The Activity Core Information screen allows you to add a new or update an existing activity. The fields on this screen and the subsequent tabs (Fees, Rules, Questions, etc.) allow you to update information pertinent to your activity.
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 Activity Management DataGrid.
Click Cancel to return to the Activity Management DataGrid without saving your changes.
Click Previous or Next to continue to the next tab on this screen.
Click Sections to continue to the Activity Section Management DataGrid where all sections linked to this Activity will be listed.
Click Archived Sections to continue to the Archived Activity Section Management DataGrid where you may view sections from this activity that have been archived. Archived Section Management also provides the option to Recover Archived Sections.
Note: Access to this button once it is onscreen is controlled via the Permissions profile: Buttons/Misc Permissions tab • ARSectionArchivedMain_ButtonRecover.
Core
Site Code (ARActivity_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 (ARActivity_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 (ARActivity_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.
DeleteActivity Code (ARActivity_ActivityCode)
If you are creating a new activity, enter your activity code in this field. Codes may be alpha and/or numeric. This is a mandatory field for the default Vermont Systems design. Your design may vary.
If you are updating an existing activity you will not visit this field.
Note: The construction of Activity Codes is an important step in the setup of the RecTrac Activity module. Careful planning should go into the naming/numbering convention for your activities and you should remain consistent once you have settled on a scheme. Correct and consistent setup from the beginning will make daily processing and reporting much easier. Whether you choose a numbering scheme or naming convention Vermont Systems highly recommends using the same scheme for all activities. (i.e. if you choose to make your Activity Codes six (6) numbers long with a three-digit section number then all activity numbers in your system should be six (6) numbers long and all sections should contain three (3) digits. You would not want to have six (6) digit number codes for some activities and full word codes for others for example.)
It's a good idea to discuss the naming/numbering convention you wish to use with Vermont Systems prior installation. Remember too that the scheme/convention you choose is not "set in stone." In the event you choose to change your numbering/naming scheme RecTrac has conversion utilities to assist you.
DeleteStatus (ARActivity_RecordStatus)
Select the status of your activity:
- Active
- Inactive
- Default - See below for a description
- Deleted - See below for a description
Default Status
Default" status allows you to create exact-copy records upon clicking the Add button from the File Management DataGrid for this module and selecting one of existing Default Options (provided at least one exists). This creates an exact copy of the "Default" record with exception that the copy's Record Status is Active instead of Default. This allows you to save substantial time when adding new records to your database since all settings on all panels (Core Settings Additional Settings etc.) and tabs (Core Fees* Rules* Questions Comments etc.) will be copied from the default record.
"Default" status records to do not show up in Daily Processing DataGrids. You cannot register for reserve or purchase a "default" record. They exist for the purpose of being copied only. If at any time you change the status of a default record to "Active" or "Inactive it will become a regular record" in your database and thus appear in Daily Processing DataGrids.
Options for adding default records are maintained on the Permissions profile Default Record Permissions Group.
* Separate default records for fees and rules can be created as well in their respective File Management program. Permissions must be set to add a Default Record and once added
DeletePermissions (ARActivity_Permissions)
Select the Permissions code(s) you want to apply to this activity.
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.
Note: Activity permissions can be set at the activity Level or at the individual section Level. This is determined by your setting in the Maintain Section Permissions field on the Static Parameters profile • Activity Settings group. The options in that field are:
- At Activity Level - Permissions are set at the activity level and apply to all sections within the activity. This is the default option.
- At Section Level (Custom Screen Required) - Permissions are set at the activity section level and apply only to the section to which they are linked. This option requires a Custom Activity Section Update Screen.
Long Description (ARActivity_LongDescription)
Enter the Long Description of this activity. DataGrids in RecTrac can be sorted by description, if desired.
DeleteShort Description (ARActivity_ShortDescription)
Enter the Short Description for this activity. The short description appears on reports, receipts, etc.
DataGrids in RecTrac can be sorted by descriptions, if desired.
