Configure master data in the admin app

This article provides information about how you can use the admin app (a model-driven app) to add and manage master data for your solution. These tasks are typically performed by business admins in your organization.

See the overview video about how to configure master data, or follow the steps in this article. Estimated time to complete these steps: 35–40 minutes

Demo: Quick overview of how to configure master data

Watch a quick overview about how to configure master data.

Step 1: Configure and manage setup data for your organization

Use the admin app to create and manage master setup data for your organization. This data is required for the Higher Education Crisis Financial Impact Tracker app to work.

Important

Ensure that your IT admin has deployed the solution into your organization and has granted appropriate permissions for business admins to use the admin app. More information: Deploy the Higher Education Crisis Financial Impact Tracker app

You must add master setup data to these entities in the following sequence:

1. App Configs

2. Frequently Asked Questions

3. Campuses

4. Colleges

5. Departments

6. Loss Reasons

7. Pay Periods

Master data is managed from the Administration area on the left pane in the admin app.

App Configs

Use the App Configs entity to manage key configurations of the apps.

To update the App Configs entity record:

1. Sign in to the admin app by using the URL provided by your IT admin.

2. On the left pane, select Administration > App Configs.

   

3. Select the record you want to update.

   

4. Enter or update the fields by using appropriate values.

   Field	Description
   App Name	Enter the name of the app.
   Primary Color	Enter the primary color for the app.
   Secondary Color	Enter the secondary color for the app.
   Welcome Message	Enter the HTML-based welcome message that you want to display on the app.
   Owner	The owner field automatically defaults to your user.

5. Double-click to select the image on the form to update it with a new one.

   

6. Select Upload Image, to display a new icon for your app.

   

Frequently Asked Questions

Use the Frequently Asked Questions entity to manage and maintain a list of answers to questions that your users might have as they create records.

To create a new record in Frequently Asked Questions:

1. Sign in to the admin app by using the URL provided by your IT admin.

2. On the left pane, select Administration > Frequently Asked Questions, and then select New.

3. Enter values for the fields as described in the following table.

   Field	Description
   Question	Enter a question that app users might commonly ask.
   Answer	Enter an answer to the question that will be helpful for app users.
   Owner	The owner field automatically defaults to the user.

   

4. Select Save & Close. The newly created record will be available in the Frequently asked questions list.

To edit the record, select it, update the values as required, and then select Save & Close.

Campuses

Use the Campuses entity to manage and maintain a list of university campuses that will participate in this program.

To create a record in Campuses:

1. Sign in to the admin app by using the URL provided by your IT admin.

2. On the left pane, select Administration > Campuses, and then select New.

3. Enter the following field values to create a new record.

   Field	Description
   Campus Name	Enter the name of the campus.
   Campus Description	Enter the description of the campus.
   Owner	The owner field automatically defaults to your user.

   

4. Select Save & Close. The newly created record will be available in the Campuses list.

To edit the record, select it, update the values as required, and then select Save & Close.

Colleges

Use the Colleges entity to manage and maintain a list of the colleges at university campuses that will participate in this program.

To create a record in Colleges:

1. Sign in to the admin app using the URL your IT admin provided.

2. On the left pane, select Administration > Colleges, and then select New.

3. Enter the following field values to create a new record.

   Field	Description
   College Name	Enter the name of the college or school.
   College Description	Enter the description of the college or school.
   Campus	Select a campus this college or school is associated with. This list is populated based on the Campus data you created earlier.
   Owner	The owner field automatically defaults to your user.

   

4. Select Save & Close. The newly created record will be available in the Colleges list.

To edit the record, select it, update the values as required, and then select Save & Close.

Departments

Use the Departments entity to manage and maintain a list of the departments for each college that will participate in this program.

