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Relationship Manager AUTO rules

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Author: Dan Keyworth (Annual Programmes and DARS)


Preface

This article will be updated on a regular basis. Updates may be required in response to updates to DARS or changes to business processes or errors.

Ensure you are familiar with the Data Protection laws before adding data to records in DARS. Refer to DARSWiki FurtherHelp for further information and relevant links.

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Content Last Modified: 14 November 2014


Introduction

These rules determine the assignment of Relationship Manager (Assigned Security Group) to constituent records.


The current name of this process within the AUTOs is: “DMJ_RelationshipManagerUpdate_Live”. Its associated description is: “This procedure maintains constituent security by creating attribute assignments connected to the correct relationship managers.” However, this can be updated.


The rules below are listed in running order. Each record must have one, and only one, Relationship Manager assigned to it.


In all cases below, if the relevant Assigned Security Group value that the change would be making already exists on the record, then make no change – i.e. so that the same data is not being overwritten repeatedly with its identical value. Thus it should be possible to query the original date that any given Assigned Security Group was added.


Note that these revised rules, which update existing values where appropriate, mean that Relationship Management is not determined by who adds a new constituent record. A Relationship Manager is necessarily added to each new record at the point that it is created, in order that further data entry is possible until the AUTOs are next run; but these AUTOs will then replace this temporarily assignment (if it is not already the correct value) overnight with the appropriate Relationship Manager.


The AUTOs are not applied to records which have a ‘Relationship Management Status’ notepad, in order that there is a manual (and auditable) process available for changing the Relationship Manager in other circumstances. Except for alumni, the AUTOs are also not applied to records which have an existing Prospect constituency, as in such cases a manual review is required prior to any change of assignment – with the default for all non-alumni being Central University (applied by Rule 7).


Rule 1: Create/update Assigned Security Group Based on Primary Education Oxford College

For each Individual that:

  • Has a primary educational history record1 containing an Oxford College education attribute which corresponds with an Assigned Security Group in the mapping table2; and
  • Does not have a ‘Relationship Management Status’ constituent notepad on its record


Then:

  • Add this mapped College as its Assigned Security Group, replacing any existing value held.


This rule assigns the Primary College as Relationship Manager for any student, alumnus or associate alumnus (i.e. including each of UG, PG and Other education records) unless a manual change has been correctly accompanied with a Relationship Management Status constituent notepad.


Typically the Primary education record for an individual with multiple Oxford education records will be the first College attended. However, colleges may decide between themselves to change the primary assignment, if for example it is decided that a subsequent undergraduate or postgraduate course should supplant in primacy terms a previous visiting student/short course.


The Relationship Manager will always follow the primary Oxford education flagged on the record, unless there is an accompanying Relationship Manager Status notepad on the record.


Rule 2: Create/update Assigned Security Group based on Spouse

For each Individual that:

  • Has not had an Assigned Security Group added or changed by Rule 1; and
  • Does not have a ‘Relationship Management Status’ constituent notepad; and
  • Does not have a Prospect Constituency on its record; and
  • Has a current ‘Is Spouse’ relationship record of type Spouse/Partner with an existing Assigned Security Group


Then:

  • Add the Spouse’s Assigned Security Group as its own, replacing any existing value held.


This rule assigns the Relationship Manager already assigned to any given record to its spouse/partner record as well, if one exists (if the spouse is not also an alumnus). Note that this relies on a spousal relationship link existing between the two records.


Rule 3: Create/update Assigned Security Group based on Child

For each Individual that:

  • Has not had an Assigned Security Group added or changed by Rules 1-2; and
  • Does not have a ‘Relationship Management Status’ constituent notepad; and
  • Does not have a Prospect Constituency on its record; and
  • Has one or more Child relationship records, all of which have the same existing Assigned Security Group record


Then:

  • Add the Child’s/Childs’ Assigned Security Group as its own, replacing any existing value held.


This rule assigns the Relationship Manager already assigned to any given record to its Parent/Guardian record(s) as well, if any exist (if the parent is not also an alumnus or alumnus’ spouse). Note that this relies on a Parent/Guardian to Child relationship pairing link existing between the two records. If the constituent’s children have different Assigned Security Groups, then this rule will not be applied.


Rule 4: Create/update Assigned Security Group based on Parent

For each Individual that:

  • Has not had an Assigned Security Group added or changed by Rules 1-3; and
  • Does not have a ‘Relationship Management Status’ constituent notepad; and
  • Does not have a Prospect Constituency on its record; and
  • Has one or more Parent/Guardian relationship records, all of which have the same existing Assigned Security Group record


Then:

  • Add the Parent’s/Parents’ Assigned Security Group as its own, replacing any existing value held.


This rule assigns the Relationship Manager already assigned to any given record to its Child record(s) as well, if any exist (if the child is not also an alumnus or alumnus’ spouse or parent). Note that this relies on a Child to Parent/Guardian relationship pairing link existing between the two records. If the constituent’s parents have different Assigned Security Groups, then this rule will not be applied.


Rule 5: Create/update Assigned Security Group based on Private/Family Trust/Foundation

For each Organisation that:

  • Does not have a ‘Relationship Management Status’ constituent notepad; and
  • Does not have a Prospect Constituency on its record; and
  • Has an Industry Type equal to ‘Trust/Foundation - Family/Private’; and
  • Has one or more Trustee relationship records, all of which have the same existing Assigned Security Group


Then:

  • Add the Trustee’s/Trustees’ Assigned Security Group as its own, replacing any existing value held.


This rule assigns the Relationship Manager already assigned to any given record to its associated Trust record(s) as well, if any exist. Note that this relies on a Trust to Trustee relationship pairing link existing between the two records. Both the Alumnus and Non-Alumnus versions of the relevant Industry Type qualify. If Trustees with different Assigned Security Groups exist, then this rule will not be applied.


Rule 6: Create/update Assigned Security Group based on Group Name

For each Group that:

  • Does not have a ‘Relationship Management Status’ constituent notepad; and
  • Does not have a Prospect Constituency on its record; and
  • Has a name beginning with a College prefix listed in the DARS Naming Convention3


Then:

  • Add this mapped College as its Assigned Security Group, replacing any existing value held.


This rule assigns the College that is applied to the name of the Group as the Relationship Manager. Note that this relies on the official four-digit Site acronym for the College, as listed in the DARS Naming Convention, being applied correctly as the prefix for the group’s name.


Rule 7: Create/update Assigned Security Group with Central University

For each Constituent (Individual, Organisation or Group) that:

  • Has not had an Assigned Security Group added or changed by Rules 1-6


Then:

  • Add ‘Central University’ as the Assigned Security Group to the constituent, replacing any existing value held.


This rule assigns the Central University as Relationship Manager for all other constituents not covered by Rules 1 to 6 above. Note that this includes reversing manual changes to Assigned Security Group made for any given constituent when that change has not been accompanied by the correct supporting data being added to the record (i.e. a Relationship Management Status notepad, a relationship with a specific type, etc).




Footnotes

1 Ensure that there is not an AUTO process which reverses the manual change of a primary education record. This way, colleges can decide themselves which is the primary education record (n.b. migrations/data-fixes may set the earliest education record for a specific dataset, but an AUTO shouldn’t determine this – in order that something manual updates are not reversed).


2 The existing mapping table in the AUTOs should continue to work.


3 A mapping table will need to be constructed.

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