DeleteReport Tag (ARActivity_ReportTag)
Select the Report Tag you want to use for this activity, if desired.
Report Tags offer a method of categorizing like items within a module for internal reporting purposes in the event you are using Types, SubTypes, and Categories as means for your patrons to perform WebTrac searches and you require different criteria for your reports.
For example, within your department, you have a number of facility types (ball field, pavilion, court, etc.), subtypes (football, softball, soccer), and categories (indoor, outdoor). Patrons search for facilities using these criteria. You also have a number of maintenance districts throughout your city and your facilities are spread across these districts. Reporting by maintenance district is a likely necessity, but the particular categorization ('Maint Dist')is not a useful search tool for patrons looking for a certain facility type. Using 'Maint Dist' as a Report Tag would allow your staff to run reports by maintenance district without compromising WebTrac search capabilities for your patrons.
Report Tags are maintained in System Code Maintenance Code Type = Report Tag.
Note: You can link up to three (3) Report Tags per item. Custom Screen Design is needed. Report Tag 2 and Report Tag 3 must be changed from "Hidden" to "Updateable."
Type (ARActivity_TypeCode)
Select the Type code for this activity, if desired.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
DeleteSubtype (ARActivity_SubType)
Select the SubType code for this activity, if desired.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
DeleteCategory (ARActivity_Category)
Select the Category Code for this activity, if desired.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
DeleteWaiver Code (ARActivity_WaiverCode)
Select the Waiver for this activity, if desired.
The waiver letter that you select can be printed along with the receipt for registrations into this program. Waivers also can be linked to households or individual family members, if desired.
Waiver letters are managed in Letter Group Management. Code Type = Activity Waiver.
See Also: Topic Doc - Linking Household and Family Member Documents
Waitlist Comment (ARActivity_WaitlistCode)
Select the Waitlist Comment Code for this activity, if desired.
If allowing registrations for this activity in WebTrac, and if using the waitlist, you can link a comment code to the enrollment. When a patron enrolls via WebTrac and gets added to the Waitlist, the comment code will print on the WebTrac receipt.
Comment Codes are maintained in Comment Code Management. Code Type=Tickler.
DeleteReport Tag 2 (ARActivity_ReportTag2)
Select the Report Tag 2 you want to use for this activity, if desired.
Report Tags offer a method of categorizing like items within a module for internal reporting purposes in the event you are using Types, SubTypes, and Categories as means for your patrons to perform WebTrac searches and you require different criteria for your reports.
For example, within your department, you have a number of facility types (ball field, pavilion, court, etc.), subtypes (football, softball, soccer), and categories (indoor, outdoor). Patrons search for facilities using these criteria. You also have a number of maintenance districts throughout your city and your facilities are spread across these districts. Reporting by maintenance district is a likely necessity, but the particular categorization ('Maint Dist')is not a useful search tool for patrons looking for a certain facility type. Using 'Maint Dist' as a Report Tag would allow your staff to run reports by maintenance district without compromising WebTrac search capabilities for your patrons.
Report Tags are maintained in System Code Maintenance Code Type = Report Tag.
Note: You can link up to three (3) Report Tags per item. Custom Screen Design is needed. Report Tag 2 and Report Tag 3 must be changed from "Hidden" to "Updateable."
DeleteReport Tag 3 (ARActivity_ReportTag3)
Select the Report Tag 3 you want to use for this activity, if desired.
Report Tags offer a method of categorizing like items within a module for internal reporting purposes in the event you are using Types, SubTypes, and Categories as means for your patrons to perform WebTrac searches and you require different criteria for your reports.
For example, within your department, you have a number of facility types (ball field, pavilion, court, etc.), subtypes (football, softball, soccer), and categories (indoor, outdoor). Patrons search for facilities using these criteria. You also have a number of maintenance districts throughout your city and your facilities are spread across these districts. Reporting by maintenance district is a likely necessity, but the particular categorization ('Maint Dist')is not a useful search tool for patrons looking for a certain facility type. Using 'Maint Dist' as a Report Tag would allow your staff to run reports by maintenance district without compromising WebTrac search capabilities for your patrons.