To create a record in Departments:

1. Sign in to the admin app by using the URL provided by your IT admin.

2. On the left pane, select Administration > Departments, and then select New.

3. Enter the following field values to create a new record.

   Field	Description
   Department	Enter the name of the department.
   Department Description	Enter a description of the department.
   College	Select the college that this department is associated with. This list is populated based on the Colleges data you created earlier.
   Owner	The owner will automatically default to your user.

   

4. Select Save & Close. The newly created record will be available in the Departments list.

To edit the record, select it, update the values as required, and then select Save & Close.

Loss Reasons

Use the Loss Reasons entity to manage and maintain a list of loss reasons associated with the effort impact.

To create a record in Loss Reasons:

1. Sign in to the admin app by using the URL provided by your IT admin.

2. On the left pane, select Administration > Loss Reasons, and then select New.

3. Enter the following field values to create a new record.

   Field	Description
   Loss Reason Code	Enter the code for the loss reason.
   Loss Reason Description	Enter the description of the loss reason.
   Owner	The owner field automatically defaults to your user.

   

4. Select Save & Close. The newly created record will be available in the Loss Reasons list.

To edit the record, select it, update the values as required, and then select Save & Close.

Pay Periods

Use the Pay Periods entity to manage and maintain a list of reporting periods associated with the effort impact.

To create a record in Pay Periods:

1. Sign in to the admin app by using the URL provided by your IT admin.

2. On the left pane, select Administration > Pay Period, and then select New.

3. Enter the following field values to create a new record.

   

   Field	Description
   Pay Period Code	Enter the code for the pay period.
   Pay Period Description	Enter a description of the pay period.
   Owner	The owner field automatically defaults to your user.

4. Select Save & Close. The newly created record will be available in the Pay Periods list.

To edit the record, select it, update the values as required, and then select Save & Close.

Step 2: Configure and manage master data for your organization

Use the admin app to create and manage master data for your organization. This data is required for the Higher Education Crisis Financial Impact Tracker app to work.

You must add master data to these entities in the following sequence:

1. Employees

2. Sponsors

3. Grants

4. Sponsored Programs

5. Employee Compensations

Master data is managed from the Higher Education Crisis Financial Impact Tracker area on the left pane in the admin app.

Employees

Use the Employees entity to manage and maintain the list of employees who are associated with the sponsored program in different roles, such as Principal Investigator, Co-Principal Investigator, and Researcher.

To create a record in Employees:

1. Sign in to the admin app by using the URL provided by your IT admin.

2. On the left pane, select Higher Education Crisis Financial Impact Tracker > Employees, and then select New.

3. Enter the following field values to create a new record.

   Field	Description
   Contact Type	Enter the type of contact.
   Employee ID	Enter the employee ID or number for the contact for reference in orders, service cases, or other communications with the contact's organization.
   User ID	Enter the user ID.
   Email	Enter the primary email address for the contact.
   First Name	Enter the employee's first name, to make sure the contact is addressed correctly in sales calls, emails, and marketing campaigns.
   Last Name	Enter the employee's last name, to make sure the contact is addressed correctly in sales calls, emails, and marketing campaigns.
   Middle Name	Enter the employee's middle name or initial, to make sure the contact is addressed correctly.
   Employment Class	Enter the classification of the employee.
   Department	Enter the department where the employee works.
   Annual Base Salary	Enter the annual base salary of the employee.
   Annual Tuition Reimbursement	Enter the annual tuition reimbursement of the employee.

   Note

   The email address of the employee must match the employee email ID of the user accessing the app.

   

4. Select Save & Close. The newly created record will be available in the Employees list.

To edit the record, select it, update the values as required, and then select Save & Close.

Sponsors

Use the Sponsors entity to manage and maintain a list of the sponsors that are associated with the sponsored program.

To create a record in Sponsors:

1. Sign in to the admin app using the URL your IT admin provided.

2. On the left pane, select Higher Education Crisis Financial Impact Tracker > Sponsors, and then select New.

3. Enter the following field values to create a new record.

   Field	Description
   Account Name	Enter the name of the sponsor.
   Phone	Enter the primary phone number of the sponsor.
   Fax	Enter the fax number of the sponsor.
   Website	Enter the website of the sponsor.
   Parent Account	Select the parent account associated with this sponsor.

