Working with Applications

CHAPTER 8 WORKING WITH APPLICATIONS Introduction This chapter will explain how to work with the applications after data entry, verification, and posting using the Applications function of the system.

Getting Started Log in to the Application Hunt System using your User ID and password. Users with Keyer, Verifier, Lead, and NDOW rights go directly to the Hunter Browse. If you have Manager or Supervisor rights, the yellow Draw Number Selection Form appears. Click the draw that you are working on and click Select. The confirmation dialog box appears. Click OK when the correct draw appears. From the Hunter Browse Menu, select File>Application.

Using the Application Browse Form The Application Browse Form displays the tag application summary data in application number order with the most recent first. The fields in the Application Browse are shown in the table. The Application Browse is shown in Figure 8-1. Field Description Year is the hunt year D is the Draw Number Appl # is the 6 digit Application Number Hunt is the Hunt Number, e.g. 0131 for Resident Spring

Turkey Hunt Man is the Man Number Client ID is the client’s Social Security Number Customer ID

Is the client’s 7-digit Sportsman’s ID number

Name is the client’s last name Res is residency status, Yes or No

Working with Applications

Field Description Fee Amount is the total amount submitted with the application Status 1 = Open

2= Withdrawn 3= Ineligible 4= Successful 5= Unsuccessful 6= Bonus Points 7= Rejected

City is the client’s home city St is the client’s home state (2 letter USPS abbreviation) Pre-Draw, the Hunt Number is shown as an alphabetical character representing the species category selected by the hunter. In 2008, “A” represented Hunt Numbers 1331, 1341, and 1371 – the Resident/Nonresident Antlered Mule Deer Hunts. After the Draw, the system converts the letters to the 4-digit Hunt Number based on the successful Hunter Choice for those awarded a tag or the first Hunter Choice for those not receiving a tag. This is done because a hunter may legally submit Hunter Choices for Antlered Mule Deer including multiple weapon types, such as Any Legal Weapon, Archery, and/or Muzzleloader. To gain a clearer understanding of this, look at the Resident Mule Deer Application Form. “A” represents any hunter selecting Hunter Choices in the first species/category.

Working with Applications

Figure 8-1 Application Browse Form

The Application Browse Form displays summary information for all applications in the database. Successful mountain goat applications date back to 1978, and all mountain goat applications submitted since 1981 are in the system. All trophy species date to 1983 and all deer applications to 1988. These records are kept on line to facilitate answering any questions related to eligibility and bonus points. VIEWS OF APPLICATION DATA The View menu in the Application Browse offers several useful ways of viewing application data. The selections are shown in Figure 8-2.

Working with Applications

Figure 8-2 Application View Menu

Tip: Since the entire database is available, it can be time consuming to move around in the records. Use Current Year or Current Year Draw Sort to limit the amount of data the system must contend with and improve system performance.

Forward Sort Forward Sort displays the Application Browse data in chronological order from latest to earliest by Hunt Year and Application Number. It is the default. Use the Find Next and Find Previous buttons at the bottom of the form to page down through the data in all the views. The Reset Page option restores the previous sort at the start point. Reverse Sort Reverse Sort displays the Application Browse data in chronological order from earliest to latest by Hunt Year and Application Number. Find Application Find Application is used to find the hunter application using the Application Number. Enter the Hunt Year, the Draw Number, and the Application Number in the Application Find Form and click Find. This works the same way that the Find App button on the Application Browse screen does. (See following.) Current Year The Current Year selection displays all application records for the current year in the Application Browse Form.

Working with Applications

Current Year/Draw Sort The Current Year/Draw Sort selection displays all application records for the current year sorted by Draw Number in the Application Browse Form. FINDING AN APPLICATION Find App enables you to find an application by entering the application serial number. Selecting the Find App button displays the Application Find Form shown in Figure 8-3. Enter the application number and the Draw Number for which the application was submitted and click Find to locate the record. The Application Browse display will scroll to and highlight the record.

Figure 8-3 Application Find Form

VIEWING APPLICATION DATA Select an application by clicking on the row of the record or using Find App. Then, click on Application to display the Application Detail Form for the selected application as shown in Figure 8-4. The example is a single application, as shown by the Number in Group field – 1. The Application Detail Form contains all the information submitted by the hunter on the Application Form. This information is manually keyed in by the Wildlife Administrative Services Office from the hard copy tag application forms, imported from the hunter’s existing record, and/or entered by the hunter on the web site.

Working with Applications

Paper applications do not show in the Application Browse until the deposit has been made and they have been keyed, verified, and posted. Internet applications show as soon as they are posted.

