The CYMS Provider Update program allows you to add and/or update CYMS Provider Update Codes for use with the CYMS Module.
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.
From the bottom of the screen…
Click Save to save your changes. You will return to the CYMS Provider Management DataGrid.
Click Previous or Next to continue to the next tab on this screen. (i.e. If you are on the Core screen, click Next to continue to the History screen.)
Click Cancel to return to the CYMS Provider Management DataGrid without saving your changes.
Core
Site Code (CYStaffProvider_SiteCode)
When Enterprise Site Management is enabled on your License profile this field is mandatory.
Select the Site Code for this item. Sites are business segments within an enterprise organization. Associating a Site with items allows for reporting on item availability and transaction history by business segment.
Site records are maintained in Site Management.
DeleteSite Area (CYStaffProvider_SiteArea)
You will not visit this field.
This field displays the Site Area for the Site linked to this item. The Site Area on the item is updated automatically when a Site Code is linked to an item or if the Site Code is changed.
Site Areas are maintained in System Code Management. Type = Site Area. They are linked to Sites in Site Management.DeleteSite Category (CYStaffProvider_SiteCategory)
You will not visit this field.
This field displays the Site Category for the Site linked to this item. The Site Category on the item is updated automatically when a Site Code is linked to an item or if the Site Code is changed.
Site Category Codes are maintained in System Code Management. Type = Site Category. They are linked to Sites in Site Management.
DeleteRecord Code (CYStaffProvider_RecordCode)
If you are adding a new record, then enter the Record Code you will use to identify this individual in the system. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
If you are updating an existing record then you will not visit this field.
DeleteRecord Status (CYStaffProvider_RecordStatus)
The options in this field are dependent upon whether you are working in CYMS Provider Update or CYMS Staff Update.
CYMS Provider Update: Select this individual's Status. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
- Active - This individual has achieved her/his Provisional or Full Certification and now is considered Active and providing care for your garrison.
- In Process - This individual is in the process of receiving certification to provide care for your garrison. Upon achieving Provisional Certification you should change the Provider's Record Status from "In Process" to "Active."
- Permanently Inactive - This individual is Inactive and no longer works for your garrison.
- Temporarily Inactive - This individual is at your garrison but is not currently providing care.
CYMS Staff Update: Select this individual's Status. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
- Active - This individual is Active and works in your garrison.
- Inactive - This individual is Inactive and no longer works in your garrison.
Permissions (CYStaffProvider_Permissions)
Click the Combo Box icon to select the Permissions code(s) you want to apply to this individual's record.
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.
Name Title (CYStaffProvider_NameTitle)
Expand the Drop-down list to select this individual's preferred Title.
Leave the field at its default value if the individual does not specify a preference.
DeleteFirst Name (CYStaffProvider_FirstName)
Enter this individual's First and Last Name in their respective fields.
DeleteLast Name (CYStaffProvider_LastName)
Enter this individual's First and Last Name in their respective fields.
DeleteAddress 1 (CYStaffProvider_Address1)
Enter this individual's Address, City, State, and Zip Code in their respective fields as it pertains to this garrison.
DeleteAddress 2 (CYStaffProvider_Address2)
Enter this individual's Address, City, State, and Zip Code in their respective fields as it pertains to this garrison.
DeleteCity (CYStaffProvider_City)
Enter this individual's Address, City, State, and Zip Code in their respective fields as it pertains to this garrison.
DeleteState (CYStaffProvider_State)
Enter this individual's Address, City, State, and Zip Code in their respective fields as it pertains to this garrison.
Note: The State list is populated by the entries in the 'State' Option List field on the Static Parameters profile • Misc Settings group.
Zip Code (CYStaffProvider_ZipCode)
Enter this individual's Address, City, State, and Zip Code in their respective fields as it pertains to this garrison.
DeleteCountry (CYStaffProvider_Country)
Enter the Country in which this individual is currently living as it pertains to this garrison.
