Table of Contents
Document Summary
This document covers how to archive, report, recover, and make payments on archived enrollment records. Archiving is available for Activity Section and League enrollments.
Archiving enables you to transfer specified activity or league enrollees into history while keeping the activity/section for the new year. This is important for organizations that want both to retain historical enrollment data for reporting/statistical/administrative purposes and reuse their activities/sections for future enrollments into the same programs.
Archiving should be run just prior to the upcoming registration period for the program(s) in question. For example, Youth Swimming Summer Session runs for eight (8) weeks in June and July every year, meeting every Tuesday and Thursday from 2:30-4:00 pm. You offer six (6) sections every year. In May, just prior to the registration period for Summer 20xx, you would run this program to archive "last summer's" sections. As a result of running the archive six (6) new sections would be created on the fly.
In the event you archive more records than expected, you can recover those records from history using the process described in this document.
Run standard reports (i.e., Activity Enrollment Reports, League Registration Reports, and League Setup Reports) and view your historical records when the Include Archived Sections/Leagues field is enabled.
Make payments on archived enrollment records through the Global Sales program's Payment History tab. Ensure your DataGrid filter is displaying archived records, as it might not be with Vermont Systems defaults.
Setup Steps
This document will walk you through the basic steps required to archive, report on, and recover Activities and Leagues through RecTrac. If you have additional questions about archiving after reading this document, please contact Vermont Systems Customer Service by phone at 877-883-8757 or generate a Support Case through the Customer portal of the Vermont Systems website using your Customer ID and password.
Before You Proceed
This document is written with the following assumptions. If any of the items listed is NOT true, contact Vermont Systems Support prior to continuing.
- Your organization is running RecTrac 3.1.04.00 or greater.
- The User ID you used to sign into RecTrac has the requisite permissions and ability to access all functions pertaining to archiving, to include but not limited to: Activity Management, Section Archive, and Activity Enrollment Reports. For Leagues, permissions are necessary for League Maintenance, League Archive, and League Registration Reports and League Setup Reports.
- You understand RecTrac DataGrids and how to maneuver through them.
Archiving
This document will guide you through the basic steps required to archive, reporting on, and recover archived enrollment records. Archiving is available for activity section and for league enrollments.
Archiving Sections
The Section Archive program allows you to move current activity section information from an 'active' status to an 'archived' status, thus allowing you to retain historical data on your enrollments for reporting/statistical/administrative purposes while creating new, identical sections within RecTrac for future use. The information stored in the archive file will be maintained for as long as there is disk storage space or until it is purged from the system. Vermont Systems recommends keeping archive files for a minimum of three (3) calendar years.
Balances due, if any, for activities you archive remain linked and can be addressed through Global Sales • Purchase History.
Generally speaking, this program should be used for sections with a fixed beginning and ending dates, and it should be run just prior to the upcoming registration period for the program(s) in question. For example, Youth Swimming Summer Session runs for eight (8) weeks in June and July every year, meeting every Tuesday and Thursday from 2:30-4:00 pm. You offer six (6) sections every year. In May, just prior to the registration period for Summer 20xx, you would run this program to archive "last summer's" sections. As a result of running the archive six (6) new sections would be created on the fly. You would then use the Bulk Section Update program to update registration dates, start/end dates, fees, etc. for "this year's" offering.
The Section Archive program can be run for a single section or a range of sections. It can also be run by Category, by Type, by Season and by Year or any combination of the above.
The Archived Activity Section Management program also allows you to recover a section from archive and restore it to "current" status, if needed.
- In RecTrac, go to the Section Archive program.
- Enter a Begin and End Section range.
OR
Enter a Section Wildcard, if desired. - Recommended: Enter a Season and Year in their respective fields. When a Season and Year are entered, only those sections within your range that have a matching Season and Year will be archived. Should you leave these fields blank, you run the risk of archiving more sections than desired.