Figure 8-4 Application Detail Form

The Application Detail Form fields are: Field Description Application # Is the Year, the Draw Number, the stamped 6

digit Application Number, the Hunt Number, and the Man Number, e.g. 2002-3-000959-0131-1

Client ID Is the client’s Social Security Number. If the client does not submit a Social Security Number, the system assigns a 9 digit Client ID. (US citizens must submit an SSN to apply.

Status Is the status of the application. The Status

Working with Applications

Field Description Codes shown in parentheses do not appear in this form, just the text description. (1) Open (2) Withdrawn (3) Ineligible (4) Successful (5) Unsuccessful (7) Rejected

Session ID Web session ID Client Name Client’s last name, first name, and middle initial Payment Method of payment – check or credit card Internet Confirmation

Confirmation number for web transation

Street Address Client’s street or mailing address Group Number of hunters in party (1 on individual app) City Client’s home city County 2 letter Nevada resident hunter’s home county.

Nonres displays UN (unknown) St Client’s home state (2 letter USPS abbreviation) Zip 5 or 9 digit USPS ZIP Code Country Client’s country if not a resident of the US Day Phone 10 digit work telephone number Home Phone 10 digit home telephone number DOB Date of birth in mm/dd/yyyy format Gender M(ale), F(emale), or U(nknown) Height Height in feet and inches in n’nn” format Weight Weight in pounds PIW Partners in Wildlife Draw, Yes or No Guardian Signature of parent or guardian for hunters

under 18 Resident Resident of Nevada, Yes or No

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Field Description Refund License Refund license fee if unsuccessful, Yes or No Signed Application

Applicant signed application, Yes or No

Fee Amount Total amount submitted with application OGT Donation Amount of refund donated to Operation Game

Thief Predator Donation Amount of refund donated for predator control Hunter Safety Proof provided (Non-Residents Only) Hunter Ed Year Year in which Hunter Education accomplished Hunter Ed Number

Completion Certificate number

Draw Choices 3-digit Hunter Choice Numbers Batch Number 6 digit batch number assigned License Class Class of Nevada Hunting License, 2 digits # Nevada Hunting License number Year Year of Nevada Hunting License, in yyyy format Driver’s License Drivers license state (USPS 2 characters) and

number Hunter Choices 1-5 Hunter Choice Numbers Succ Choice Hunter Choice Number for tag awarded Tag Number Tag number if successful Bonus Points at Draw

Total bonus points for the species/characteristics as of the draw, e.g. Antlered Mule Deer

Draw Number Lowest draw number awarded. Click Draw #’s to view all draw numbers for this application.

Late? Application received after deadline, Yes or No Lion Tag Issued mountain lion tag Yes or No Error Message Reason for rejection of application

Working with Applications

These data fields are stored for each tag application. These fields cannot be edited in the Application Browse, except by a Manager using the Managers> Demographics menu selection. This procedure is discussed in Maintenance in Chapter 9. RE-EVALUATING AN APPLICATION An application can be revaluated if an error made by the Wildlife Administrative Services Office or NDOW comes to light. That is the reason that all applications, even those which are late or rejected, receive draw numbers. Some examples include Hunter Education completed but not reported by the NDOW activity in a timely manner, Hunter Choice Number(s) mistyped, NSF checks improperly recorded by NDOW, and so forth. Re-Eval determines if the hunter would have been successful, given his draw number. If so, a tag is issued after the appropriate fees are received, regardless of whether a quota remains or not. Click Re-Eval to view the hunter’s lowest draw number and compare it to the lowest successful draw number in each of the hunter’s Hunter Choices. After the query runs, a printable report is displayed on screen including the hunter information, bonus points in the draw, the highest successful draw number in each of the hunter’s Hunter Choices, and the hunter’s lowest draw number. The Step-By-Step Analysis box on the report summarizes the hunter’s standing for each Hunter Choice submitted. An example is shown in Figure 8-5.

Working with Applications

Figure 8-5 Application Re-Evaluation

Group Apps This button is active only for Group Applications; it is grayed out for individual applications. Clicking Group Apps displays the Application Group Browse Select Form shown in Figure 8-6.

Working with Applications

Figure 8-6 Application Group Browse Select Form

This form shows all the members of a party. Note that all have the same Application Number; the applications are discriminated by the Man Number. Clicking Select on this form displays the highlighted application. You will use Group Apps to answer questions on the status of the group members. Client Apps This button is also active only for group applications; it is grayed out for individual applications. Clicking Client Apps displays all of the selected client’s applications for this Draw as shown in Figure 8-7. This hunter has three applications in the system for this draw.

Working with Applications

Figure 8-7 Application Group Browse Select Form

Draw Numbers Click Draw #’s on the Application Detail Form to view the all of the hunter’s draw numbers as shown in Figure 8-8. The lowest draw number, which is the number used for his application in the Draw, is displayed on the Application Detail Form itself. In this example, the hunter had 257 draw numbers due to 16 bonus points! You will use this feature to answer client questions on how many draw numbers they were given for the selected draw.