Note: The Country list is populated by the entries in the 'Country' Option List field on the Static Parameters profile • Misc Settings group.
Birthday (CYStaffProvider_Birthday)
Click the Calendar icon to select this individual's date of birth.
DeleteSocial Security Number (CYStaffProvider_SocialSecurityNumber)
Enter this individual's Social Security Number, if applicable.
Social Security Number fields are encrypted within the database. Social Security Numbers will display correctly on screen and in reports, but they are encrypted within the database, itself.
DeleteApplication Date (CYStaffProvider_ApplicationDate)
Click the Calendar icon to select this individual's application date. This is the date on which this person submitted the application to your office to be a Home Care Provider.
DeleteLast Home Visit (CYStaffProvider_LastHomeVisit)
Click the Calendar icon to select the date of the last home visit to this Provider.
DeleteProvisional Certification (CYStaffProvider_ProvisionalCertification)
You will not visit this field.
This field displays the date of provisional certification for this individual. This field is populated automatically when the Provisional Certification record is completed for this Provider.
DeleteFull Certification (CYStaffProvider_FullCertification)
You will not visit this field.
This field displays the date of full certification for this individual. This field is populated automatically when the Full Certification record is completed for this Provider.
DeleteInactive Date (CYStaffProvider_TerminationDate)
This field is applicable only if the Provider's Status is "Permanently Inactive."
Select the date on which this individual resigned or was terminated from being a Home Care Provider at your installation. If the Status of this individual is "Permanently Inactive then this is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteMax Count Overall (CYStaffProvider_MaxCountOverall)
Enter the maximum number of children of all ages that this Provider can care for at one time.
THEN
Enter the maximum number of children under the age of two (2) that this Provider can care for at one time. These fields determine the number of children this Provider may have in the house at any given time. As a general rule, use the following unless otherwise instructed.
- For most multi-age homes, enter 6" and "2."
- For Infant/Toddler only homes enter "3" and "3."
- If this Provider does not take infants enter "6" and "0."
Note: Typically these fields are not filled in until after the Provider receives certification.
Max Children Under 2 (CYStaffProvider_MaxChildrenUnder2)
Enter the maximum number of children of all ages that this Provider can care for at one time.
THEN
Enter the maximum number of children under the age of two (2) that this Provider can care for at one time. These fields determine the number of children this Provider may have in the house at any given time. As a general rule, use the following unless otherwise instructed.
- For most multi-age homes, enter 6" and "2."
- For Infant/Toddler only homes enter "3" and "3."
- If this Provider does not take infants enter "6" and "0."
Note: Typically these fields are not filled in until after the Provider receives certification.
Housing Area (CYStaffProvider_HousingArea)
Expand the Drop-down list to select the Housing Area that corresponds to the location of this Provider's home.
DeleteHome Type (CYStaffProvider_HomeType)
Expand the Drop-down list to select the Home Type that best corresponds to the type of care that this Provider offers.
DeleteSchool District (CYStaffProvider_SchoolDistrict)
Expand the Drop-down list to select the School District that corresponds to the location of this Provider's home.
DeleteWeb Display (CYStaffProvider_WebDisplay)
Expand the Drop-down list to select the Web Display option for this Provider. Your selection here determines whether this provider will display in WebTrac for parents using the Search for Care functionality.
DeleteLocated Off Installation? (CYStaffProvider_LocatedOffPost)
Select this option if this Provider's home is located outside the physical boundaries of your installation.
DeletePhone #1 (CYStaffProvider_PrimaryPhoneNumber)
Enter this individual's primary phone number in this field.
DeletePhone #1 Extension (CYStaffProvider_PrimaryPhoneExtension)
Enter the extension for this phone number, if applicable.
DeletePhone #1 Type (CYStaffProvider_PrimaryPhoneType)
Expand the Drop-down list to select the Primary Phone Type, if desired.
Phone Type Codes are maintained in System Code Maintenance. Type = Phone Type.
DeletePhone #1 Provider (CYStaffProvider_SAPhoneProvider1)
This field is applicable for cell/mobile Phone Types only.
