The Miscellaneous Code Detail Update program allows you to add and/or update the various codes used primarily with the Child Youth Management System (CYMS) module. These codes are used throughout CYMS to define elements such as, but not limited to, Sponsor/Spouse Military Branch, Rank, and Grade; Program Types; Age Groups; and Staff and Provider Management record entries.
Note: Field names on the screen with red labels* are required by the screen design you are using. Mandatory fields in the default Vermont Systems design are noted where appropriate. Your design and mandatory fields may vary.
Buttons on the screen…
Click Save to save your changes. You will return to the Miscellaneous Code Detail Management DataGrid.
Click Cancel to return to the Miscellaneous Code Detail Management DataGrid without saving your changes.
Core Information
Record Code (CYMISCCODE_RecordCode)
Select your Record Type first.
THEN
Enter your code in this field. For example, Record Type = Age Group." Record Code = "PTOD." This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
If you are updating an existing CYMS Code then you won't visit this field.
DeleteRecord Type (CYMISCCODE_RecordType)
Note: Due to use/reuse of multiple fields in the Additional Settings group it is not always possible to have the field definition appear when mouse-hovering over the "i" information icon. Instead click the icon and use the full page help.
If you are creating a new Miscellaneous Detail Code then select the Type of Miscellaneous Detail Code you wish to create. Brief descriptions appear below. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary. This list is populated from the records in Miscellaneous Code Management.
If you are updating an existing CYMS Code then you won't visit this field.
Note: Depending on the Record Type you select additional fields may appear on screen. Due to use/reuse of multiple fields in the Additional Settings group it is not always possible to have the field definition appear when mouse-hovering over the "i" information icon. Instead click the icon and use the full page help.
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Description (CYMISCCODE_Description)
Enter the description for your code in this field. For example, your code is PTOD." The description is "Pre-Toddler."
DeletePermissions (CYMISCCODE_Permissions)
Select the Permissions code(s) you want to apply to this CYMS Miscellaneous Code Type. You can set Permission on Miscellaneous Code Types. You can also set Permissions on Miscellaneous Code Detail records as well. This allows you to set Permissions on the overall Type Code as well as its subordinate Detail Codes. This is a good option for scenarios where people need access to certain Detail records but not all Detail records of the same Type.
For example, you have a Permission code for CDC TRAINING and another for SAC TRAINING. Trainers at the CDC are linked to the CDC TRAINING Permission, and trainers at the SAC are linked to the SAC TRAINING Permission. You add both codes to the Miscellaneous Code Type for Staff Training. This allows trainers at both the CDC and SAC to see Staff Training codes. However, when creating the Miscellaneous Code Detail records for the CDC, you include only the CDC TRAINING Permission. When creating the Miscellaneous Code Detail records for the SAC, you include only the SAC TRAINING Permission. This means the CDC trainers will see only the CDC TRAINING Detail records and the SAC trainers will see only the SAC TRAINING Detail records.
Permissions allow you to control which users can view, add, modify, and/or delete records on browsers and picklists, etc. These are called Access Rights and they are maintained on the Table Permissions tab of the Permissions profile
Note: You can leave this field blank if desired. When this field is blank the system skips the Permissions check for this record. In that event all users will have access to this record provided their Access Rights for the module allow for it.
Permissions (CYMISCCODE_Permissions)
Select the Permissions code(s) you want to apply to this CYMS Miscellaneous Code Type. You can set Permission on Miscellaneous Code Types. You can also set Permissions on Miscellaneous Code Detail records as well. This allows you to set Permissions on the overall Type Code as well as its subordinate Detail Codes. This is a good option for scenarios where people need access to certain Detail records but not all Detail records of the same Type.
For example, you have a Permission code for CDC TRAINING and another for SAC TRAINING. Trainers at the CDC are linked to the CDC TRAINING Permission, and trainers at the SAC are linked to the SAC TRAINING Permission. You add both codes to the Miscellaneous Code Type for Staff Training. This allows trainers at both the CDC and SAC to see Staff Training codes. However, when creating the Miscellaneous Code Detail records for the CDC, you include only the CDC TRAINING Permission. When creating the Miscellaneous Code Detail records for the SAC, you include only the SAC TRAINING Permission. This means the CDC trainers will see only the CDC TRAINING Detail records and the SAC trainers will see only the SAC TRAINING Detail records.
