TE_CYS-17_CTG-11_CORE-Reports-System_103_DONE.doc

#11 - CYMS Training Guide – Reports (System) (10.3 – Updated Oct 2011) INDEX – Reports Included

Global Reports

Pass Reports

· Global Child Care Statement

· Pass Type Membership Report

· Pass History Analysis

· Global HH Trial Balance II

· Average Daily Attendance Report

· Global HH Transaction History

· Pass RecConnect

· Global Receipt Reprint

Activity Reports

System Reports

· Activity Listing

· Activity Roster

· Activity GL Report

· Class Attendance Worksheet

· Activity RecConnect

· HH Balance Aging Report

· HH Pay Code Audit

Basic Concepts

This guide contains a sampling of reports found under the Menu Bar headers for Global, Activity, Pass, Court and System. A separate guide (CTG-12 CORE Reports – CYS) covers reports found under the CYS Menu Bar. This is by no means a comprehensive list of reports that CYMS can produce.

All reports in CYMS can be run multiple ways. Selection criteria include different locations, dates, times, sorts, detail/summary, ages/grades etc. The best way to “learn” about reports is to jump in and experiment with them. You can’t hurt anything in the database by running a report. Start with a small selection of data where you can validate the results – try different settings and views until you find the look you need for the task at hand!

You can press F1 from any screen in CYMS to obtain field level help.

Before running a report it is extremely important to understand the concept of Range and Browser vs. Browser Only. Refer to CTG-15-CORE-Reports Range and Browser for more information.

Global Reports

Global Childcare Statement – Tax Statement for Parents (sa0525) Path to: Reports ( Global ( Global Financial Reports ( Global Childcare Statement This report provides parents with a record of payments made toward balances in Programs flagged as “child care” activities. The ‘Child Care Activity’ toggle is located on the Core 2 screen of Activity Section Maintenance. The Global Child Care Statement:

· Can be run to include money paid against Activities, Pass Registrations (Annual Registrations) and/or Pass Visits (Hourly Care/Late Pickups).

· Can be run for any date range. This is helpful if you have a parent that is PCSing in the middle of a calendar year.

· Right-click into the Cmnt Code field to select the “Childcare Report/Tax Statement/IRS” comment code, if your branch uses one.

· Can be run in email ‘mode’.

· Can be run to Sub-Total Payments by the Month and Totals by Family Member.

First Screen:

· If printing childcare statements one person at a time, select Browser Only and Add the household into the Browser.

· Select Date Range

· Include at a minimum, Actv Reg. If you wish to include payments made against Hourly and Pass Registration Fees you would toggle to include Pass Reg and Pass Visits.

· Determine whether you wish to print the Statement as a Mailer, whether you wish to see Monthly Totals and/or whether you wish to see Family Member payment totals.

Figure 5:

Global Child Care Statement Main screen, showing one household and ‘Browser Only’ selected

· On the Details screen:

· The Member Dates and Visit Dates should be 7/1/1985 thru 12/31/2099.

· VSI recommends that you do not toggle to print section dates, membership dates, POS Dates or visit dates

· Use the Pay Code dual selection list to Include or Skip pay codes.

· Include pay codes for Check, Cash and Credit Cards. Also include Pay Codes 90 and above (including Pay Code 99). Pay Code 99 shows system movements of advance payments parents have made from the advance payment Control Account to the Revenue account. You may have other valid pay codes that should be included. NOTE: If you are operating in a Receivables database you would skip pay code 96 – it shouldn’t change the parent’s payment total, but the report will be smaller and easier to read.

· SKIP all pay codes in both columns that reflect Discounts, Agency Payments, Vacation Credits, Journal Payments or other methods of payment where no money is exchanged. Failure to skip these types of codes may overstate the parent’s Net Payment amount.

Figure 6:

Global Child Care Statement Details screen with Check, Cash, Credit Card and Pay Codes 90 and above (including 99) selected Note: This report can also be run by classroom. On the Main screen, toggle the Range and Browser option. Leave the name range as <blank> thru ZZZZZZZZZZZ.

On the Details screen, enter a Beginning and Ending Activity.