Report Tags are maintained in System Code Maintenance Code Type = Report Tag.
Note: You can link up to three (3) Report Tags per item. Custom Screen Design is needed. Report Tag 2 and Report Tag 3 must be changed from "Hidden" to "Updateable."
DeleteEnrollment Max Count Links (ARActivity_EnrollmentMaxCountLinks)
Max Count links allow you to calculate enrollments between different activities (not separate sections within the same activity) that meet concurrently to ensure you do not exceed a pre-determined total enrollment threshold, which typically is based on your facility's capacity.
Enter any additional programs that overlap with the current program.
For example, the total capacity of your daycare center is 50 children. You have three (3) daycare programs: Fullday Daycare (AR Number 500001), Before School Daycare (AR Number 500002), and After School Daycare (AR Number 500003). At no time can the total enrollment between programs that meet at the same time exceed 50, since that is the total number of children that can be in your center at any one time.
Before School and Fullday run concurrently in the mornings from when you open until the school bus arrives and the school-agers leave. Fullday and After School run concurrently in the afternoon from when the school bus drops off the school-agers until you close.
To ensure your enrollment totals in the Fullday and Before programs and enrollment totals in the Fullday and After programs never exceed 50, you would enter your Before and After school programs (500002 and 500003) in this field when setting up your Fullday program. When setting up your Before School program, you would enter the Fullday program (500001) in this field. When setting up your After school program, you would enter your Fullday program (500001) in this field.
When enrolling a child into any of the three programs, RecTrac will check enrollment totals to ensure that total enrollment in concurrent programs is always under 50. So while you may be under 50 children in your center while school is in session, you will never be over 50 when either the Before or After program is in session.
To utilize this feature, choose an AR Enrollment Max Count Link Option on your Static Parameters profile. The option you choose determines how "Max Enrollment" will be calculated:
- Maximum Count - Max Enrollment will be equal to the largest value in the Maximum Count field (AR Section Maintenance) between the activities listed.
- Minimum Count - Max Enrollment will be equal to the smallest value in the Maximum Count field (AR Section Maintenance) between the activities listed.
Notes: Max Count Links can be used for both daycare classes and "regular" activities. When using this feature with "regular" activities section start dates of the activities must be the same.
Enter activity codes only in this field. Do not enter section codes. Max Count Links are used between different activities (i.e. at least two (2) different activities).
Enrollment Max Count Links cannot be used for sections within the same activity.
See Also: Static Parameters profile
DeleteDefault Instructor GL (ARActivity_InstructorPayGLCode)
If you are paying instructors for this activity, select the offset GL Code for which instructor pay will be processed.
The GL code you select will be used when linking an instructor (or instructors) to any section in this activity. If left blank the system will use the default instructor pay GL code listed on your Static Parameters profile for any instructor(s) linked.
If you do not use Instructor Pay then leave this field blank.
DeleteWellness Credits (ARActivity_WellnessCredits)
Enter the number of Wellness Incentive credits enrollees will receive for completing this activity.
Note: Currently this field is used to determine the number or credits an enrollee will earn toward the Johnson Controls Wellness Incentive program when registering for (and completing) this activity. For additional information see: Johnson Controls Wellness Incentive Setup Steps for more details.
DeleteAccess Ticket RecTrac (ARActivity_TicketAccessGUI)
Select the Access Ticket Template you want to link to this activity, if desired.
See Also: Ticket Access/Templates for a full field description.
DeleteTicket Template RecTrac (ARActivity_TicketTemplateGUI)
Select the Ticket Template you want to link to this activity, if desired. Tickets are maintained in Template Design Studio
See Also: Topic Doc - Template Design Studio.
DeleteAccess Ticket Web (ARActivity_TicketAccessWeb)
Select the Access Ticket Template you want to link to this activity, if desired.
See Also: Ticket Access/Templates for a full field description.