Permissions allow you to control which users can view, add, modify, and/or delete records on browsers and picklists, etc. These are called Access Rights and they are maintained on the Table Permissions tab of the Permissions profile
Note: You can leave this field blank if desired. When this field is blank the system skips the Permissions check for this record. In that event all users will have access to this record provided their Access Rights for the module allow for it.
Standard Provider Code? (CYMISCCODE_StandardProviderCode)
Select this option if this Provider code is generally required for Providers. Provider codes with this option selected can be linked to a Provider's record by clicking the Load Standard Codes button on the Provider Management screen instead of having to link each code individually.
DeleteStandard Staff Code? (CYMISCCODE_StandardStaffCode)
Select this option if this Staff code is generally required for Staff Members. Staff codes with this option selected can be linked to a Staff Member's record by clicking the Load Standard Codes button on the Staff Management screen instead of having to link each code individually.
DeleteComment Text (CYMISCCODE_Comments)
Note: Due to use/reuse of multiple fields in the Additional Settings group it is not always possible to have the field definition appear when mouse-hovering over the "i" information icon. Instead click the icon and use the full page help.
Enter any Comments that you want to associate with this code if desired. This field will hold up to 30 000 characters.
DeleteRecurring Item (CYMISCCODE_RecurringItem)
This field is applicable only if the code can be recurring. Examples of recurring codes include but are not limited to Background Checks Training Room/Home Visits Medical Requirements etc.
Select this option if this code is recurring.
THEN
Make your Recurring Option selection.
THEN
Enter your Recurring Value (or Specific Due Date).
THEN
Select the next code.
When you fill these fields out for your recurring codes the system will add the next code to the Provider/Staff record in Provider/Staff Management when a Completed Date is added to the current code. For example your code is "A-CPR" (Annual CPR Training for Staff). You would select this option and pick a Recurring Option that equates to one (1) year. The Recurring Item's Next Code would be "A-CPR." In Staff Management when you update the current "A-CPR" Code to show it has been completed the system will add a new "A-CPR" Code to the Staff Member's record automatically. The Due Date on the new code will be a year from the Completed Date of the current code.
Leave this option deselected if this code is a non-recurring one-off code.
DeleteRecurring Item (CYMISCCODE_RecurringItem)
This field is applicable only if the code can be recurring. Examples of recurring codes include but are not limited to Background Checks Training Room/Home Visits Medical Requirements etc.
Select this option if this code is recurring.
THEN
Make your Recurring Option selection.
THEN
Enter your Recurring Value (or Specific Due Date).
THEN
Select the next code.
When you fill these fields out for your recurring codes the system will add the next code to the Provider/Staff record in Provider/Staff Management when a Completed Date is added to the current code. For example your code is "A-CPR" (Annual CPR Training for Staff). You would select this option and pick a Recurring Option that equates to one (1) year. The Recurring Item's Next Code would be "A-CPR." In Staff Management when you update the current "A-CPR" Code to show it has been completed the system will add a new "A-CPR" Code to the Staff Member's record automatically. The Due Date on the new code will be a year from the Completed Date of the current code.
Leave this option deselected if this code is a non-recurring one-off code.
DeleteRecurring Option (CYMISCCODE_RecurringOption)
This field is applicable only if the Code can be recurring. Examples of recurring codes include but are not limited to Background Checks Training Room/Home Visits Medical Requirements etc.
Select the Recurring Item option if this code is recurring.
THEN
Make a selection.
THEN
Enter your Recurring Value (or Specific Due Date).
THEN
Select the next Code.
- Days from Previous Completed Date - A record for the 'Next Code' will be added with a Due Date that is <x> Days from the current code's Completed Date.
- Days from Previous Due Date - A record for the 'Next Code' will be added with a Due Date that is <x> Days from the current code's Due Date.
- Days from Previous Visit Date - A record for the 'Next Code' will be added with a Due Date that is <x> Days from the current code's Visit Date.