Global Household Trial Balance II (sa0565) Path to: Reports ( Global ( Global Financial Reports ( Global HH Trial Balance II This report lists households that owe money and/or have a credit balance. This can now be scheduled on the app server.

This report lists the Household Name, the Module-By-Module Balances and Total Balance Due or Total Credits for the Household for the ranges selected.

Global Trial Balance II should be run at periodic intervals throughout the month:

· On the last business day of the month after all payments have been entered and before billing for credit balances. This will give you an accurate Month End Control Account balance. If you run the report too late or too early, you cannot use the report to balance your Control Account. Recommend scheduling the report on the app server to ensure a ‘clean, dark of night’ look.

· At times of the month when parents should not have a balance – for instance, if semi-monthly billing, on the 8th and 23rd of the month.

· Some bases elect to print this before and after every installment billing.

Notes:

· Finance (Army only) wants a copy of this report for credit balances only, before and after every Installment Billing run.

· Finance (all branches) also wants copies of this report, one for debits only AND one for credits only on the last business day of every month after all payments and transactions have been processed and before Installment billing for the 1st of the next month.

· This report is typically run for your entire database using a name range of <blank> thru ZZZZZZ with Range and Browser toggled.

· Minimum Balance To Show field:

· Enter .01 to view households with a balance due of at least $0.01 or more in any module.

· Enter .01- to view households with a credit of at least $0.01 or more in any module.

· Enter 0.00 to view all households with credits and/or balances of any amount in any module.

Note: Using 0.00 in Minimum Balance To Show is a good way to find households with offsetting debit/credit balances (such as a $20 balance in Activity and a $20 credit in Facility) but whose overall balance displays as $0.00

· Other dollar amounts can be substituted. If you want to see people with a balance of $100 or more, enter in 100.00 in Minimum Balance to Show field.

· Households to Include: Select the Both option.

· Do no select to Show Zero Balances unless you want to view households with a zero balance in all modules. Households with offsetting debit/credit balances, as in the example above, will be displayed regardless of your selection here.

· Use the Balances dual selection list to Include the modules you wish to display. For best results, include all modules.

· Note: If Navy you may elect to filter by HH Feature on the Details screen.

Figure 7:

Global Trial Balance II Report screen showing selections for all households with a debit or credit in any module Global HH Transaction History Listing Path to: Reports ( Global ( Global Financial Report ( Global HH Transaction History Listing This report lists all transactions for a household, including registrations, payments, payment reversals, cancellations, fee adjustments (increases and/or decreases), billings, etc….

It is used to troubleshoot household issues or provide proof to parents that certain payments/transactions have been made.

VSI also recommends using HH inquiry/Txn History for a more versatile look at Household transaction data.

· This report is typically run using the Browser Only option with one household selected.

· Pay close attention to the transaction Date Range and Module selections.

· Typically you would want to Print Balance, Include all Modules and run in Detail.

· On the Details screen, make sure the All Transaction Types option is selected.

Figure 8:

The Global HH Transaction History Listing with one household selected Global Receipt Reprint

Path to: Inquiry ( Global ( Household Inquiry – even though this is an inquiry, it is the easiest way to reprint a receipt.

· Go to Inquiry ( Global ( Global Household Inquiry

· Find/Select the household

· Click Txn History. Click History.

· Find the transaction and click Print Receipt

Figure 9:

The Household Inquiry/Txn History screen Activity Reports Activity Listing

Path to: Reports ( Activity ( Status Reports ( Activity Listing

This report is used to show which of your Programs and Rooms are at capacity. It includes the Maximum Count, Enrolled Count, PCS Count, Slots Available and Future Count for each activity in the range selected.

· Prior to running this report, verify that your enrollment counts are valid.

· Go to Period End ( CYS ( Future to Enrolled Status Change.

· Select your center’s Beginning and Ending class range.

· Enter an As Of Date of today.

· Click Process.

· Go to Period End ( CYS ( PCS Bulk Transfer to History.

· Select your center’s Beginning and Ending class range.

· Enter an As Of Date of today.

· Click Process.

· Go to Utilities ( Activity ( Roster Utilities ( Roster Resequence.

· Select your center’s Beginning and Ending class range.

· Select to Recalculate Enrollment Count Totals for Range.

· All other toggle boxes should NOT be selected.