DeleteTicket Template Web (ARActivity_TicketTemplateWeb)
Select the Ticket Template you want to link to this activity, if desired. Tickets are maintained in Template Design Studio
See Also: Topic Doc - Template Design Studio.
DeleteFees
DOD FeeGroup (ARActivity_DODFeeGroup)
This field is designed for use with the Child Youth Management System (CYMS). CYMS is used primarily by the US Military to track its child care program needs though some non-military organizations use it too. Generally speaking if you are not licensed for (or using) the CYMS module then you should leave this field at its default setting. Contact Vermont Systems Support with any questions as to whether you should be using this field.
If yours is not a CYMS database then leave this field at its default setting.
CYMS Database Users: Select the DOD fee group that best matches the Program type for this activity.
- N/A - Not Applicable. This fee group is for those Child Youth Services (CYS) activities to which a 2nd child rate does not apply. Examples include but are not limited to: Provider programs MST/youth programs sports programs etc.
- Full Time - Full-day programs. This fee group is for those CYS activities to which a 2nd child rate applies. Examples include but are not limited to: Full-day child care activities at the Child Development Center (CDC).
- Part Time - Part day programs. This fee group is for those CYS activities to which a 2nd child rate applies. Examples include but are not limited to: Part-day pre-school programs at the CDC before and after school programs at the School Age Center (SAC) etc.
- Camp - Camp programs. This fee group is for those CYS camp activities to which a 2nd child Rate applies. Examples include but are not limited to: summer camp weeks 1-<x> at the CDC and/or SAC winter/Christmas holiday camps at the CDC and/or SAC etc.
- FCC/CDH - Family Child Care/Child Development Home. This fee group is for those CYS activities linked to Providers. There are no actual fees associated to Provider activities in CYMS.
Fees (ARActivityUPDATE_FeeDataGrid)
The Activity Fees DataGrid allows you to see all applicable fees linked to this activity at the activity level of hierarchy or greater. Fees linked to a section in this activity will not display here, but a fee linked to the activity, to an activity type, a sub-type, the category, or to the activity module, itself, will display here.
The Linked To column displays where fees are linked. Only those fees linked at the activity level can be edited here. Fees linked elsewhere appear on the DataGrid, but you cannot edit or remove them. They appear grayed out."
By default the Activity Update Fees DataGrid displays where the fee is linked the Linked Description the Fee Status Amount Order Billing Amount Default Quantity Description Fee Type Transaction Type (linked) Criteria Description (linked) Tax Table (linked) GL Code(linked) Cost Center Total Price Option Fee Required option Use Accrual option (linked) and Fee Group Code. Your set up may vary.See Also: RecTrac Fees for a detailed description of RecTrac fees setup information and examples.
Buttons on the fee grid…
Click Addand make a selection:
- Add Fee - You will continue to the Fee Detail screen where you may add or change a linked fee using basic options.
- Advanced Fee Add - You will continue to the Fee Update screen where you may add or change a linked fee using advanced options.
Note: Fee Default Record Permissions determine whether or not you receive a Default Record Add pop-up message upon clicking Add Fee and Default Fees by Module determine what default records populate the list.
If you receive the pop-up message asking whether you want to add a --New Blank Record-- then you have Permissions to add "regular" fee records and default fee records to your database. Expand the list and make a selection:
- If you have default fees you may opt to use them if desired.
- If you do not have default fees Vermont Systems recommends choosing --New Blank Record-- as it will create a new fee.
If you do not receive the pop-up you do not have Permissions to add default fee records to your database. You will be adding a new fee record only.
In the standard Vermont Systems design Fee Default Record Permissions are maintained on your Permissions profile • Default Record Permissions group. Default fees are maintained in Fee Management.
The default fees that populate the Drop-down list are maintained in your Rules and Fees profile.
Highlight/select a record click Changeand make a selection:
- Change Fee - You will continue to the Fee Detail screen where you may change a linked fee using basic options.