- Months from Previous Completed Date - A record for the 'Next Code' will be added with a Due Date that is <x> Months from the current code's Completed Date.
- Months from Previous Due Date - A record for the 'Next Code' will be added with a Due Date that is <x> Months from the current code's Due Date.
- Months from Previous Visit Date - A record for the 'Next Code' will be added with a Due Date that is <x> Months from the current code's Visit Date.
- Years from Previous Completed Date - A record for the 'Next Code' will be added with a Due Date that is <x> Years from the current code's Completed Date.
- Years from Previous Due Date - A record for the 'Next Code' will be added with a Due Date that is <x> Years from the current code's Due Date.
- Years from Previous Visit Date - A record for the 'Next Code' will be added with a Due Date that is <x> Years from the current code's Visit Date.
- Specific Date - A record for the 'Next Code' will be added. Its Due Date will be whatever Date you select.
When you fill these fields out for your recurring codes the system will add the next code to the Provider/Staff record in Provider/Staff Management when a Completed Date is added to the current code. For exampleyour code is "A-CPR" (Annual CPR Training for Staff). You would select this option and pick a Recurring Option that equates to one (1) year. The Recurring Item's Next Code would be "A-CPR." In Staff Management when you update the current "A-CPR" Code to show it has been completed the system will add a new "A-CPR" Code to the Staff Member's record automatically. The Due Date on the new code will be a year from the Completed Date of the current code.
Leave this field at its default setting if this code is a non-recurring one-off code.
DeleteRecurring Value (CYMISCCODE_RecurringValue)
This field is applicable only if the Code can be recurring. Examples of recurring codes include but are not limited to Background Checks Training Room/Home Visits Medical Requirements etc.
Select the Recurring Item option if this code is recurring.
THEN
Make your Recurring Option selection.
THEN
Enter your Recurring Value or Specific Due Date in this field.
THEN
Select the next Code.
When you fill these fields out for your recurring codes the system will add the next code to the Provider/Staff record in Provider/Staff Management when a Completed Date is added to the current code. For example your code is "A-CPR" (Annual CPR Training for Staff). You would select this option and pick a Recurring Option that equates to one (1) year. The Recurring Item's Next Code would be "A-CPR." In Staff Management when you update the current "A-CPR" Code to show it has been completed the system will add a new "A-CPR" Code to the Staff Member's record automatically. The Due Date on the new code will be a year from the Completed Date of the current code.
Leave this field at its default setting if this code is a non-recurring one-off code.
DeleteSpecific Due Date (CYMISCCODE_RecurringSpecificDate)
This field is applicable only if the Code can be recurring. Examples of recurring codes include but are not limited to Background Checks Training Room/Home Visits Medical Requirements etc.
Select the Recurring Item option if this Code is recurring.
THEN
Make your Recurring Option selection.
THEN
Enter your Recurring Value or Specific Due Date in this field.
THEN
Select the next Code.
When you fill these fields out for your recurring codes the system will add the next code to the Provider/Staff record in Provider/Staff Management when a Completed Date is added to the current code. For example your code is "A-CPR" (Annual CPR Training for Staff). You would select this option and pick a Recurring Option that equates to one (1) year. The Recurring Item's Next Code would be "A-CPR." In Staff Management when you update the current "A-CPR" Code to show it has been completed the system will add a new "A-CPR" Code to the Staff Member's record automatically. The Due Date on the new code will be a year from the Completed Date of the current code.
Leave this field at its default setting if this code is a non-recurring one-off code.
DeleteRecurring Item's Next Code (CYMISCCODE_RecurringItemNextCode)
This field is applicable only if the code can be recurring. Examples of recurring codes include but are not limited to Background Checks Training Room/Home Visits Medical Requirements etc.
Select this option if this code is recurring.
THEN
Make your Recurring Option selection.
THEN
Enter your Recurring Value (or Specific Due Date).
THEN
Select the next code.
