The CYMS Staff/Provider Purge programs allow you to delete selected Staff and Provider records from your database. This program should be run as part of your standard End-of-Year processes. The program will purge all Staff Members/Providers with a Resignation/Termination Date prior or equal to the date you enter.
The purge process removes all of the Staff Member's/Provider's records from CYMS Management (i.e. background checks, training records, room visits, pets, etc….).
Note: In order to purge Providers, all rosters (current and history), visit records and meal postings must be deleted first. This program will NOT purge Providers to which any rosters (current or archived), visits or meal postings are linked. When purging Providers, all associated Activities (Programs) and Locations will be deleted.
Upon running the purge, the system will print a purge report detailing the Staff Members/Providers whose records were deleted from you database.
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.
To Run the CYMS Staff/Provider Purge program
- Select your Process Option
- Staff - This option purges Staff Member records.
- Provider - This option purges Provider records.
- Select the records you wish to purge from the DataGrid
OR
Enable the 'Range' option and accept the default entries (<blank> to ZZZZZZ (all records)) or enter a range of records. - Accept the default entry in the Status field or overwrite as needed.
- Staff Option only - Determine whether you want to filter by Location Range and make selections as needed.
- If running this process manually, then accept the default entry in the left-hand column of Inactive Date field ('Actual Date') and then enter a date in the right-hand column. The program will purge all Staff Members/Providers with an Inactive Date (Staff) or a Resignation/Termination Date (Provider) prior or equal to the date you enter.
- Click Process when ready and acknowledge the Challenge Message. The process runs on the AppServer. The Notification Center will alert you when the process completes and the byproduct report will print.
- Repeat these steps as needed to run the purge for other Staff Member/Provider records as needed or exit to the main menu.
From the bottom of the screen…
Click Process to run the CYMS Staff/Provider Purge program. The process runs on the AppServer. The Notification Center will alert you when the process completes and the byproduct report will print.
CYMSStaffProviderPurge_Tab1
Staff (CYStaffProvider_RecordCode_StaffDataGrid)
This field is applicable only if your Process Option is 'Staff.'
The Staff DataGrid displays all Staff Codes in your database based on the DataGrid filters being used and your Permissions.
Highlight/select individual Staff Codes as needed from the DataGrid. Multiple selection is allowed.
OR
Select the Use Staff Range option.
THEN
Input the range of Staff Codes you wish to include.
Make selections in the DataGrid or use a Staff Range or Both. Leaving the DataGrid blank and the Use Range option de-selected will result in NO STAFF CODES being selected.
Click here for a full description of RecTrac DataGrids.
DeleteProviders (CYStaffProvider_RecordCode_ProviderDataGrid)
This field is applicable only if your Process Option is 'Provider.'
The Provider DataGrid displays all Provider Codes in your database based on the DataGrid filters being used and your Permissions.
Highlight/select individual Provider Codes as needed from the DataGrid. Multiple selection is allowed.
OR
Select the Use Provider Range option.
THEN
Input the range of Provider Codes you wish to include.
Make selections in the DataGrid or use a Provider Range or Both. Leaving the DataGrid blank and the Use Range option de-selected will result in NO PROVIDER CODES being selected.
Click here for a full description of RecTrac DataGrids.
DeleteStaff/Provider Option (CYMSStaffProviderPurge_ProcessOption)
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Expand the Drop-down list to select your Process Option
- Staff - This option purges Staff Member records.
- Provider - This option purges Provider records.
Use Staff Range (CYMSStaffProviderPurge_UseStaffRange)
This field is applicable only if your Process Option is 'Staff.'
Select this option to limit your selection to a range of Staff Codes.
THEN
Enter the range of Staff Codes.
OR
Leave this option de-selected to skip the Staff Code Range check and make selections from the DataGrid if applicable.
Make selections in the DataGrid or use a Staff Range or Both. Leaving the DataGrid blank and the Use Range option de-selected will result in NO STAFF CODES being selected.
DeleteStatus (CYMSStaffProviderPurge_StaffRecordStatus)
This field is applicable only if your Process Option is 'Staff.'
Accept the default entry ('Inactive') or click the Combo Box to select other status(es) as needed. Multiple selection is allowed. Staff Members with a matching status to your selection(s) will be included in the process.
- Active - The individual is Active and provides care for your garrison.