Expand the Drop-down list to select this person's Cell Phone Provider. Populating this field will allow you to send emails as text messages from RecTrac to this person if desired upon running any RecConnect Report that includes this person in its results.
Provider Codes are maintained in System Code Management. Type = Cell Phone Provider.
DeletePhone #2 (CYStaffProvider_SAPhoneNumber2)
Enter an alternate phone number in this field, if desired.
DeletePhone #2 Extension (CYStaffProvider_SAPhoneExtension2)
Enter the extension for this phone number, if applicable.
DeletePhone #2 Type (CYStaffProvider_SAPhoneType2)
Expand the Drop-down list to select the Primary Phone Type, if desired.
Phone Type Codes are maintained in System Code Maintenance. Type = Phone Type.
DeletePhone #2 Provider (CYStaffProvider_SAPhoneProvider2)
This field is applicable for cell/mobile Phone Types only.
Expand the Drop-down list to select this person's Cell Phone Provider. Populating this field will allow you to send emails as text messages from RecTrac to this person if desired upon running any RecConnect Report that includes this person in its results.
Provider Codes are maintained in System Code Management. Type = Cell Phone Provider.
DeletePhone #3 (CYStaffProvider_SAPhoneNumber3)
Enter an alternate phone number in this field, if desired.
DeletePhone #3 Extension (CYStaffProvider_SAPhoneExtension3)
Enter the extension for this phone number, if applicable.
DeletePhone #3 Type (CYStaffProvider_SAPhoneType3)
Expand the Drop-down list to select the Primary Phone Type, if desired.
Phone Type Codes are maintained in System Code Maintenance. Type = Phone Type.
DeletePhone #3 Provider (CYStaffProvider_SAPhoneProvider3)
This field is applicable for cell/mobile Phone Types only.
Expand the Drop-down list to select this person's Cell Phone Provider. Populating this field will allow you to send emails as text messages from RecTrac to this person if desired upon running any RecConnect Report that includes this person in its results.
Provider Codes are maintained in System Code Management. Type = Cell Phone Provider.
DeletePhone #4 (CYStaffProvider_SAPhoneNumber4)
Enter an alternate phone number in this field, if desired.
DeletePhone #4 Extension (CYStaffProvider_SAPhoneExtension4)
Enter the extension for this phone number, if applicable.
DeletePhone #4 Type (CYStaffProvider_SAPhoneType4)
Expand the Drop-down list to select the Primary Phone Type, if desired.
Phone Type Codes are maintained in System Code Maintenance. Type = Phone Type.
DeletePhone #4 Provider (CYStaffProvider_SAPhoneProvider4)
This field is applicable for cell/mobile Phone Types only.
Expand the Drop-down list to select this person's Cell Phone Provider. Populating this field will allow you to send emails as text messages from RecTrac to this person if desired upon running any RecConnect Report that includes this person in its results.
Provider Codes are maintained in System Code Management. Type = Cell Phone Provider.
DeletePrimary Email Address (CYStaffProvider_PrimaryEmailAddress)
Enter this individual's primary email address in this field, if desired.
The system will alert you if the address you enter seems invalid due to selected criterion, such as lack of an '@' symbol, lack of a valid extension (i.e. .com, .org, .edu, etc…) invalid characters, etc….
DeleteEmail #2 (CYStaffProvider_SAEmailAddress2)
Enter an alternate email address in this field, if desired.
The system will alert you if the address you enter seems invalid due to selected criterion, such as lack of an '@' symbol, lack of a valid extension (i.e. .com, .org, .edu, etc…) invalid characters, etc….
DeleteEmail #3 (CYStaffProvider_SAEmailAddress3)
Enter an alternate email address in this field, if desired.
The system will alert you if the address you enter seems invalid due to selected criterion, such as lack of an '@' symbol, lack of a valid extension (i.e. .com, .org, .edu, etc…) invalid characters, etc….