- Optional:Enter Section Categories and/or Types, if desired. The Section Archive program can be run for a single section or a range of sections. It can also be run by Category, by Type, by Season and by Year or any combination of the above.
- Select whether you wish to have new sections created as a by-product of the Archiving process.
- Create New Sections - Creates an identical section and inserts next year's date automatically. This is good option when archiving "this year's" activities and getting ready for "next year's" offering of the same program.
- Create New Section/Keep Enrollments Based on Cutoff Date - Creates an identical section and inserts next year's date automatically. It also keeps roster entries based on an Enrollment Cutoff Date. Rosters with an enrollment date PRIOR to the Cutoff Date are archived. Rosters with an enrollment date AFTER the Cutoff Date are included in the new, identical section. This is a good option when archiving "last year's" activities after enrollment has begun for "this year," as it keeps "this year's" rosters.
- Do NOT Create New Sections - Runs the archive process but does NOT create new sections for next year. This is a good option when archiving activities you will not be offering again next year.
-
Use the Section Date and Year Date options on this screen to update Begin/End Dates and Years when making new sections.
These fields are applicable only if you are opting to create new sections as a byproduct of the archive process.
Select your New Section Date Option
THEN
Enter a Date Option Value, if needed.- None - Select this option to keep the Begin/End Section Dates the same for your new sections. The system will increment the year automatically to the next available. For example, your Section Begin Date is 01 May. The End Date is 30 June. Upon running the archive, the new section will use 01 May as the Start Date and 30 June as the End Date.
- Add Days Select this option to increase the Begin/End Section Dates for the new sections by a number of days equal to the number you enter in the Date Option Value field. The system will add the number of days to the Begin/End Section Dates and increment the year automatically to the next available. For example, your section Begin Date is 01 May. The End Date is 30 June. You select "Add Days" and enter "1" in the Date Option Value field. Upon running the archive, the new section will use 02 May as the Start Date and 01 July as the End Date.
- Add Months Select this option to increase the Begin/End Section Dates for the new sections by a number of months equal to the number you enter in the Date Option Value field. The system will add the number of months to the Begin/End Section Dates and increment the year automatically to the next available. For example, your Section Begin Date is 01 May. The End Date is 30 June. You select "Add months" and enter "2" in the Date Option Value field. Upon running the archive, the new section will use 01 July as the Start Date and 30 August as the End Date.
- Add Years Select this option to increase the Begin/End Section Dates for the new sections by a number of years equal to the number you enter in the Date Option Value field. The system will add the number of years to the Begin/End Section Dates. For example, your Section Begin Date is 01 May 20xa. The End Date is 30 June 20xa. You select "Add Years" and enter "3" in the Date Option Value field. Upon running the archive, the new section will use 01 May as the Start Date and 30 June as the End Date, and the year will be incremented by three (3), from 20xa to 20xd.
- Select your New Section Year Option.
- Add One Year from Archived Section - The system will create new sections for the year after whatever value is shown in the Year field on the sections being archived. For example, the value in the Year field on sections being archived is "202x." When the new sections are created, the system will assign them a year of "202y."
- Manual Year - Select this option and then select a Manual Year Value. When creating new sections, the system will assign them the year you selected.
- Determine from New Section Begin Date - This option is designed for use with the New Section Date option. When creating new sections, the system will assign them a year based on the Begin Section Date as a result of your New Section Date calculations. For example, your New Section Date option is "Months" and you enter "2." The sections being archived began on 15 October 202x and ended on 15 November 202x. When you run the archive, the new sections will begin on 15 December 202x and end on 15 January 202y. The system will assign 202x as the year.
- Determine from New Section End Date - This option is designed for use with the New Section Date option. When creating new sections, the system will assign them a year based on the End Section Date as a result of your New Section Date calculations. For example, your New Section Date option is "Months" and you enter "2." The sections being archived began on 15 October 202x and ended on 15 November 202x. When you run the archive, the new sections will begin on 15 December 202x and end on 15 January 202y. The system will assign 202y as the year.