Figure 8-8 Application Detail Form – Draw Numbers

Error Message Field Contents You will use Error Message to answer hunter questions on rejected applications. The Error Message window in the Application Detail Form shows the Error Code, the Error Message, and the Field

Working with Applications

Contents that caused the application to reject. Figure 8-9 shows an example. In the example, the hunter did not select a valid hunter choice.

Figure 8-9 Application Detail Error Message Window

DETAIL Detail provides the detailed record for the selected application as described earlier in this chapter. The Detail View with Draw Numbers selected is depicted in Figure 8-10. This view also provides the successful draw number for the hunter, if applicable. If Draw Numbers is not selected, the default view appears with the Error fields in view.

Working with Applications

Figure 8-10 Application Detail View with Draw Numbers

The Application Processes Menu The Application Processes Menu is shown in Figure 8-10 and described below:

Figure 8-11 Application Processes Menu

Selection Description

Working with Applications

Data Entry Manual keying of hard copy applications and importing the applications received on the web site. See Chapter 6.

Add Application Process for manually adding an application. This is used by NDOW to enter the NDOW OTC applications and by Wildlife Services for walk-in swan tag applications and all First-Come, First-Served Applications

Draw Used to conduct the draw. See Chapter 10. Diseased Tag Used to reissue a tag to replace a tag for a hunter

who harvested a diseased animal for use this season –WAS Only

Duplicate Tag Used to replace an incorrect tag at no cost to the hunter – NDOW Only

Replacement Tag

Used to reissue a tag to replace a tag for a hunter who harvested a diseased animal for use in the next season –NDOW Only

Deferred tag Used to print a new tag for a resident military hunter whose hunt was deferred due to military requirements –WAS Only

ADD APPLICATION Some tag applications are processed by NDOW, such as the Nevada OTC Draw, which issues Heritage Tags, Emergency Depredation Hunt Tags, etc. These applications are placed in the system using Add Application, as shown in Figure 8-12. The process is identical to the Data Entry Process in Chapter 5, but all accounting entries are made in a separate NDOW database.

Working with Applications

Figure 8-12 Add Application Form

DISEASED TAG A hunter who harvests a diseased animal may report this to a local NDOW office. He has the choice of returning to the field with an NDOW-produced tag, or he can opt for a tag in the same hunt for the following hunt year. If he takes the second option, NDOW notifies the Wildlife Administrative Services Office to issue the new tag for the following season using the Diseased Tag process. Begin by accessing the hunter’s application for the animal in question. Clicking Diseased Tag in the Application Browse Process menu displays the Enter Hunter Choice dialog box with the Diseased Animal application number. Enter the successful Hunter Choice number from the application. The Create Re-Evaluated Application Dialog Box then

Working with Applications

appears for confirmation. Clicking Yes displays the Record Added Dialog Box and completes the process. The new tag will be printed when the bucket is processed.

1. Enter successful Hunter Choice Number

2. Confirm your entry

3. Click OK to complete the transaction

Figure 8-13 Diseased Tag Dialog Boxes DUPLICATE TAG A duplicate tag is issued to a hunter for a fee to replace a tag lost or damaged by the hunter; this is done by NDOW only. The process

Working with Applications

begins with selecting the hunter’s application in the Application Browse. Clicking Duplicate Tag displays the series of dialog boxes shown in Figure 8-14.

1. Today’s date appears by default.

2. Client Conformation

3. Successful Application Number Confirmation

Figure 8-14 Duplicate Tag Dialog Boxes REPLACEMENT TAG A replacement tag is issued to the hunter at no cost by NDOW when an administrative error is made on the original tag or the diseased tag. Select the hunter’s application in the Application Browse. Clicking Replacement Tag displays the series of dialog boxes shown in Figure 8-15.

Working with Applications

1. Today’s date appears by default.

2. Client Confirmation

3. Successful Application Number Confirmation Figure 8-15 Replacement Tag Dialog Boxes

DEFERRED TAG Members of the military who receive orders to deploy may return their tags for a full refund or they may elect to defer the tag for up to 2 years. NAC 501.226 applies. The tagholder must furnish a copy of his/her orders to defer the tag. Click Processes>Deferred Tag to display the seies of dialog boxes in Figure 8-16.

Working with Applications

1. Client License Number

2. Hunter Choice

3. Create Deferred tag

Figure 8-16 Deferred Tag Dialog Boxes

Summary The Application Browse is the heart of the Application Hunt System, as the data in this view is the input to the Draw. After the Draw, the records are updated and the information is used as input for Documents for the printing of tags and licenses and Refunds for the issuing of refund checks and resolution of donations.