DeleteEthnicity (CYStaffProvider_Ethnicity)
Expand the Drop-down list to select the code that best matches this individual's preferred ethnicity.
Leave the field at its default if the individual opts not to pick a preference.
DeleteStaff Person's Military Status (CYStaffProvider_MilitaryStatus)
This field is applicable only if this individual is on Active Duty in the US Military but is off duty when working for you.
Expand the Drop-down list to select this individual's military status. Generally speaking this will be "Active but the individual may also be National Guard, Reserve, or Coast Guard.
DeleteStaff Person Is Off Duty Military? (CYStaffProvider_OffDutyMilitary)
Select this option if this individual is on Active Duty in the US Military but is off duty when working for you. Coaches and volunteers may fall into this category.
Note: If you select this option then fill out the Military Status and Military Branch/Grade/Rank fields for this individual.
Service Computation Date (CYStaffProvider_ServiceComputationDate)
Click the Calendar icon to select the date on which this individual began working for the Government. This field signifies the employee's original hire date within Government Service. It should be on the individual's official paperwork.
DeleteSpouse Deployment Begin Date (CYStaffProvider_SpouseDeploymentBeginDate)
Select this option if this individual's SPOUSE is deployed.
THEN
Click the Calendar icons to select the Deployment Dates in their respective fields.
Spouse Deployment End Date (CYStaffProvider_SpouseDeploymentEndDate)
Select this option if this individual's SPOUSE is deployed.
THEN
Click the Calendar icons to select the Deployment Dates in their respective fields.
Spouse Is Deployed? (CYStaffProvider_SpouseIsDeployed)
Select this option if this individual's SPOUSE is deployed.
THEN
Click the Calendar icons to select the Deployment Dates in their respective fields.
Spouse Is Active Duty? (CYStaffProvider_SpouseOfActiveDuty)
Select this option if this individual's SPOUSE is on Active Duty in the US Military.
DeleteHistory
Birth City (CYStaffProvider_BirthCity)
Enter the City, State, and Country where this individual was born.
DeleteBirth State (CYStaffProvider_BirthState)
Enter the City, State, and Country where this individual was born.
Note: The State list is populated by the entries in the 'State' Option List field on the Static Parameters profile • Misc Settings group.
Birth Country (CYStaffProvider_BirthCountry)
Enter the City, State, and Country where this individual was born.
Note: The Country list is populated by the entries in the 'Country' Option List field on the Static Parameters profile • Misc Settings group.
Home Of Record City (CYStaffProvider_HomeOfRecordCity)
Enter the City, State and Country of this individual's home of record. The Home of Record is where this person is registered to vote and/or calls home" on his/her tax returns.
DeleteHome Of Record State (CYStaffProvider_HomeOfRecordState)
Enter the City, State and Country of this individual's home of record. The Home of Record is where this person is registered to vote and/or calls home" on his/her tax returns.
Note: The State list is populated by the entries in the 'State' Option List field on the Static Parameters profile • Misc Settings group.
Home Of Record Country (CYStaffProvider_HomeOfRecordCountry)
Enter the City, State and Country of this individual's home of record. The Home of Record is where this person is registered to vote and/or calls home" on his/her tax returns.
Note: The Country list is populated by the entries in the 'Country' Option List field on the Static Parameters profile • Misc Settings group.
Known Alias (CYStaffProvider_KnownAlias)
Enter any other names this individual has used in the past. Separate multiple names by a comma (,).
DeleteComments (CYStaffProvider_Comments)
Enter any miscellaneous comments that you wish to link to this individual's record. Free form comments may consist of up to 30,000 characters. The right-hand side of the field contains a character counter.
DeleteSchooling Level (CYStaffProvider_SchoolingLevel)
Expand the Drop-down list to select the entry that best matches this individual's education.
- High School - High School Diploma or equivalent.
- Associate's - Associate's Degree.
- Bachelor's - Bachelor's Degree.
- Master's - Master's Degree.
