The Bulk Slot Create program allows you to generate multiple slots for your Hourly Care programs quickly and easily. This program can be scheduled to run at regular periodic intervals to ensure Hourly slots are always available. Once you have created Hourly Slots, they can be managed/maintained in Slot Management. CYMS Hourly Care is processed on the SuperGrid.
Additionally, this program provides a Delete Unreserved option to purge un-booked slots from your database in bulk, if desired.
Note: The Delete Unreserved option will skip any Hourly slots that are booked when it is run. If you then opt to go back and re-create new slots using the Create option, it will likewise skip any booked slots that exist. For Example: You bulk create Hourly slots for all of November using 60-minute time blocks. A slot is booked in your Infant Room for November 5th. You then decide you want to make 30-minute slots instead. You use the Delete Unreserved option to purge the slots for November. This process skips the Infant Room reservation for 05 November. You then use the Create option to re-create the November slots using 30-minute time blocks. When you process the Bulk Create, the existing slot in the Infant Room for 05 November will NOT get overwritten. It will remain reserved.
To Run the Bulk Slot Create Program
- Choose the rooms for which you wish to generate Hourly Slots. Make selections from the DataGrid OR opt to Use Facility Range OR both. Optionally, you can use a Wildcard. Refer to the "i" Help for field definitions as needed.
- Select Beginning and Ending Dates and Times.
- Expand the Drop-down list for Process Option and select "Create."
- Select the Weekdays for which you wish to generate Hourly Slots.
- Enter any Skip Dates. Skip Dates are dates within your Date Range for which you know you will not be offering Hourly Care. For Example: If you are generating Hourly Slots for November and you know your Centers will be closed on Thanksgiving, then you would enter that date as a Skip Date.
- Enter values in the Slot Hours and Slot Minutesfields as needed.
- To generate 30-minute slots, enter "30" in the Slot Minutes field and leave the Slot Hours field at its default of "0."
- As a general rule, Hourly Slots should be created in 30-minute increments. Your garrison's/installation's policy may differ.
- Enter the total number of slots available in this room for the time slots being created. The value in this field is the total number of children for whom you can provide care at a given time in this room based on your staffing.
- Click Process when ready to generate your Hourly Slots. The process runs on the AppServer. The Notification Center will alert you when the process completes.
- Repeat these steps to generate slots for other Rooms/Centers, if needed, or Exit the program when done.
To Run the Bulk Slot Delete Unreserved Program
- Follow the steps above. Upon reaching Step 3, choose "Delete Unreserved."
- Click Process when ready to purge your unreserved Hourly Slots. The process runs on the AppServer. The Notification Center will alert you when the process completes.
- Repeat these steps to purge unreserved slots for other Rooms/Centers, if needed, or Exit the program when done.
From the bottom of the screen…
Click Process to run the Bulk Slot Create program. The program runs on the AppServer. The Notification Center will alert you when the process completes.
Click Default Settings to reset the screen parameters. Vermont Systems recommends clicking Default Settings whenever a program or report doesn't produce the expected results. Resetting a program to its default settings removes any unseen spaces and/or bad data in the fields.
BulkSlotCreate_Tab1
Facilities (FRFacility_ComboKey_DataGrid)
Highlight/select the Facilities you wish to export. By default, the DataGrid displays all facility codes in your database that you have Permission to see.
OR
Make no selections from the DataGrid and enable the Use Facility Range option and make selections.
Note: In instances where you have a DataGrid and corresponding Range a selection in one or the other (or both) is required. Selecting nothing from the DataGrid and nothing from the Range yields a blank report or process.
Click here for a full description of RecTrac DataGrids.
DeleteUse Facility Range (FRFacility_ComboKey_UseRange)
This field appears in numerous programs. Its functionality may vary.
Select this option to limit your selection to a range of facilities.
THEN
Enter the range of facility codes.
OR
Leave this option deselected to skip this check and make selections from the DataGrid if applicable.
- If there is a DataGrid for this program - In instances where you have a DataGrid and corresponding range a selection in one or the other (or both) is required. Selecting nothing from the DataGrid and nothing from the range yields a blank report or process.
- If there is not a DataGrid for this program - In instances where you do not have a DataGrid a selection here is not required. Leaving this option deselected skips this filter and results in all codes being included.
Begin Facility (FRFacility_ComboKey_Begin)
This field is applicable only if you opt to Use Facility Range.
Select the beginning and ending facility codes for their respective fields. Facilities within the range entered will be included in the process.
DeleteEnd Facility (FRFacility_ComboKey_End)
This field is applicable only if you opt to Use Facility Range.
Select the beginning and ending facility codes for their respective fields. Facility codes within the range entered will be included in the process.
DeleteFacility Wildcard (FRFacility_ComboKey_Equals)
Select a Facility to use as a base for a wildcard
OR
Enter all or part of a facility code in this field.
THEN
Select your WildCard Option for matching the data entered. Wildcarding is allowed in this field.