- Advanced Fee Change - You will continue to the Fee Update screen where you may change a linked fee using advanced options.
Click Link Set and make a selection:
- Link Set as Template - You will continue to the Set Maintenance DataGrid where you may select a fee set template to link if desired. When linked as a template any fees in the set can be modified on a case by case basis but changes made to the set in Set Maintenance will not filter down.
- Link Set as Unchangeable - You will continue to the Set Maintenance DataGrid where you may select a fee set to link if desired. When linked as an unchangeable set fees in the set cannot be changed on this screen. However you can make changes to a set in Set Management and those will take effect immediately.
Highlight/select a record and click Delete to remove it from the fees linked to this DataGrid.
Highlight/select an existing record and click Clone to continue to the File Maintenance Clone program where you can clone fees.
Bulk Change is not available from this DataGrid.
Click Export Fees to continue to the File Maintenance Export screen where you can select records in the DataGrid to export. The export creates an XML file which can be viewed/saved from the Document Center.
The Export/Import process provides an easy way to move records between items in your RecTrac database or between separate RecTrac databases if necessary.
Click Import Fees to continue to the File Maintenance Import screen where you can select an XML file containing records you wish to import into this DataGrid.
The Export/Import process provides an easy way to move records between items in your database or between separate RecTrac databases if necessary.
Rules
Rules (ARActivityUpdate_RuleDataGrid)
The Activity Rules DataGrid allows you to see all applicable rules linked to this activity at the activity level of hierarchy or greater. Rules linked to a section in this activity will not display here, but a rule linked to the activity, to an activity type, a sub-type, the category, or to the activity module, itself, will display here.
The Linked To column displays where rules are linked. Only those rules linked at the activity level can be edited here. Rules linked elsewhere appear on the DataGrid, but you cannot edit or remove them. They appear grayed out."
By default the Activity Update Rules DataGrid displays where the rule is linked the Linked Description the Rule Status Amount Order Billing Amount Default Quantity Description Rule Type Transaction Type (linked) Criteria Description (linked) Tax Table (linked) GL Code (linked) Cost Center Total Price Option Rule Required option Use Accrual option (linked) and Rule Group Code. Your set up may vary.
See Also: RecTrac Rules for a detailed description of RecTrac rules setup information and examples.
Buttons on the rule grid…
Click Addand make a selection:
- Add Rule - You will continue to the Rule Detail screen where you may add or change a linked rule using basic options.
- Advanced Rule Add - You will continue to the Rule Update screen where you may add or change a linked rule using advanced options.
Note: Rule Default Record Permissions determine whether or not you receive a Default Record Add pop-up message upon clicking Add Rule and Default Rules by Module determine what default records populate the list.
If you receive the pop-up message asking whether you want to add a --New Blank Record-- then you have Permissions to add "regular" rule records and default rule records to your database. Expand the list and make a selection:
- If you have default rules you may opt to use them if desired.
- If you do not have default rules Vermont Systems recommends choosing --New Blank Record-- as it will create a new rule.
If you do not receive the pop-up you do not have Permissions to add default rule records to your database. You will be adding a new rule record only.
In the standard Vermont Systems design Rule Default Record Permissions are maintained on your Permissions profile • Default Record Permissions group. Default rules are maintained in Rule Management.
The default rules that populate the Drop-down list are maintained in your Rules and Fees profile.
Highlight/select a record click Change and make a selection:
- Change Rule - You will continue to the Rule Detail screen where you may change a linked rule using basic options.
- Advanced Rule Change - You will continue to the Rule Update screen where you may change a linked rule using advanced options.
Click Link Setand make a selection:
- Link Set as Template - You will continue to the Set Maintenance DataGrid where you may select a rule set template to link if desired. When linked as a template any rules in the set can be modified on a case by case basis but changes made to the set in Set Maintenance will not filter down.
- Link Set as Unchangeable - You will continue to the Set Maintenance DataGrid where you may select a rule set to link if desired. When linked as an unchangeable set rules in the set cannot be changed on this screen. However you can make changes to a set in Set Management and those will take effect immediately.