   

4. Select Save & Close. The newly created record will be available in the Sponsors list.

To edit the record, select it, update the values as required, and then select Save & Close.

Grants

Use the Grants entity to manage and maintain a list of the grants that are associated with the sponsored program.

To create a record in Grants:

1. Sign in to the admin app by using the URL provided by your IT admin.

2. On the left pane, select Higher Education Crisis Financial Impact Tracker > Grants, and then select New.

3. Enter the following values to create a new record.

   Field	Description
   Grant Number	Enter the grant number.
   Grant Title	Enter the title of the grant.
   Grant Description	Enter the description of the grant.
   Grant Status	Select the status of the grant.
   Principal Investigator	Select the principal investigator.
   Start Date	Enter the start date of the grant.
   End Date	Enter the end date of the grant
   Owner	The owner field automatically defaults to your user.

   

4. Select Save & Close. The newly created record will be available in the Grants list.

To edit the record, select it, update the values as required, and then select Save & Close.

Sponsored Programs

Use the Sponsored Programs entity to manage and maintain the list of sponsored programs that are associated with the Grants entity.

To create a record in Sponsored Programs:

1. Sign in to the admin app by using the URL provided by your IT admin.

2. On the left pane, select Higher Education Crisis Financial Impact Tracker > Sponsored Program, and then select New.

3. Enter the following values to create a new record.

   Field	Description
   Sponsored Program Number	Enter the number of the sponsored program.
   Sponsored Program Description	Enter the description of the sponsored program.
   Award Amount	Enter of the award amount for the sponsored program.
   Available Balance	Enter the balance for the sponsored program.
   Effort Loss Impact Percentage	Enter the percentage of total loss impact.
   Effort Loss Impact Amount	Enter the total loss impact amount for the sponsored program.
   Grant	Select the grant this sponsored program is associated with.
   Department	Select the department of the sponsored program.
   Sponsor Name	Select the sponsor name for the sponsored program.
   Prime Sponsor Name	Select the prime sponsor name for the sponsored program.
   Co-Principal Investigator	Select the co-principal investigator name of the sponsored program.
   Owner	The owner field automatically defaults to your user.

   

4. Select Save & Close. The newly created record will be available in the Sponsored Programs list.

To edit the record, select it, update the values as required, and then select Save & Close.

Employee Compensations

Use the Employee Compensation entity to manage and maintain the employee effort amount, effort loss, and loss reason by pay period for each sponsored program.

To create a record in Employee Compensation:

1. Sign in to the admin app by using the URL provided by your IT admin.

2. On the left pane, select Higher Education Crisis Financial Impact Tracker > Employee Compensation, and then select New.

3. Enter the following values to create a new record.

   Field	Description
   Employee	Select the employee.
   Sponsored Program	Select the sponsored program.
   FTE	Enter the full-time equivalent.
   Pay Period	Select the pay period.
   Pay Group	Select the pay group.
   Pay Rate	Enter the pay rate.
   Effort Percentage	Enter the effort percentage.
   Effort Amount	Enter the effort amount.
   Loss Percentage	Enter the loss percentage.
   Loss Amount	Enter the loss amount.
   Loss Reason	Select the loss reason.
   Owner	The owner field automatically defaults to your user.

   

4. Select Save & Close. The newly created record will be available in the Sponsored Programs list.

To edit the record, select it, update the values as required, and then select Save & Close.

Issues and feedback

• To report an issue with the Higher Education Crisis Financial Impact Tracker app, visit https://aka.ms/crisis-financial-impact-tracker-issues.
• For feedback about Higher Education Crisis Financial Impact Tracker app, visit https://aka.ms/crisis-financial-impact-tracker-feedback.