- Click Process to run the Section Archive program. Review your selection for accuracy and determine your print option for the by-product report. Click Continue to complete the process or click Cancel to return to the program and change information if needed.
- Repeat these steps to archive other Sections as needed, or Exit back to the main menu.
Recovering Archived Sections
The Archived Activity Section Management screen enables you to recover a section that has been archived.
Notes:
- This program allows you to recover rosters for one (1) Section within one (1) Activity at a time only. Currently there is no "Bulk Roster Recovery" option in RecTrac 3.1.
- This program recovers all rosters (i.e. all enrollees) from the selected Section. At this time RecTrac 3.1 does not offer an option for single roster entry recovery only (i.e. if the Section you wish to recover had 10 enrollees, but you only need one (1), then all 10 roster records will be recovered. You cannot pick and choose which of the 10 roster records you wish to restore.)
- Navigate to RecTrac, Activity Management.
- Highlight the activity within the DataGrid and then click Change. The Activity Update screen opens.
- Click the Archived Sections button. The Archived Activity Section Management screen opens.
- Highlight the section in question and click the Recover Section button. Depending on whether you have current Sections with the same code, anddepending on whether those current sections have enrollments, the options you have will vary.
-
Archived Section being Recovered has Current Matching Sections with Valid Enrollments
- Rename Section To: <Section Code>-<x> - Use this option to leave the Current Section and have the recovered section given a "-<x>" delimiter to signify it is a recovered section. For Example: 370101:01-1, where "3701017:01" is the Activity Code:Section Code and "-1" is the appended delimiter that signifies a recovered section. If you have more than one recovered section of the same Code, the appended delimiter will increment accordingly.
- Leave Both Sections (Not Recommended) - Use this option to recover the section without renaming it. In this event, when you complete the recovery, you will have two (2) active sections using the exact same code. For obvious reasons, this is not recommended.
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Archived Section being Recovered has Current Matching Sections without Valid Enrollments
- Delete (There are no Current Enrollments - Choose this option to delete the Current Section and replace it with the one you are recovering.
- Do Not Delete - Rename Section To: <Section Code>-<x> - Use this option to leave the Current Section and have the recovered section given a "-<x>" delimiter to signify it is a recovered section. For Example: 370101:01-1, where "3701017:01" is the Activity Code:Section Code and "-1" is the appended delimiter that signifies a recovered section. If you have more than one recovered section of the same Code, the appended delimiter will increment accordingly.
-
Archived Section being Recovered has No Current Matching Sections
- The system simply recovers the archived Section to 'Active' status.
-
Archived Section being Recovered has Current Matching Sections with Valid Enrollments
- Choose the option that is best and click Continue to complete the process.
- Repeat these steps to recover other sections, as needed, or click Back to return to the previous menu.
Archiving Leagues
The League Archive program allows you to move current league information from an 'active' status to an 'archived' status, thus allowing you to retain historical data on your enrollments for reporting/statistical/administrative purposes while creating new, identical leagues within RecTrac for future use. The information stored in the archive file will be maintained for as long as there is disk storage space or until it is purged from the system. Vermont Systems recommends keeping archive files for a minimum of three (3) calendar years.
Generally speaking this program should be used for leagues with fixed beginning and ending dates, and it should be run just prior to the upcoming registration period for the league(s) in question. For Example: Men's Twilight Softball runs for eight (8) weeks in June and July every year, meeting every Tuesday and Thursday from 7:30-9:00pm. You offer the league every year. In May, just prior to the registration period for Summer 20xx, you would run this program to archive "last summer's" leagues. As a result of running the archive a new Men's Twilight Softball League will be created on the fly. You would then use the Bulk League Update program to update registration dates, start/end dates, fees, etc.… for "this year's" offering.
