Nominating and Granting Awards

Organizations frequently present awards and incentives to honor an individual's efforts on a particular project or to honor a person's overall achievements. Aptify's Award Management application provides the ability to track the entire award giving process from defining different types of awards to tracking nominations and the awards that are actually granted.

This section discusses the following topics:

• Defining Award Types
• Tracking Award Nominations

Defining Award Types

Before an organization can begin tracking awards in Aptify, the types of awards and incentives that will be offered by the organization must be defined. The Award Types record tracks the name of the award as well as the description of the award type. Follow these steps to create a new award type:

1. Open a new record from the Award Types service.
   • The Award Types service is located in the Award Management application. 
2. Enter the name of the award in the Award Type field.
3. Enter the description of the award in the Description field.
    
4. Save and close the record.

Tracking Award Nominations

Aptify's Award Management application includes the Awards Nominated service that can be used to track the award nomination process.

The Awards Nominated service is for tracking purposes only. When using a standard Aptify installation, a user must manually create an Awards Granted record when his or her nomination is approved. By default, the system does not automatically convert a nomination to an award.

This section includes the following sub-topics:

• Nominating a Person for an Award
• Modifying the Status of Award Nominations

Nominating a Person for an Award

The Awards Nominated record tracks the nomination process. Persons can be nominated for an award by another person, or the person can apply for the incentive themselves depending on the organization's award practices. Follow these steps to create an Awards Nominated record to track a nominee for an award:

1. Open a new record from the Awards Nominated service.
   • The Awards Nominated service is located in the Award Management application.
     
2. Select the type of award for which the person is being nominated from the Award Type drop-down menu.
   • This drop-down list displays records from the Award Types service. See Defining Award Types for details. 
3. Enter the name of the nominee in the Person Nominated field.
   • This field links to the Persons service. 
4. Enter the name of the person who made the nomination in the Nominated By field.
   • If the person applies for the nomination for his or herself, the Nominated By and Person Nominated fields should be the same.
   • This field links to the Persons service. 
5. Enter the date on which the nomination was received in the Nomination Date field.
6. Select the current status of the nomination from the Status drop-down list. Pending is selected by default. The available Status types are as follows:
   • Pending: Selected by default. The process is pending, no decision has been made as of yet.
   • Approved: The nominee has been accepted to receive the specified award or incentive.
   • Rejected: The nominee will not receive the specified award or incentive. 
7. Enter the details of the nomination in the Description field.
8. Save the record.
    
9. If desired, add any relevant documents to the record on the Attachments tab.
10. When finished, save and close the record.

Modifying the Status of Award Nominations

Once a person has been added as an award nominee, you can add more information or modify the person's nomination status at any time as necessary during the nomination process. Follow these steps to open and modify an Awards Nominated record:

1. From a view or the Find dialog, locate and open the Awards Nominated record for the nominee you want to modify.
2. Select the current status of the nomination from the Status drop-down list. The available Status types are as follows:
   • Pending: The process is pending; no decision has been made as of yet.
   • Approved: The nominee has been accepted to receive the specified award or incentive.

   • Rejected: The nominee will not receive the specified award or incentive.
     
     

     When approving a nomination, change the status for the Awards Nomination record accordingly and create a new Awards Granted record, linked to the appropriate Awards Nomination record. See Tracking Award Nominations for more information.

3. Enter additional details about the nominee in the Description field if necessary.
4. If desired, add any relevant documents to the record on the Attachments tab.
5. When finished, save and close the record.

Tracking Awards and Incentives with Awards Granted Records

Aptify's Award Management application includes the Awards Granted service that can be used to track awards and incentives given out by the organization. A record in this service tracks information such as the type of awards given, the recipient or recipients, the location of an award ceremony, and the details of other benefits that might be included with the award or incentive. Awards Granted record can be created and accessed from either the Awards Granted service or from a Persons record's Awards tab. 

Follow these steps to create an Awards Granted record:

1. Open a new Awards Granted record with one of the following methods:
   • Open a new record from the Awards Granted service.
   • The Awards Granted service is located in the Award Management application.
   • Open a new record from the Awards tab on a Persons record. 
2. Select the type of the award from the Award Type drop-down menu.
   • This drop-down list displays records from the Award Types service. See Defining Award Types for details. 
3. Enter the name of the primary person receiving the award in the Person Awarded field.
   • This field links to the Persons service. 
4. Enter the date when the award was granted in the Date Achieved field.
5. If this award is the result of an accepted nomination, you can link the corresponding nomination to the award by specifying the appropriate record in the Award Nomination field.
6. If the award is for more than one person, you can specify a second winner in the Second Person Awarded field.
   • This field links to the Persons service. 
7. On the General tab, enter the location of the award ceremony in the Award Ceremony Location field if applicable.
8. Enter the other benefits that are associated with the award in the Other Benefit Provided field.
   • The default values include None, Cash, and Trip Awarded. 
9. Enter any details about the extra benefits in the Other Benefit Details field.
10. Enter the type of memento presented for this award or incentive in the Memento Type field.
    • The defaults values include None, Trophy, Certificate, and Plaque. 
11. Enter any details about the presented memento in the Memento Type Details field.
    
     
12. Click the Description tab and add additional details about the award being granted or about the recipient(s).
13. Save the record.
    • The Pictures and Attachments tabs become available. 
14. Add any relevant pictures and/or attachments to the record.
15. When finished, save and close the record.