- Ph. D - Doctor of Philosophy Degree or equivalent.
- Other - A Degree or certification not listed above.
College Years If No Degree (CYStaffProvider_CollegeYears)
If this individual has attended college/university but has not received a degree, then enter the number of years that the individual has attended college/university.
DeletePrevious Military Service? (CYStaffProvider_PreviousMilitaryService)
Select this option if this Provider served in the US Military.
THEN
Expand the Drop-down list to select the Branch of the Armed Services in which this Provider served.
Note: In the event this Provider served in multiple Branches of the Military select the Branch in which the Provider most recently served.
If the Provider is not a veteran then leave these fields at their default setting.
DeletePrevious Military Branch (CYStaffProvider_PreviousMilitaryBranch)
Select this option if this Provider served in the US Military.
THEN
Expand the Drop-down list to select the Branch of the Armed Services in which this Provider served.
Note: In the event this Provider served in multiple Branches of the Military select the Branch in which the Provider most recently served.
If the Provider is not a veteran then leave these fields at their default setting.
DeleteFamily
Family Members (CYProviderUpdate_FMDataGrid)
The Family Members DataGrid should contain the names of everyone in the Household who is 12 years of age or older other than the Provider.
For Example: Molly Jones is the Provider. She is married to Desmond Jones who is the Sponsor. They have two (2) children: Dezi Jr who is 14 and Maggie May who is 7. The Family Member DataGrid should contain Desmond Jones and Dezi Jr (because he is over 12). Maggie May (who is under 12) should be enrolled into Molly's Home.
Buttons on the screen…
Expand the Drop-down list to select the Family Member's Relationship to the Provider.
THEN
Click Add Family Member. You will continue to the Family Member Lookup screen. From there you can look up the Family Member you wish to add or you may add a new Family Member.
Highlight/select a record in the DataGrid and click Change Family Member Info to continue to the Family Member Details screen where you an update information on that individual.
Highlight/select a record in the DataGrid and click Remove Family Member to remove that individual.
DeleteFamily Member Relationship To Add (CYProviderUpdate_FamilyMemberRelationship)
The Family Members DataGrid should contain the names of everyone in the Household who is 12 years of age or older other than the Provider.
Expand the Drop-down list to select the Family Member's Relationship to the Provider.
THEN
Click Add Family Member. You will continue to the Family Member Lookup screen. From there you can look up the Family Member you wish to add or you may add a new Family Member.
Enter the Sponsor first if any and then continue to other Family Members as needed.
All children in the Provider's home who are 12 year of age or younger should be in the database and enrolled into the Provider's home to account for ratios. Provider's children that are under 12 should go through Central Registration and be enrolled just like any other children.
For Example: Molly Jones is the Provider. She is married to Desmond Jones who is the Sponsor. They have two (2) children: Dezi Jr who is the Sponsor. They have two (2) children: Dezi Jr who is 14 and Maggie May who is 7. The Family Member DataGrid should contain Desmond Jones and Dezi Jr (because he is over 12). Maggie May (who is under 12) should be enrolled into Molly's Home.
DeleteProgram Links
Program Links (CYProviderUpdate_ProgramDataGrid)
The Program Links screen allows you to add or delete Programs for selected Provider with whom you are working. The Program Link you create here becomes the Provider's Home." Children being cared for by this Provider are enrolled into the Program you create/link. This allows you to track the children being cared for by this Provider. By default the DataGrid lists the Link Status Activity Code Section Short Description Section Status Provider Code and Name and a logical toggle for "Primary."
Note: Generally speaking a Provider will be linked to one (1) Program only and the Short Description will be the Provider's name.
Buttons on the screen…
Click Add Program Link from New Section to continue to the Program Link from New Section screen where you can create a new Program for this Provider.
Click Add Program Link from Existing Section to continue to the Section Lookup screen where you can select the Activity/Program to which you wish to link this Provider.
Highlight/select an existing record and click Delete Program Link to remove the link between the Provider and the Activity/Program.
Delete