When you fill these fields out for your recurring codes the system will add the next code to the Provider/Staff record in Provider/Staff Management when a Completed Date is added to the current code. For example your code is "A-CPR" (Annual CPR Training for Staff). You would select this option and pick a Recurring Option that equates to one (1) year. The Recurring Item's Next Code would be "A-CPR." In Staff Management when you update the current "A-CPR" Code to show it has been completed the system will add a new "A-CPR" Code to the Staff Member's record automatically. The Due Date on the new code will be a year from the Completed Date of the current code.
Leave this option deselected if this code is a non-recurring one-off code.
DeleteBegin Number (CYMISCCODE_BeginNumber)
Note: Due to use/reuse of multiple fields in the Additional Settings group it is not always possible to have the field definition appear when mouse-hovering over the "i" information icon. Instead click the icon and use the full page help.
This field is applicable to the following codes: Age Group Provider Certification Provider Training Staff Pay Grade Staff Training and Waitlist Priority
Age Group - Enter the Beginning and Ending Age range for this Age Group in these fields. For example Record Code = "PTOD." Age Range = 1.00 - 1.99.
Note: Typically you will enter the End Age as <x>.99 where <x> is the age such as 2 (i.e. 2 .99) to allow family members fully that age to be impacted.
For example your Pre-Toddler Age Group is limited to children who are 1-2 years old. You would enter a Begin Age of '1.00' and an End Age of '1 .99.' This would allow a child who is older than 1 but not 2 (i.e. someone who is "1 and a half") to meet the Age Group requirement. Upon reaching 2 the child would advance to the next Age Group TOD (Toddler).
Provider Certification - Enter the number of years between each review of this certification.
Provider Training - Enter the number of credit hours the Provider will earn for taking this course.
Staff Pay Grade - Enter the salary range for this pay grade.
Staff Training - Enter the number of credit hours the Staff Member will earn for taking this course.
Waitlist Priority - Enter the priority number for this Waitlist code.
DeleteEnd Number (CYMISCCODE_EndNumber)
Note: Due to use/reuse of multiple fields in the Additional Settings group it is not always possible to have the field definition appear when mouse-hovering over the "i" information icon. Instead click the icon and use the full page help.
This field is applicable to the Age Group Provider Subsidy Provider Training Staff Pay Grade and Staff Training Codes only.
Age Group - Enter the Beginning and Ending Age range for this Age Group in these fields. For example Record Code = "PTOD." Age Range = 1.00 - 1.99.
Note: Typically you will enter the End Age as <x>.99 where <x> is the age such as 2 (i.e. 2 .99) to allow family members fully that age to be impacted.
For example your Pre-Toddler Age Group is limited to children who are 1-2 years old. You would enter a Begin Age of '1.00' and an End Age of '1 .99.' This would allow a child who is older than 1 but not 2 (i.e. someone who is "1 and a half") to meet the Age Group requirement. Upon reaching 2 the child would advance to the next Age Group TOD (Toddler).
Provider Subsidy - Enter the default amount for this Provider Subsidy. The value you enter will be the default value when this subsidy code is linked to a Provider.
Note: Default values appear for Providers in Miscellaneous Code Update when you are opting to Add a Single Record only. If opting to Add Multiple Records to a Provider (or Providers) then default values cannot be used.
Provider Training - Enter the number of clock hours for this training course (i.e. the number of hours for which the course is scheduled).
Staff Pay Grade - Enter the salary range for this pay grade.
Staff Training - Enter the number of clock hours for this training course (i.e. the number of hours for which the course is scheduled).
DeleteMilitary Status/Non Specific Age Group (CYMISCCODE_FlagOption1)
Note: Due to use/reuse of multiple fields in the Additional Settings group it is not always possible to have the field definition appear when mouse-hovering over the "i" information icon. Instead click the icon and use the full page help.
This field is applicable to the Age Group and Military Status Codes only.
Age Group - Select this option if you don't want to use this Age Group to categorize family members. For example a Provider offers care for children aged 2 - 8. You create an age grouping PRO01 that includes this age range. While this age grouping would be used to help determine the appropriateness of enrolling children in this Provider's home you would probably not want it to classify family members into this age grouping since a two-year old and an eight-year old would most likely be separated into different categories to correctly designate their different ages.