· Click Recalc when ready and Yes at the challenge message.

Failure to run these processes PRIOR to running the Activity Listing may distort your results.

· Go to Reports ( Activity ( Status Reports ( Activity Listing

· Enter your center’s Beginning and Ending Activity Range and select Range and Browser

· Leave the Type range <blank> to ZZZZZ

· Enter 7/1/1985 thru 12/31/2099 in the Sec Date range.

· Select CYS Detail as the Print Option.

Figure 10:

The Activity Listing screen with settings for one (1) center

· On the Details Screen:

· Ensure that Active Activities and Active Sections is selected

· Ensure that all Days of the Week are toggled and the Day Match is Any Day.

· Some of the fields on the Details screen are grayed out – this is by design.

Figure 11:

The Activity Listing Details screen Activity Roster

Path to: Reports ( Activity ( Roster Reports ( Activity Rosters This report lists the children enrolled in your programs including clubs, camps, homes, classrooms, sports, instructional, etc.

It is run by Activity (classroom, sport, Provider home, etc) and has over 120 options available for print and several ways to sort. This allows you to custom-design the report to your needs.

Among the many fields available for print: names of the children, emergency contact information, addresses, birthdays, ages, grades, amounts paid, amounts due, allergies, income categories, USDA categories, sponsor grade, rank and status, HH ticklers, sponsor email address, last sports physical, allergies, medical conditions, medications, and much, much more.

· Select your range of activities using Range and Browser or Browser Only

· Accept the default for the Age Range, Grade Range and Date Range fields (0 thru 99.99, 0 thru 19.00 and 07/01/1985 thru 12/31/2099, respectively).

· Most problems running this report result from changing those ranges.

· Select Use Section Date for your Date Option.

· Enroll Status: When making selections here be sure to enable Enroll and be sure to consider the PCS and Future statuses.

· Children statused as PCS are still in your program but are due to leave shortly. PCS dates can be printed on this report by including the CYS Vacancy Date option. Children obtain PCS status as a result of running the PCS Prorate for Installment Bill program.

· Those with Future status are not yet in your program but will be starting soon. Future start dates can be printed on this report by including the Enrollment Date. Children obtain Future status as a result of the Program Registration process.

· To see whether someone is PCS or Future Statuses you may elect to include Enrollment Status on the Details screen.

· Make a selection in the Sort By field.

Figure 12:

The Activity Roster report main selection screen sorting by Name and including Enrolled and PCS status enrollees.

· Click the Details>> button.

· Use the items in the Selection List to “custom design” the report.

· Add or remove print fields from the left selection list that you want to appear in the first, second and third column of your report.

· Print fields that end in (L) may be added to the Long Row only.

· The more items you add, the “busier” the report becomes.

· Test different combinations to “design” easy-to-read reports that meet your specific purposes.

· Select a Name Option, either Last, First or First Last

· Determine whether you want to print Attendance Boxes.

· If yes, you must include Attendance-Boxes (L) in the Long Row.

· Press F1 for an explanation of the remaining fields or other help as needed.

· On the Details screen sample, we selected:

· The child’s Full name (in First Last format) and Age

· Sponsor (Primary Guardian)

· Home phone and Cell Phone

· We left the Long Row blank

Figure 13:

The Activity Roster Details selection screen Note: The Activity History Roster Report contains similar information for children/rosters that have been transferred to history. Go to Reports ( Activity ( Roster Reports ( Activity History Rosters.

Class Attendance Worksheet

Path to: Reports ( Activity ( Instructor Reports ( Class Attendance Worksheet This report allows you to print Sign In/Out sheets for your classrooms.

· If you select the CYMS Sign In/Out Roster Checklist Option, the Week Starting date should be a Monday. This will print 1 week’s worth of attendance boxes.

· If using the CYMS One Day option, you will be required to select a date range. Be careful not to select too large a range, as this option prints sign-in/out sheets for each day. The One Day option is formatted to allow 2 sign in/outs and 4 signature lines per day for each child.

· Both options print in Landscape format.

· Master List allows you to print multiple sections on the same page – for instance some bases have pre-tod1 and pre-tod2 set up as separate activities but they take place in the same physical classroom.