WildCard Option (FRFacility_ComboKey_Equals_Option)
Select your Wildcard Option for this process:
- Equals - The process will return a list of all records that equal the value entered. This must be an exact match. For Example: If this was a list of Family Members, entering 'Grace Somersby' would find 'Grace Somersby' because it is an exact match, but it would NOT find 'Grace J. Somersby' because it is not an exact match.
Note: When running Reports you can use a comma-delimited list (with no spaces) in the corresponding Wildcard field when your Wildcard Option is Equals. This applies to Reports only. For Example: Entering "48116 5851 88003" in a Zip Code Wildcard field on a Report and using the Equals Option would yield results from those three separate Zip Codes.
- Begins - The process will return a list of all records that begin with the value entered. Wildcarding asterisks/periods are not needed. For Example: If this was a list of Family Members entering 'Gr' would find all members whose name begins with 'Gr ' such as Grace Somersby but it would NOT find Ginny Weasley because her name begins with 'Gi.'
- Ends - The process will return a list of all records that end with the value entered. Wildcarding asterisks/periods are not needed. For Example: If this was a list of Family Members entering 'by' would find all members whose name ends with 'by ' such as Grace Somersby but it would NOT find Sam McGee because his name ends with 'ee.'
- Matches - The process will return a list of all records where a value match can be found. Wildcarding and asterisks/periods must be used. For Example: If this was a list of Family Members entering '*om*' (asterisks must be included) would find Grace Somersby and Tom Sawyer because "om" appears in both names but it would NOT find Felicity Lemon because "om" does not appear anywhere in her name.
Note: See also: RecTrac Wildcarding.
Begin Date (BulkSlotCreate_BeginDate)
Expand the Drop-down list and select the date range over which you want to generate Hourly Slots
THEN
Take appropriate action in the right-hand column to specify the actual date you wish to select.
If you are running this program manually, it is always safe to use Actual Date for this field and your date range will be whatever you enter.
Refer to RecTrac Date/Time Select Fields for a listing of selection definitions and examples.
snippets/step_by_step.html>DeleteEnd Date (BulkSlotCreate_EndDate)
Expand the Drop-down list and select the date range over which you want to generate Hourly Slots
THEN
Take appropriate action in the right-hand column to specify the actual date you wish to select.
If you are running this program manually, it is always safe to use Actual Date for this field and your date range will be whatever you enter.
Refer to RecTrac Date/Time Select Fields for a listing of selection definitions and examples.
snippets/step_by_step.html>DeleteBegin Time (BulkSlotCreate_BeginTime)
Click the Clock icon to select your beginning and ending time range for each day within your date range. These are the hours of the day during which you will be providing Hourly Care. For Example: 0600 - 1800hrs.
DeleteEnd Time (BulkSlotCreate_EndTime)
Click the Clock icon to select your beginning and ending time range for each day within your date range. These are the hours of the day during which you will be providing Hourly Care. For Example: 0600 - 1800hrs.
DeleteProcess Option (BulkSlotCreate_ProcessOption)
Expand the Drop-down list and select your Process Option.
- Create - The system will create new slots based on the selection criteria you've entered.
- Delete Unreserved - The system will delete any unreserved slots within the criteria ranges you've entered.
Note: The Delete Unreserved option will skip any Hourly slots that are booked when it is run. If you then opt to go back and re-create new slots using the Create option it will likewise skip any booked slots that exist. For Example: You bulk create Hourly slots for all of November using 60-minute time blocks. A slot is booked in your Infant Room for November 5th. You then decide you want to make 30-minute slots instead. You use the Delete Unreserved option to purge the slots for November. This process skips the Infant Room reservation for 05 November. You then use the Create option to re-create the November slots using 30-minute time blocks. When you process the Bulk Create the existing slot in the Infant Room for 05 November will NOT get overwritten. It will remain reserved.
Week Days (BulkSlotCreate_WeekDays)
Click the Combo Box icon to select the days of the week for which you wish to generate Hourly Slots.
DeleteSkip Dates (BulkSlotCreate_SkipDateList)
Expand the Drop-down list to select any desired Skip Dates. Skip Date are dates within your Date Range for which you know you will not be offering Hourly Care. For Example: If you are generating Hourly Slots for November and you know your Centers will be closed on Thanksgiving, then you would enter that date as a Skip Date.
DeleteSlot Hours (BulkSlotCreate_Hours)
Enter values in the Slot Hours and Slot Minutes fields as needed. To generate 30-minute slots, enter 30" in the Slot Minutes field and leave the Slot Hours field at its default of "0." As a general rule Hourly Slots should be created in 30-minute increments. Your garrison's/installation's policy may differ.
DeleteSlot Minutes (BulkSlotCreate_Minutes)
Enter values in the Slot Hours and Slot Minutes fields as needed. To generate 30-minute slots, enter 30" in the Slot Minutes field and leave the Slot Hours field at its default of "0." As a general rule Hourly Slots should be created in 30-minute increments. Your garrison's/installation's policy may differ.
DeleteMax Count (BulkSlotCreate_MaxCount)
Enter the total number of slots available in this room for the time slots being created. The value in this field is the total number of children for whom you can provide care at a given time in this room based on your staffing.
Delete