Military Status - Select this option is this Code should be flagged as a Military Status Code vs. another code such as DOD or Civilian etc….
DeleteFlag Option 2? (CYMISCCODE_FlagOption2)
Note: Due to use/reuse of multiple fields in the Additional Settings group it is not always possible to have the field definition appear when mouse-hovering over the "i" information icon. Instead click the icon and use the full page help.
This field is applicable to the Age Group Military Status Program Type and Provider Special Requirements Codes only.
Age Group - Select this option if you want to include this Age Group when patrons use WebTrac to make hourly care reservations. Additionallya you would use this option if you want to include family members with no birthday in this age group. This is a good option for non-standard Age Groups and allows for scenarios such as but not limited to using Hourly Care to track Parent Orientation and Parent Central appointments etc.
Military Status - Select this option if this code should be flagged as a Department of Defense (DOC) code vs. another code such as military or civilian etc.
Program Type - Select this option if you want to include this Program Type when patrons use WebTrac to make hourly care reservations.
Provider Special Requirements - Select this option if you want to include this Special Requirement when listing Providers.
DeleteDefault Family Member Status? (CYMISCCODE_FlagOption3)
Note: Due to use/reuse of multiple fields in the Additional Settings group it is not always possible to have the field definition appear when mouse-hovering over the "i" information icon. Instead click the icon and use the full page help.
This field is applicable to the Military Status Code only.
Select this option to use this code the default Military Status to be used for family member swipes.
DeleteCharacter Field 1 (CYMISCCODE_CharacterField1)
Note: Due to use/reuse of multiple fields in the Additional Settings group it is not always possible to have the field definition appear when mouse-hovering over the "i" information icon. Instead click the icon and use the full page help.
This field is applicable to the Ethnicity Military Status Provider Certification Provider Days and Hours Staff Funding Source Staff Job Tile Codes and Unit Codes only.
Ethnicity - Enter a Boys and Girls Club ethnicity description. This does not have to be the same as the code description but rather can be more general. For example you can enter "Asian" in the Boys and Girls Club Eth field for the following Ethnicity code entries: Asian Chinese Filipino Japanese Korean Vietnamese and Other Asian.
Military Status - Enter the ID code you want to link to this Military Status code for use on the Unique Statistics Report. For example 1A 2B etc….
Provider Certification - Select the Certification level that corresponds with the Code: Full Provisional or Other.
Note: Selecting either "Full Certification" or "Provisional Certification" will add "today's" date automatically in the Provider module when this Certification Code is linked to the Provider.
Provider Days and Hours - Select the days of the week that are applicable to this code. Any days you select here will be default entries when linking this code to a Provider. For example this code is "FULL DAY." You might select Monday or Other.
Note: Selecting either "Full Certification" or "Provisional Certification" will add "today's" date automatically in the Provider module when this Certification Code is linked to the Provider.
Provider Days and Hours - Select the days of the week that are applicable to this code. Any days you select here will be default entries when linking this code to a Provider. For example this code is "FULL DAY." You might select Monday Tuesday Wednesday Thursday and Friday. When adding the FULL DAY Days and Hours Code to a Provider these days of the week will be the default entries.
Note: Default values appear for Providers in Miscellaneous Code Update when you are opting to Add a Single Record only. If opting to Add Multiple Records to a Provider (or Providers) then default values cannot be used.
Staff Funding Source - Enter the subtotal code for this funding source record. This information providers for groupings on the annual report.
Staff Job Title - Enter the subtotal code for this job title record. This information providers for groupings on the annual report.
Unit - Enter this Unit's main Street Address on your installation/garrison.
DeleteWeb Help Text (CYMISCCODE_CharacterField2)
Note: Due to use/reuse of multiple fields in the Additional Settings group it is not always possible to have the field definition appear when mouse-hovering over the "i" information icon. Instead click the icon and use the full page help.
This field is applicable to the Age Group Housing Area Off-Post Districts Program Type Provider Pet Provider Special Requirements Codes only.
Age Group - If you selected the Include on Web Search for Care option then enter the text that you wish to accompany this Age Group when it is displayed in WebTrac for hourly care reservations.