· Caregiver In/Out Sheet: If this is toggled, any staff member linked to this activity in the Staff Module (Assignments Tab) will be printed on the report along with individual sign in/out time and signature lines.

· Extra Caregiver Lines: If you enter a number something here it will print that many extra sign in/out time and signature lines – in addition to the staff members that are linked to this activity in the Staff module.

· Print Additional Space and Number of Extra Spaces: If you enter a number here it will print that many blank spaces with sign in/out time and signatures lines.

· Extra Column Label: Some Roster Checklist Options allow the Extra Column to print. If you choose one of these options you would want to label the column accordingly. Many bases elect to use this to count their meals and enter something like this: BR | SN | LN | SN. Other might use for things like Screen Initials, etc.

· Enroll Statuses: Decide which statuses you wish to include.

· Filter PCS and Future: If this is selected we will show the Future enrollees on the sheet as of the child’s start date and stop showing the PCS status child the day after their PCS date.

· On the Details>> screen you can select to include Home, Work or Cell or allow patrons to Fill In.

· Header Comment Code: You may elect to use this as a way of communicating to your parents about upcoming events or simply to remind them to provide their emergency phone for the day.

· Experiment with all options to meet multiple needs within your program: Instructional Class Daily Attendance Sheets, Transportation Rosters, etc…

Sample 1:

Class Attendance Worksheet, CYMS One Day Option Output

Sample 2:

Class Attendance Worksheet, CYMS Sign In/Out Option Output Sample 3: Class Attendance Worksheet, CYMS One Day w/Extra Column and Caregiver Slots

Activity RecConnect Path to: Reports ( Activity ( RecConnect ( Activity RecConnect There are a variety of RecConnect reports in CYMS. Depending on which RecConnect flavor you are running will determine what demographic you are looking at. For instance, the Activity flavor allows you to target children in your programs – this includes clubs, sports, provider homes, fullday, partday, instructional, camps, etc. Court RecConnect would allow you to report on children who have made hourly reservations. There are even RecConnect modes on certain Staff and Provider reports essentially giving you the ability to email your staff and providers who are coming due or overdue for certain trainings, shots, etc.

Every RecConnect report allows you to do any or all of the following:

· Process Labels – For instance, you may elect to send a letter to your Soccer parents and wish to print name/address labels to stick on the envelope.

· Process Report – For instance, you may elect to see a listing of all the children who enrolled in Baseball last year.

· Process an Email and/or Text - For instance, you may elect to send an email and/or text to parents enrolled in your center about an upcoming meeting or event. This feature also allows you to link a doc created outside of CYMS.

· Process Letters – For instance, you may elect to send /create a letter to parents who are overdue for payment. (See the Pass RecConnect section of this guide for help on creating letters).

· Process an Export – For instance, you may elect to create an excel file showing sponsor name, child’s name, sponsor status and rank.

The RecConnect capability is an incredibly powerful marketing/management tool. If you are not using this feature regularly please contact VSI for assistance. We even have some bases using this vehicle to send their monthly newsletter!

Pass / Visit Reports

Pass Type Membership Report

Path to: Reports ( Pass (Membership Reports ( Pass Type Membership Report This report is used to show the number of registrations/re-registrations as one number that were processed over a certain date range.

Figure 14:

The Pass Type Membership report main selection screen

· Run using Browser Only and select your Child, School Age and Middle school/Teen pass types.

· Run in Summary mode to see how many passes were issued or renewed.

· Run in Detail mode to see the names of the children.

· Membership Date Range: This range keys on the member date on the passes. Example: To see all the registrations/re-registrations done last month, put last month’s date range here.

Pass History Analysis Report

Path to: Reports ( Pass (Membership Reports ( Pass History Analysis Report This report will provide a breakdown of how many new passes vs renewals you had as two separate numbers.

· Select the Child, SA and MST pass.

· De-Select Print Details unless you want to see names.

· Select to Print Subtotals by Pass Type.

· Toggle to include New Members and Renewed Members – if you want to see more, select accordingly.

· Select the History Date Range you wish to report on – for instance if you wish to see how many new registrations and renewals you did last month, enter last month’s date range here.

