3Cs Communications Tables Update Instructions

The 3Cs are used for all communications, incoming, outgoing, and in person, that you want to generate and track through PeopleSoft. This includes things such as brochures, bulletins, letters, labels, emails, and phone calls. You should first thoroughly check your campus lists to make certain the item(s) you want to add or change have not already been added or changed by someone else in your unit.

For End Users:

You can access the 3C Communication Items Spreadsheet on the web, but you will need to open the spreadsheet and then save it on your hard drive in order to make changes to it. To do this, open the spreadsheet and then click on File. Choose Save As. Save it to your C drive with the title of 3C Communications Spreadsheet and today’s date. Once you have completed and saved your changes, you should include the spreadsheet as an attachment in an email to your 3C coordinator.

Access the 3C Communication Items Spreadsheet.

Please complete the Submitted by, Academic Unit, and Campus information at the top of the spreadsheet. You should then complete all columns in the spreadsheet except for the Mapping column. Your 3C Coordinator will complete this section. Your spreadsheet should include the following:

Date: This is the date of your request. (10 characters- xx/xx/xxxx)

Action: Valid values are Change, Add, and Delete. (up to 6 characters)

Notes: Provide a very brief explanation of why you are submitting the request. For example, "New Brochure" or "Correcting Spelling Error" (no set character length)

Institution: Valid values are IUBLA, IUCOA, IUEAA, IUINA, IUKOA, IUNWA, IUSBA, or IUSEA.

Letter Code: This is the 3-character PeopleSoft assigned letter code. You should only put letter codes in the spreadsheet for items that are already in PeopleSoft and for which you wish to make a change. New items will automatically be assigned a letter code by PeopleSoft. Therefore, please leave this column blank for new 3C Communication Items.

Descr: Descr stands for description. This is a 30-character field, but you only actually have 24 characters available. The first 6 characters must follow our standard coding convention. The first 2 characters are the Institution, the 3rd-5th characters are the area identifier (i.e. ADM or ITL), and the 6th character is a hyphen. You then have the 24 characters after the hyphen to describe the item. Make sure you follow the coding convention of your institution so that all of your items will alphabetize correctly. If you don’t know the specific coding convention for your descriptions, you should check with your 3C Coordinator. Some examples:

BLADM-Acad Broc-History

COADM-Ltr-Coun Bfast Invite

SBITL-Brochure-Nursing

SEADM-Bultn-Allied Health

Please use Title Case for the Long Description.

Descrshort: This is the short description and is a 10-character field. Although you cannot assign much meaning in 10 characters, you can abbreviate the Descr and have some meaning in your Descrshort. For the above examples, you could use the following Descrshorts:

Descr	Descrshort
BLADM-Acad Broc-History	AcBrocHst
COADM-Ltr-Coun Bfast Invite	CounBfInvt
SBITL-Brochure-Nursing	Nursing
SEADM-Bultn-Allied Health	AldHlthBul

Please make certain you follow the coding convention for your campus. If you don’t know it, please check with your 3C Coordinator. Please use Mixed Case for the Short Description.

Administrative Function: If you have any questions about which Administrative Function to use, please check with your 3C Coordinator.

Status: For new items, the status should be A (active). Only use I (inactive) for items already in the table that should no longer be active. (1 character)

Method: The following values are valid as methods: (1 character)

B-Publication

C-Card (postcard/reply card)

D-Document (like an application or form)

E-Email

F-Fax

J-Letter to Agency *

K-Letter to Department *

L-Letter

M-Other-Office Defined *

N-Other-Office Defined *

O-Other-Office Defined (i.e. t-shirt or CD Rom)

P-Personal Contact

Q-Label to Agency *

R-Label to Department *

S-Label

T-Telephone Call

W-Web

X-Other-Office Defined *

Y-Other-Office Defined *

Z-Other-Office Defined *

*These are new method codes that are currently only available for use on the Bloomington and Indianapolis campuses. We will make these method codes available to the other campuses as they need them. If you need one of these new method codes, please send SES an email at sesctm@indiana.edu

For Bloomington and Indianapolis, you can use the Other-Office Defined codes as you need them. You will need to keep a record of what each code means on your campus as the title of the method code will not change in the table. It will always read "Other-Office Defined".

Direction: Valid values are:

IN-Incoming

OUT-Outgoing

PERS-In Person

Once you have completed and saved the spreadsheet, forward it as an attachment in an email to your 3C Coordinator for approval.

If you have any questions about these instructions, please check with your 3C Coordinator or email SES at sesctm@indiana.edu

For 3C Coordinators:

You should receive completed spreadsheets from your staff that document any changes and/or additions they wish to make to the Communications Tables. Instructions for completing their portion of the spreadsheet can be found in the End User section above.

Please review their requests, work with your staff to make any needed corrections, and then complete the Mapping column on the spreadsheet.

IU Communication Context Checklist: If this communication needs to have a checklist tied to a communication, please indicate so in the notes for your request.

Please complete the Approved by 3C Coordinator, Date, and Date Submitted to SES information at the top of the spreadsheet.

At this point, you should forward the completed spreadsheet as an attachment in an email to SES at sesctm@indiana.edu . Please make sure you put your full name and contact information in your email so that we can contact you with any questions concerning your request.

Once your changes have been added to the PeopleSoft Communication Tables, SES will notify you via email. It will be your responsibility to then notify your end users.

If you have any questions about these instructions, please contact SES at sesctm@indiana.edu