table, and
the meaning of the fields in the table. Please go to the E1 command in *TXTBLS to see each
table and its fields. Please read Steps in Election Process to see how and where each table fits
into the procedures for an election.
AFGFMBRS
The AFGFMBRS table contains a list of all current representatives on a committee. If a person
is a member of more than one committee, that person should have a record for each committee
(group). This table helps to determine if a faculty member can be nominated for a committee, so
it must be accurate. Records from this table are also loaded into the faculty database and become
part of a faculty member’s record to document their contribution.
Who enters?
(1) Election office staff – the people or office in charge of the election. Ongoing.
(2) A batch program (AFPBMBRS) run by the election analyst can provide some of the field
information—for faculty members only. You will see these fields listed below as optional.
Once election staff has entered the IDs and basic fields, contact the election analyst to run the
program. The optional fields will be filled in according to official records and other tables.
This program can save entry time and ensures official and consistent titles. However, the
program only looks up faculty member records. Please enter the full record for
administrative and student members.
(3) After an election is run, another batch program (AFPBWNRS “winners”) can fill in the table
based on election results. Please contact the election analyst.
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EID OF MEMBER
EID of the committee member. OK to use lower case.
NAME
Committee member name. Optional for faculty members.
JOB TITLE
Committee member job title. Optional for faculty members.
DEPARTMENT
Committee member department name. Optional for faculty members.
COLLEGE CODE
Use “9999” for at-large memberships.
College unit code for committees based on college memberships. Please enter the unit code of
the college they represent in the committee. You can find a list of college unit codes in table
AFCOLLGE.
ELECT ELIGIBLE?
Enter a “Y” if the person is eligible for reelection during the current election or “N” if they are
not. Reelection applies to the committee on the record—see GROUP below. The eligible field
allows you to control who can be nominated depending on the number of years they have already
served and any information you may have that would let you know if they would not be able to
serve. The software will use this information to exclude the members that are marked “N” from
being nominated.
GROUP
Two-character code that indicates the committee or type of committee on which the person is
serving. Please see table AFGFGRP for a list of codes and committees.
HOW APPOINTED
Two-character code indicating how member was appointed to the committee. See table
AFGFAPPT for codes and descriptions. You may want to print these tables for reference to
make table entry easier.
TERM BEGIN
When a member’s term began on the committee. Enter full-year-month-day order. Example:
20010901 for September 1, 2001. Optional if available on AFELECT.
TERM END
When a member’s term ended on the committee. See TERM BEGIN for more information.
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AFGFECAT
This table defines generic election categories. Maintained by analyst.
CODE
Three-character code indicating the election category.
DESCRIPTION
Description of the category.
AFGFGRP
This table shows the two-character codes that identify an election committee or group. You will
need the correct code each time you enter election type in other tables. The table also defines
other aspects of a committee or election.
Who enters? Election office staff or analyst. Please see notes below!
CODE
The code representing the election type. You will use this code in other tables to indicate the
type of election. Please DO NOT UPDATE this code on this table. Coordinate any changes
with the election analyst. Many programs depend on the codes as they are shown.
DESCRIPTION
The official name of the election or committee. It is a generic description for non-standing
committees. Exact names for generic non-standing committees may appear in table
AFELECTD.
PERM
Y
N
(yes) standing or permanent committee
(no) non-standing, adhoc, or temporary committee
TERM/YEARS
The standard number of years that members serve on a committee. The length of a term in years.
If the term length is short or just a few months, enter 00 or 01.
MAX/TERMS
The maximum number of consecutive terms a committee member can serve.
CATEGORY
Code for overall election category. See AFGFECAT above.
SOURCE
I
C
*
institution or at-large committee or election
college committee or election
either is possible
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AFELECT
The AFELECT table contains critical information on election specifications, setup, and rules. It
basically determines how an election will be run. Each election, including college elections, will
need a separate record. You may want to keep records for cyclical elections with old election
dates in order to keep information and avoid reentering later.
Who enters? Election office staff.
ELECTION TYPE
A two-character code that represents a type of election. See table AFGFGRP for the election
type codes.
ELECTION LEVEL
9999 for at-large elections. Four-digit college unit code for a college election.
You may find the college unit codes in table AFCOLLGE.
ELECTION CCYYS
The year and semester of the election. Year is the full four-digit calendar year.
Semester:
9 = Fall
2 = Spring
6 = Summer.
Example:
19992 = Spring of 1999.