· On the Details screen leave your member and expiration date ranges as 7/1/1985-12/31/2099

Figure 15:

The Pass History Analysis report main selection screen

Average Daily Attendance Path to: Reports ( Pass ( Visit Reports ( Average Daily Attendance Report You can use this report to view average attendance figures for a date range. Most bases run this on a weekly basis, but it can be done for a larger date range.

You can run this report for visits to your center or a range of locations and/or pass types.

· To run this report for one Center

· Select the Pass Range you wish to report on.

· Select the Location Range and Browser, and enter a single location in both fields.

· Enter the Date Range over which you want to search.

· Enter a Time Range over which you want to search (recommend using a time of 1 hour before you open thru 1 hour after you close).

· Select which Days of the Week you are open and which stats you wish to print.

· Unique Visits Only (Date/Member/Location): Typically this should be selected. If this is left de-selected and a child has two swipe in/outs in a given day the system will count them as having two visits causing your average number to be inflated. From a SA perspective this can be controlled by restricting your time range (what is the average before school attendance vs after school attendance), but from a Youth perspective you should definitely consider selecting the Unique Visits Only toggle.

Figure 16: The Average Daily Attendance Report selection screen Pass RecConnect Path to: Reports ( Pass ( Pass RecConnect There are a variety of RecConnect reports in CYMS. Depending on which RecConnect flavor you are running will determine what demographic you are looking at.

For instance, the Pass flavor allows you to target children who are registered. You may elect to target children who are registered in general or for a specific pass type or target children who are overdue or coming due for re-registration.

Every RecConnect report allows you to do any or all of the following:

· Process Labels – For instance, you may elect to send a letter to your registered members about changes in your hourly program.

· Process Report – For instance, you may elect to see who is due for re-registration or how many children are registered for the CDC.

· Process an Email and/or Text - For instance, you may elect to email and/or text parents who are due for re-registration. This feature also allows you to link a doc created outside of CYMS.

· Process Letters – For instance, you may elect to send /create a letter to parents due for re-registration. See below on how to create a letter in CYMS.

· Process an Export – For instance, you may elect to create an excel file showing sponsor name, child’s name, sponsor status and rank.

The RecConnect capability is an incredibly powerful marketing/management tool. If you are not using this feature regularly please contact VSI for assistance. We even have some bases using this vehicle to send their monthly newsletter!

· To Create a Letter:

· Go to Files ( System ( Other File Maintenance ( Letter/Waiver/Rules Maintenance.

· Click Add

Figure 17:

The Letter Code Add screen

· In the New Code field enter Rereg and select RecConnect as the New Type. Then click OK.

· Enter a description for this letter (e.g., Re-registration Notice).

Figure 18:

The Letter Maintenance, Core Information screen

· Click More Settings

· Type the body of the letter.

· You can insert fields into the letter by right clicking in the white area and selecting the field. For instance, you may wish to include the child’s name and expiration date. At the point in the letter where you wish to tell the parent the expiration date, right click, go to Pass and select Expiration Date. If you are sending this letter to 100 children with different expirations the system will insert only the proper child’s expiration accordingly.

· Inserted/Auto Fill fields are denoted by <Brackets>

· You can also have the system print the pass holder’s name and address and an alternate salutation, (“Dear ___________”), if desired.

· Lastly, you can cut and paste a pre-drafted letter from Microsoft Word, Notepad or etc, into the letter field.

Figure 19:

Letter Maintenance, Letter Body screen showing field selections for Passes

· Using Pass Labels and Letters to Process Letters, Emails or Reports for passes due to expire:

· Go to Reports ( Pass ( Pass RecConnect.

· Select the Pass Types you wish to target.

· Enter a Date Range – in this case we will target people expiring in Nov 2011.

· In Date Option, select Expiration

· Select Pass Statuses to include.

· At a minimum, toggle Actv-New and Actv-Renew

· Select the Unique Pass # Based on Selected Statuses option.

In the Minimum Pass Balance To Show field enter 0.00

· Consider the Match Option:

· All: If you include all passes in your selection criteria and a Household has three (3) children and all have a pass set to expire, the household would receive 3 letters.