The League Archive program can be run for a single league or a range of leagues. It can also be run by Category, by Type, by Season and by Year or any combination of the above.
- In RecTrac, go to League Archive.
- Enter a Begin and End League range.
OR
Enter a League Wildcard, if desired. - Recommended: Enter a Season and Year in their respective fields. When a Season and Year are entered, only those leagues within your range that have a matching Season and Year will be archived. Should you leave these fields blank, you run the risk of archiving more leagues than desired.
- Optional:Enter League Categories and/or Types, if desired. The League Archive program can be run for a single league or a range of leagues. It can also be run by Category, by Type, by Season and by Year or any combination of the above.
- Select whether you wish to have new leagues created as a by-product of the Archiving process.
- Create New Leagues - Creates an identical league and inserts next year's date automatically. This is good option when archiving "this year's" leagues and getting ready for "next year's" offering of the same program.
- Create New League/Keep Enrollments Based on Cutoff Date - Creates an identical league and inserts next year's date automatically. It also keeps roster entries based on an Enrollment Cutoff Date. Rosters with an enrollment date PRIOR to the Cutoff Date are archived. Rosters with an enrollment date AFTER the Cutoff Date are included in the new, identical league. This is a good option when archiving "last year's" leagues after enrollment has begun for "this year," as it keeps "this year's" rosters.
- Do NOT Create New Leagues - Runs the archive process but does NOT create new leagues for next year. This is a good option when archiving leagues you will not be offering again next year.
-
When you roll leagues to a new year, consider how you plan to advance the dates associated with leagues (i.e., starting and ending dates, and dates associated with fees and rules). You have a few options: Use the League Bulk Change program, or you can use the League Date Options on this screen.
This field is applicable only if you are opting to create new leagues as a byproduct of the archive process.
Expand the Drop-down list to select your New League Date Option
THEN
Enter a Date Option Value, if needed.- None - Select this option to keep the Begin/End League Dates the same for your new leagues. The system will increment the year automatically to the next available. For Example: Your League Begin Date is 01 May. The End Date is 30 June. Upon running the archive, the new league will use 01 May as the Start Date and 30 June as the End Date.
- Days Select this option to increase the Begin/End League Dates for the new leagues by a number of days equal to the number you enter in the Date Option Value field. The system will add the number of days to the Begin/End League Dates and increment the year automatically to the next available. For Example: Your League Begin Date is 01 May. The End Date is 30 June. You select "Add Days" and enter "1" in the Date Option Value field. Upon running the archive, the new league will use 02 May as the Start Date and 01 July as the End Date.
- Months Select this option to increase the Begin/End League Dates for the new leagues by a number of months equal to the number you enter in the Date Option Value field. The system will add the number of months to the Begin/End League Dates and increment the year automatically to the next available. For Example: Your League Begin Date is 01 May. The End Date is 30 June. You select "Add months" and enter "2" in the Date Option Value field. Upon running the archive, the new league will use 01 July as the Start Date and 30 August as the End Date.
- Years Select this option to increase the Begin/End League Dates for the new leagues by a number of years equal to the number you enter in the Date Option Value field. The system will add the number of years to the Begin/End League Dates. For Example: Your League Begin Date is 01 May 20xa. The End Date is 30 June 20xa. You select "Add Years" and enter "3" in the Date Option Value field. Upon running the archive, the new league will use 01 May as the Start Date and 30 June as the End Date, and the year will be incremented by three (3), from 20xa to 20xd.
- Click Process to run the League Archive program. Review your selection for accuracy and determine your print option for the by-product report. Click Continue to complete the process or click Cancel to return to the program and change information if needed.
- Repeat these steps to archive other leagues as needed, or Exit back to the main menu.
Recovering Archived Leagues
The League Management screen enables you to recover a league that has been archived.
- In RecTrac, go to League Management.
- Ensure the DataGrid is filtered to display archived leagues by doing the following:
- Scroll to the right in your DataGrid until the Archived column displays.