ELECTION SEQUENCE NR
The sequence number for an election is usually “1”. However, it is possible to have two
elections of the same type, level, and semester when the election type is generic and nonstanding; for example, concurrent dean reviews or multiple issues on a ballot. Simply assign the
next sequential number to an election; the first is “1”, the second is “2”, and so on. Each election
must have a UNIQUE combination of election type, level, semester, and sequence number.
ACTIVE?
Y = Yes
N = No
P = Proxy
Enter “Y” if you are ready for faculty to participate or view. Enter "P" to allow only proxies
access to election ballots. Every piece of software in the faculty election system evaluates active
status before it allows any service to be performed for that election. (In addition, elections also
require proper dates and results requires indicator.) The active field is a convenient and quick
way to turn an election on or off.
BEGIN NOM CYMD and END NOM CYMD
The dates on which nominations (primary) should open and close. Please enter in full-yearmonth-day order. Example: 20010301 = March 1, 2001. Nominations will be allowed through
the dates specified.
BEGIN VOTE CYMD and END VOTE CYMD
The dates on which voting should open and close. Same format as nominations.
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RESULTS AVLBL? Y = Yes
N = No
“Y” means that final election (voting) results are available and the election office is ready for the
public to review the results of the election. The web page that displays election results is shown
to users only when this field = “Y”.
NBR NOMINATIONS
Number of nominations you will allow people to submit in an election. Usually 1 or 2
nominations per voter. Faculty Council college elections will determine the number of
nominations based on the number of faculty in each college that can serve. Election analyst will
provide a report to determine and update these numbers based on latest faculty data. Enter zero
(“00”) or any number until report results are available.
NBR CANDIDATES
Number of candidates that will be on the final ballot. This number is entered after the primary
election has ended and the candidates for the ballot have been chosen. It should match the
number of candidates listed on the ballot. See table AFGFCAND.
NBR ELECTED
Number of people that are to be elected out of the total number of candidates. Faculty Council
college elections use a formula to determine the number of elected members from each college
based on number of voting faculty members in the college.
CONFIDENTIAL?
Y = Yes
N = No
Enter “Y” if an election is designated as confidential. Confidential elections store voting and
nomination ballots with NO type of user identifier. Ballots do not in any way indicate the person
who voted and submitted the ballot. However, the fact that the user voted in an election is stored
separately from the ballot to prevent duplicate voting. If the election is not confidential (“N”),
the UT EID of the person who nominated or voted will be logged and tied to the actual
nomination or vote ballot record.
BEGIN TERM CYMD and END TERM CYMD
The term dates for the members of the committee resulting from this election. Please enter in
full-year-month-day order, the same as other dates. If the dates of the term are variable for the
members elected, leave these fields blank.
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AFELECTD
Enter any specific description information in the AFELECTD table. Entry in this table is
optional, depending on your need. This information will be used to display special titles, notes,
or instructions to the user on the web pages. As soon as you change the information here, it will
immediately appear on the web page. Be short in what you put here if at all possible. The more
lines you use, the more space it will take up on the web page, forcing the user to do more
scrolling.
Who enters? Election office staff (if needed).
>> PLEASE ADD/UPDATE DATA <<
UTAUS
ADD, CHANGE AND DELETE TABLE ENTRIES
Date 02/08/99
Command A
Name AFELECTD
===============================================================================
ELECTION TYPE
__
ELECTION LEVEL
____
ELECTION CCYYS
_____
ELECTION SEQ NR _
SPECIAL NOTE 1
____________________________________________________________
SPECIAL NOTE 2
____________________________________________________________
SPECIAL NOTE 3
____________________________________________________________
SPECIAL NOTE 4
____________________________________________________________
SPECIAL NOTE 5
____________________________________________________________
SPECIAL NOTE 6
____________________________________________________________
SPECIAL NOTE 7
____________________________________________________________
SPECIAL NOTE 8
____________________________________________________________
SPECIAL NOTE 9
____________________________________________________________
SPECIAL NOTE 10 ____________________________________________________________
----CLEAR------PF1------PF2------PF3------PF6---PF7------PF8------PF11---VIEW ENTRIES
HELP MENU
EXIT
See the detail section for the AFELECT table for a definition of what goes in the ELECTION
TYPE, ELECTION LEVEL, ELECTION CCYYS and ELECTION SEQ NR fields.
SPECIAL NOTE 1 (through 10)
Descriptive text lines. You can enter anything here. Examples include:
 The exact title of a generic type of election, such as a special committee.