· Unique H/H: This option will generate one letter per household pulled regardless of how many total matches were accumulated. Using the above criterion, the report would generate one (1) letter for that household

· Unique F/M: This option will generate one letter per child pulled regardless of how many total matches the child accumulates. Example, if a household had 3 children, each with 2 passes expiring the system would generate three (3) letters.

· Visit the Details and Additional Options screen to make other selections, such as Age and Grade restrictions.

· Press F1 for field level help as needed.

Figure 20:

The Pass RecConnect main selection screen targeting unique Family Members holding a CHILD, SA or MST pass that are due to expire in November 2011

· When you click Print, the system will process your selections and bring you to the Options screen.

Figure 21:

The Pass RecConnect options screen.

· Select the options you wish to Process, such as Report, Email/Text, etc.

· Regardless of which option you selected you should click on the corresponding Options button for more detailed selections. Example – if you picked to process labels, you should select Label Options. If you picked to process email/text you should click Email Options.

· Since we are sending emails and we will click Email Options.

Figure 22:

The Pass RecConnect Email Options screen.

· Enter an Email Subject

· Select the Process Option – in our example we will select Process Email.

· Enter the Email Body. If you created a letter that you planned on linking, simply refer to it here as the Letter will actually be an attachment on the email.

· Optional Attachment Letter: Right click and select the REREG letter that we created.

· Email Attachments: You might also wish to add another attachment – for instance something that shows the operating hours of central registration or what parents should bring, etc.

· Click Back

· Click to Create RecConnect History Record. This will make an entry at the household level that allows you to see what emails they have received or been a part of.

· Enter a History Description and History Category – again this will help identify what emails/texts they received.

IMPORTANT: BEFORE clicking Process Selections – be sure you wish to continue.

Once you click Process Selections the system will try to process your request.

If you didn’t really want to email people you may find that it is too late. So, be sure of your settings, etc.

· Other RecConnect Reports

· To find other RecConnect Reports, check these Menu Bar selections:

· Global (Household Features and Family Member Features)

· Activity

· Pass

· Court (for Hourly Care)

· POS

· Rental (for Instructor/Provider Lending Library)

· CYS (Special Needs, Shots/Health Assessments, Waitlist and Unit).

· Every Staff and Provider Report has a RecConnect option

· The same basic concepts outlined above apply to the other RecConnect reports.

System Reports

Household Balance Aging Report Path to: Reports ( System ( Household/Family Member Reports ( Household Balance Aging Report This report will show how old your balances are. Aging Balance criteria is as follows: Current, Over 30 Days, Over 60, Over 90, over 120. If you are looking to perform Spring Cleaning on your balances this is a good report to start with. It would be smart to run this during a time of the month when parents should not owe money.

· Beginning Name/Ending Name: Blank Thru ZZZZZZZZZZZZ

· Minimum Balance to Show: Enter .01. Note this report cannot be run for credit balances.

· Select to Print Module Detail Below Household Balance – Example: A household might owe $300 – of which $120 might be a Current Balance and $180 might be Over 120 days old.

· Select all Modules in Balances to Include.

· Decide if you wish to Skip Delinquency Day Check. This would filter the report to just certain balances (just the Over 30’s or Over 60’s, etc). VSI recommends Skipping the Delinquency check as it may be helpful to know if someone has a current balance and an old balance.

Figure 23:

HH Balance Aging Report settings HH Pay Code Audit Report

Path to: Reports ( System ( System Financial Reports ( HH Pay Code Audit Report This is a multi-purpose report that allows you to establish an amount, percent or count threshold and isolate certain pay codes for a certain date range. This is an excellent management auditing tool.

Examples:

· Find any household that has had 3 or more Journal payments in the last 3 months

· Find households with vacation credits of $300 or more in the last year.

The report can look at multiple pay codes but compare them separately to the amount, count or percent threshold.

· Example: Find any household with more than $300 in journal payments (pay code 7) or vacation credits.

CAUTION: You can see ALL the payments a household has made, BUT you should not use this in place of the Global Childcare Statement (General Ledger) – Tax Statement because it shows all payments, not just childcare payments.

Figure 24 The HH Pay Code Audit Report main selection screen set to search for any household with three (3) or more Journal payments during the 2010 calendar year

Figure 25 The HH Pay Code Audit Report Details selection screen

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