- Click the Archived column header to open the Combo box. Make sure Checked is included in your filter. If not, select it now.
- Highlight the desired league within the DataGrid.
- Click the Recover League button.
- Depending on whether you have a current league with the same code, anddepending on whether that current league has teams associated with it, the options you have will vary.
- Rename League To: <League Code>-<x> - Use this option to leave the current league and have the recovered league given a "-<x>" delimiter to signify it is a recovered section. For Example: Softball Coed A-1, where "Softball Coed A" is the League Code and "-1" is the appended delimiter that signifies a recovered league. If you have more than one recovered league of the same Code, the appended delimiter will increment accordingly.
- Leave Both Leagues (Not Recommended) - Use this option to recover the league without renaming it. In this event, when you complete the recovery, you will have two (2) active leagues using the exact same code. For obvious reasons, this is not recommended.
- Choose the option that is best and click Continue to complete the process.
- Repeat these steps to recover other leagues, as needed, or click Back to return to the previous menu.
Daily Processes
Making Payments for Archived Activities/Leagues
In this section, you make a payment toward a balance for an archived activity/league through the Global Sales program. Through the Purchase History tab, you locate and then process payments for any archived activities/league fees the household might owe. By default, archived records are NOT shown within this DataGrid. Simply, update your DataGrid filter to display archived records. Afterward, you process the payment by adding it to the Cart and completing your normal sales process.
- In RecTrac, go to Global Sales.
- Lookup the desired household.
- Click the Purchase History tab.
- You MUST update your DatGrid filter to display archived Records.
Click the Picklist icon in the Achived Record? column header.
Enable the Checked value.
- Located the archived record within the household's purchase history. Activity Registrations have an "AR" within the Module column. League records have an "LS" within the Module Column.
- Highlight the record and then click Add to Cart button.
- Continue with your normal sales process to complete the payment.
Reporting on Archived Sections
RecTrac allows you to use any of the Activity Roster and/or Enrollment series of reports for current and/or archived sections. Just set Yes for Enrollment Archived to include your archived sections.
- In RecTrac, go to Activity Roster Reports or Activity Enrollment Reports.
- Select the desired report Output Template. For Example. You can select the VSI-Activity Roster Report. You can select any of the various Statistical Reports, like VSI Enrollments by Month Report.
- To include archived sections, do the following:
- Select Yes (this means "Yes, include Archived Sections in the report output) for Enrollment Archived within the Primary Record Filters group. With this option enabled, the report will include any sections from "last year" that have been archived.
- Select Use Year Range and enter the desired year or range of years. For Example. To include just last year's sections, enter last year for both the Begin and End Year. To include both this and last year's sections, enter last year as the Begin Year, and this year as the End Year.
- Configure the remaining report criteria as desired (i.e., specify a section range, and any other filtering necessary).
- Click Process. You will continue to the Report Options Screen where you can opt to print, preview, or email the resulting report in multiple formats.
Reporting on Archived Leagues
RecTrac allows you to use the League Registration Reports and League Setup Reports for current and/or archived leagues. Just set Yes for Enrollment Archived to include your archived leagues.
- In RecTrac, go to the League reports group. Select the League Registration Reports or the League Setup Reports.
- To include archived leagues, do the following:
- Select Yes (this means "Yes, include Archived Leagues in the report output) for Enrollment Archived within the Primary Record Filters group. With this option enabled, the report will include any leagues from "last year" that have been archived.
- Select Use League Date Range and enter the dates. For Example. To include just last year's league, enter last year's dates for both the Begin and End League Date. To include both this and last year's sections, enter last year's date as the Begin League Date, and this year as the End League Date.
- Configure the remaining report criteria as desired (i.e., specify a league range, and any other filtering necessary).
- Click Process. You will continue to the Report Options Screen where you can opt to print, preview, or email the resulting report in multiple formats.