 Special notes or detailed instructions.
 Description of any issues on the ballot.
Each line will appear as a separate line on the web page.
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AFGFCAND
Entries in this table determine the voting ballot for an election and is based on nomination
results. You should have the same number of entries for a particular election as you have
candidates. If you have 12 candidates, you should have 12 entries that have the same
ELECTION TYPE, LEVEL and CCYYS SEQ but different EIDs. (Note: Use the copy function
in *TXTBLS to save entry time. See Overview of *TXTBLS.)
Who enters?
Election office staff. Election analyst provides a report of nomination results for staff. Staff uses
the number of nominations from this report, other special criteria, and input from departments to
determine final candidates for an election ballot. Staff will need to determine which candidates
to enter if the nominations result in a large number of ties. When the candidates are chosen and
entered in the table, election analyst will run another batch job to generate a voting ballot record
with complete information for each election.
ELECTION TYPE
Same as AFELECT.
ELECTION LEVEL
Same as AFELECT.
ELECTION CCYYS SEQ
See AFELECT for description of each field. However, election semester and sequence number
are combined TOGETHER in this table (due to technical limitations).
For example: 200321 = Spring 2003, sequence number 1.
CANDIDATE EID
EID of the candidate. Enter in lower case. You can find EIDs on the nomination report. The
table has an automatic check for valid EIDs.
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 Batch Processing: List of Jobgroups in Task Manager
(as of September 2011)
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Overview of *TXTBLS
A few definitions:
Table: A defined set of information that is related in some way to a particular task that a piece
of software needs to perform. A table contains records about a subject, and each record contains
fields or types of information about the record.
Record: A table contains a collection of records about a subject and also defines the information
that goes into each record. For example, a table of election specifications will have a record or
entry for each different election.
Field: Each table defines what information can be put into a record. Individual fields or types of
information are found on each record in the table. For example, a record in a table of election
specifications will have fields for the dates an election begins and ends.
Entry: Anything that you enter into the table, including both records and field data.
When you enter *TXTBLS, you will see a main menu with many options:
>> Please SELECT ONE of the commands LISTED BELOW <<
*TXTBLT
UTAUS
Component Table System
Date 02/08/99
Command e1
Name AFELECT
Key ____________________
===============================================================================
Cmd
Description
Name Key
---- -------------------------------------------------------- -------------System Information
Page 1 of 3
MM
Main Menu
HE
Print *TXTBLS Help
MR
Table Listing (Master Records)
O
PR
Print entries in a table
R
DW
Download table to PC
R
TV
Table View- authorizations, format etc.
R
SA
Security Authorizations for user, library, module
O
R(User)
PA
Print table authorizations
R
Entry Viewing and Maintenance
E1-4 Entries, View and Maintenance, key1-4
R
O
Analyst Functions
TU
Table Format Update
R
PT
Moving Tables from PROD to TEST
R
Analyst functions continued on page two.
-Enter--PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12
Help Menu Exit Trans
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Please look at the third line of the screen near the top--the command line. You will see:
Command
Type a two-character option from the list on the screen (above).
Example: PR
(print a table)
Name
Type in the name of the table. See Election Tables.
Example: AFELECT
(table for election specifications)
Key
Type in the values or information that identifies a specific record, so you can find
that record or start a list of records to view. If the key is blank, the list of records
will start at the beginning and page until you enter another key. The information
that distinguishes a record is USUALLY found in the field or fields shown at the
beginning of a table record. Some tables have several keys to find a record or put
them in different orders. Consult your analyst about the keys.
Example: For a table that contains a list of faculty members, the key might be
EID; another might be name or job code. Be aware that some table keys start
with component code. For UT Austin, the component code is 0.
You may type in any of the two-character options in the “Command” field. Some options that
you may want to use include:
E1
See the entries in a table. You may also add or change the entries if you are authorized
for the table. Detailed instructions below.
E2
See the entries in a different order (by a different key). Also E3 and E4.
MR
See a list of tables.
You can view a list in case you forget the names of some tables.
The list will start from the name you enter in the “Name” field.
Election tables usually begin with “AFGF”. Also “AFELECT”.
PR
Print a table. You will need to type in the name of the table in the Name field.
HE
Print a help manual for more information.
(Or press F6 key to see help on the screen.)
MM
Go to the main menu and see the full list of commands or options (or press F7).