- Inactive - The individual is Inactive and is not working for your garrison.
Begin Staff (CYMSStaffProviderPurge_StaffBeginCode)
This field is applicable only if you opt to Use Staff Range.
Click the Picklist icon to select the Beginning and Ending Staff Codes for their respective fields. Staff Codes within the range entered will be included in the process.
DeleteEnd Staff (CYMSStaffProviderPurge_StaffEndCode)
This field is applicable only if you opt to Use Staff Range.
Click the Picklist icon to select the Beginning and Ending Staff Codes for their respective fields. Staff Codes within the range entered will be included in the process.
DeleteUse Location Range (CYMSStaffProviderPurge_UseLocationRange)
This field is applicable only if your Process Option is 'Staff.'
Select this option to limit your selection to a range of Locations
THEN
Enter the range of Location Codes.
OR
Leave this option de-selected to skip the Location Code Range check.
Begin Location (CYMSStaffProviderPurge_LocationBeginCode)
This field is applicable only if you opt to Use Location Range.
Click the Picklist icon to select the Beginning and Ending Location Codes for their respective fields. Staff Members linked to Location Codes within the range entered will be included in the process.
DeleteEnd Location (CYMSStaffProviderPurge_LocationEndCode)
This field is applicable only if you opt to Use Location Range.
Click the Picklist icon to select the Beginning and Ending Location Codes for their respective fields. Staff Members linked to Location Codes within the range entered will be included in the process.
DeleteUse Provider Range (CYMSStaffProviderPurge_UseProviderRange)
This field is applicable only if your Process Option is 'Provider.'
Select this option to limit your selection to a range of Provider Codes.
THEN
Enter the range of Provider Codes.
OR
Leave this option de-selected to skip the Provider Code Range check and make selections from the DataGrid if applicable.
Make selections in the DataGrid or use a Provider Range or Both. Leaving the DataGrid blank and the Use Range option de-selected will result in NO PROVIDER CODES being selected.
DeleteStatus (CYMSStaffProviderPurge_ProviderRecordStatus)
This field is applicable only if your Process Option is 'Provider.'
Accept the default entry ('Permanently Inactive') or click the Combo Box to select other status(es) as needed. Multiple selection is allowed. Providers with a matching status to your selection(s) will be included in the process.
- Active - The individual is Active and provides care for your garrison.
- In Process - The individual is in the process of receiving certification to provide care for your garrison.
- Permanently Inactive - The individual is Inactive and no longer works for your garrison.
- Temporarily Inactive - The individual is at your garrison but is not currently providing care.
Begin Provider (CYMSStaffProviderPurge_ProviderBeginCode)
This field is applicable only if you opt to Use Provider Range.
Click the Picklist icon to select the Beginning and Ending Provider Codes for their respective fields. Provider Codes within the range entered will be included in the process.
DeleteEnd Provider (CYMSStaffProviderPurge_ProviderEndCode)
This field is applicable only if you opt to Use Provider Range.
Click the Picklist icon to select the Beginning and Ending Provider Codes for their respective fields. Provider Codes within the range entered will be included in the process.
DeleteInactive Date (CYMSStaffProviderPurge_StaffDate)
This field is applicable only if your Process Option is 'Staff.'
Expand the Drop-down list and select your Inactive Date option
THEN
Take appropriate action in the right-hand column to specify the actual date you wish to select. The program will purge all Staff Members with an Inactive Date prior or equal to the date you enter. This is a Mandatory field for the standard VSI Design. Your Design and setup may vary.
If you are running this program manually it is always safe to use Actual Date for this field and your date will be whatever date you select.
Refer to RecTrac Date/Time Select Fields for a listing of selection definitions and examples.
DeleteResignation/Termination Date (CYMSStaffProviderPurge_ProviderDate)
This field is applicable only if your Process Option is 'Provider.'
Expand the Drop-down list and select your Inactive Date option
THEN
Take appropriate action in the right-hand column to specify the actual date you wish to select. The program will purge all Providers with a Resignation/Termination Date prior or equal to the date you enter. This is a Mandatory field for the standard VSI Design. Your Design and setup may vary.
If you are running this program manually it is always safe to use Actual Date for this field and your date will be whatever date you select.
Refer to RecTrac Date/Time Select Fields for a listing of selection definitions and examples.
Delete