Housing Area - Enter the text that you wish to accompany this Housing Area when it is displayed in WebTrac for patrons performing the Search for Care process.
Off-Post Districts - Enter the text that you wish to accompany this Off-Post District when it is displayed in WebTrac for patrons performing the Search for Care process.
Off-Post Districts - Enter the text that you wish to accompany this Program Type when it is displayed in WebTrac for patrons performing the Search for Care process.
Provider Pet - Enter the text that you wish to accompany this Pet Type when it is displayed in WebTrac for patrons performing the Search for Care process.
Provider Special Requirements - Enter the text that you wish to accompany this Special Requirement when it is displayed in WebTrac for patrons performing the Search for Care process.
DeleteCharacter Field 3 (CYMISCCODE_CharacterField3)
Note: Due to use/reuse of multiple fields in the Additional Settings group it is not always possible to have the field definition appear when mouse-hovering over the "i" information icon. Instead click the icon and use the full page help.
This field is applicable to Age Group codes and Unit codes.
Age Group codes - Enter the number of children allowed per caregiver for this Age Group. For example Infant (6 weeks to 12 mos) - 4 children to 1 caregiver Pre-Tod (13 - 24 mos) - 5 children to 1 caregiver etc.
Unit codes - Enter this Unit's second Street Address on your installation/garrison
DeleteCity (CYMISCCODE_CharacterField4)
Note: Due to use/reuse of multiple fields in the Additional Settings group it is not always possible to have the field definition appear when mouse-hovering over the "i" information icon. Instead click the icon and use the full page help.
This field is applicable to Unit Codes only.
Accept the default entries or overwrite with this Unit's City State and Zip Code information for your installation/garrison If needed. Default entries are pulled from the City/State/Zip fields on the Household profile to which your User ID is linked.
DeleteState (CYMISCCODE_CharacterField5)
Note: Due to use/reuse of multiple fields in the Additional Settings group it is not always possible to have the field definition appear when mouse-hovering over the "i" information icon. Instead click the icon and use the full page help.
This field is applicable to Unit Codes only.
Accept the default entries or overwrite with this Unit's City State and Zip Code information for your installation/garrison If needed. Default entries are pulled from the City/State/Zip fields on the Household profile to which your User ID is linked.
DeleteZip Code (CYMISCCODE_CharacterField6)
Note: Due to use/reuse of multiple fields in the Additional Settings group it is not always possible to have the field definition appear when mouse-hovering over the "i" information icon. Instead click the icon and use the full page help.
This field is applicable to Unit Codes only.
Accept the default entries or overwrite with this Unit's City State and Zip Code information for your installation/garrison If needed. Default entries are pulled from the City/State/Zip fields on the Household profile to which your User ID is linked.
DeleteBegin Time (CYMISCCODE_BeginTime)
Note: Due to use/reuse of multiple fields in the Additional Settings group it is not always possible to have the field definition appear when mouse-hovering over the "i" information icon. Instead click the icon and use the full page help.
This field is applicable to the Provider Days & Hours Code only.
Enter the time range (Open to Close) that corresponds to this Code. The Begin/End Times you enter here will be default entries when linking this Code to a ProviderFor example Record Code = "FULL DAY." Begin/End Times = 0600 - 1800.
Note: Default values appear for Providers in Miscellaneous Code Update when you are opting to Add a Single Record only. If opting to Add Multiple Records to a Provider (or Providers) then default values cannot be used.
End Time (CYMISCCODE_EndTime)
Note: Due to use/reuse of multiple fields in the Additional Settings group it is not always possible to have the field definition appear when mouse-hovering over the "i" information icon. Instead click the icon and use the full page help.
This field is applicable to the Provider Days & Hours Code only.
Enter the time range (Open to Close) that corresponds to this Code. The Begin/End Times you enter here will be default entries when linking this Code to a ProviderFor example Record Code = "FULL DAY." Begin/End Times = 0600 - 1800.
Note: Default values appear for Providers in Miscellaneous Code Update when you are opting to Add a Single Record only. If opting to Add Multiple Records to a Provider (or Providers) then default values cannot be used.