TS
Authorize someone to make entries in a table.
If you cannot figure out how to do this, please contact the analyst.
TG
Migrate one entire table (and authorizations) from PROD to QUAL. (Never do this from
qual to prod.) This helps set up testing with the Test website. However, you may not be
authorized to do this, so see the GF analyst.
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Below is an example of a table named AFELECT, which contains election specifications.
Election specifications are the way you define an election and how the election will operate.
You will see here how to make entries in a table.
>> PRESS ENTER FOR MORE DATA <<
*TXTBLT
UTAUS List, Add, Change and Delete Entries
Date 02/08/99
Command E1
Name AFELECT_
Key ____________________
===============================================================================
c01_ Please enter action(A,C or D) and record number.
01 ELECTION TYPE
FT
ELECTION LEVEL
9999
ELECTION CCYYS
19992
ELECTION NBR
1
ACTIVE?
Y
BEGIN NOM CYMD
19990201
END NOM CYMD
19990207
BEGIN VOTE CYMD 19990208
END VOTE CYMD
19990215
EXCLUDE MEMBERS Y
NBR NOMINATIONS 2
NBR ELECTED
04
RESULTS AVLBL?
N
CONFIDENTIAL?
Y
02 ELECTION TYPE
N
ELECTION LEVEL
9999
-Enter--PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12
Back Left Right
Help Menu Exit Trans
Updates
Please notice these items on the screen:
Command
Type in E1 to view the entries in a table.
Name
Type in the name of the table you want to see. Here you see AFELECT.
Fields
The fields for the election record start with ELECTION TYPE. For details on the fields, see
Election Tables.
Record Number
The number beside field ELECTION TYPE shows 01. This number indicates the first record
shown on the screen. It does not necessarily mean the first record in the table. You can see “02”
record near the bottom to indicate the second record shown on the screen. Each page of records
will show numbers beginning with 01. The records for some tables will be small (only a few
fields) and others will be large.
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Action
Directly under Command, you will see a blank that contains “c01”. Beside it you can see
“Please enter action (A,C or D) and record number.”
You can take action on a record on the screen if you have the proper authorization. You will not
see any action field if you are not authorized to update the table. Contact the analyst if you need
an authorization.
You can take action on a record that shows on the screen. You indicate the record by its number.
Three actions are available:
A
Add a new record
C
Change a record that already exists
D
Delete a record
So you type in the action code and the record number. The example shown on the screen shows
“c01”. This indicates that you want to change record number 01. If you want to add a record,
just type “a”. NO record number needed since you are creating a new one.
If you want to delete a record, simply type in “d” and the record number (example: “d01”). The
record will disappear when you press ENTER. CAUTION: If you are deleting several records
in a row, watch for changing record numbers. Each time the screen reappears after a deletion,
the records may be numbered differently. The current numbering is the only one that matters. If
you do not pay attention to the numbers, you might delete the wrong record and have to add it
back.
Whenever you add a new record or change one, you will go to a new screen which shows all the
fields for a record. You can make entries or changes on this screen:
>> PLEASE ADD/UPDATE DATA <<
UTAUS
ADD, CHANGE AND DELETE TABLE ENTRIES
Date 02/08/99
Command A
Name AFELECT
===============================================================================
ELECTION TYPE
__
ELECTION LEVEL
____
ELECTION CCYYS
_____
ELECTION NBR
_
ACTIVE?
_
BEGIN NOM CYMD
________
END NOM CYMD
________
BEGIN VOTE CYMD ________
END VOTE CYMD
________
INCLUDE F.C.?
_
NBR NOMINATIONS _
NBR CANDIDATES
__
NBR ELECTED
__
RESULTS AVLBL?
_
CONFIDENTIAL?
_
----CLEAR------PF1------PF2------PF3------PF6---PF7------PF8------PF11---VIEW ENTRIES
HELP MENU
EXIT
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The fields will be filled in already if you are making a change. Type in the information you want
to add or retype the information you want to change.
How to add a lot of records that are similar:
You can copy a record if it contains much of the same information you would like to see on a
new record. After you have added a new record or changed a record, you will get a message on
this screen that the update has been made. Before you press enter to return to the record list, type
“A” in the Command field and change the information that you want to see on the new record.
Press ENTER, and you have a new record. You can keep copying on this screen as long as you
enter new information on the record. Any changes that you make to the record creates a new
record. It does not change the original record. Changes require “C” in the Command field.
Please be aware which command is showing.
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