Highlight/select a record and click Delete to remove it from the rules linked to this DataGrid.
Highlight/select an existing record and click Clone to continue to the File Maintenance Clone program where you can clone rules.
Bulk Change is not available from this DataGrid.
Click Export Rules to continue to the File Maintenance Export screen where you can select records in the DataGrid to export. The export creates an XML file which can be viewed/saved from the Document Center.
The Export/Import process provides an easy way to move records between items in your RecTrac database or between separate RecTrac databases if necessary.
Click Import Rules to continue to the File Maintenance Import screen where you can select an XML file containing records you wish to import into this DataGrid.
The Export/Import process provides an easy way to move records between items in your database or between separate RecTrac databases if necessary.
Questions
Questions (ARActivityUpdate_QuestionDataGrid)
The Activity Questions DataGrid allows you to see all applicable questions linked to this activity at the activity level of hierarchy or greater. Questions linked to a section in this activity will not display here, but a question linked to the activity, to an activity type, a subtype, the category, or to the activity module, itself, will display here.
The Linked To column displays where questions are linked. Only those questions linked at the activity level can be edited here. Questions linked elsewhere appear on the DataGrid, but you cannot edit or remove. They appear grayed out."
By default the Activity Update Questions DataGrid displays where the question is linked the Linked Description the Parent Table and ID the Question Text Status Interface Type and Special Question Function if any. Your set up may vary.
See Also: RecTrac Questions for a full description RecTrac Questions set up information and examples.
Buttons on the DataGrid…
Click Link Individual Question to continue to the Question Text Management Screen where you may add or change a linked question.
Click Apply Set as Template to continue to the Set Maintenance - Question Set DataGrid where you may select a question set to link as a template if desired. When linked as a template questions in the set can be modified on a case-by-case basis but changes made to the set in Set Management will not filter down.
Click Link Set to continue to the Set Maintenance - Question Set DataGrid where you may select a question Set to link if desired. When linked as a set questions in the set cannot be changed from this screen but any changes made to questions in the set in Set Management will take effect immediately.
Highlight/select a record and click Change to continue to the Question Text Management Screen where you can make changes.
Highlight/select a record and click Delete to remove it from the questions linked to this DataGrid.
Highlight/select an existing record and click Clone to continue to the File Maintenance Clone program where you can clone questions.
Bulk Change is not available from this DataGrid.
Click Preview to continue to the Preview Questions screen where you may review all questions that are visible on the DataGrid.
DeleteEmail Features
Email Features (ARActivityUpdate_EmailFeaturesDataGrid)
The Email Features DataGrid allows you to see all applicable email notification criteria linked to this item. Email features/criteria dictate when an email will be sent (upon a purchase, upon a cancellation/return, etc.) and to whom it will go.
By default, the Email Features DataGrid displays the Transaction Type that will result in an email being sent, the Status, (linked) Feature Type, (linked) Feature List, whether to CC a Coordinator option (as applicable), Free Form Contacts, Staff Contacts, Override Text, and Features. Your set up may vary
Buttons on the DataGrid…
Click Add to continue to the Email Features Update Screen where you may add or change a linked email feature.
Highlight/select a record and click Change to continue to the Email Features Update Screen where you can make changes.
Highlight/select a record and click Delete to remove it from the item.
DeleteCYMS
CYMS Age Groups (ARActivity_CYSAgeGroups)
Select the appropriate Age Group(s) for this program. Multiple selection is allowed. Age group is a key component of the Transition Matrix.
Age groups are maintained in Miscellaneous Code Detail Management. Type = Age Group.
DeleteCYMS Program Type (ARActivity_CYSActivityType)
Select your Program Type. For example, FULLDAY, BEF-SCHOOL, CAMP, etc. This entry is used to determine applicable CYMS rates during the enrollment process.
Program types are maintained in CYMS Miscellaneous Code Management. Type = Program Type.
DeleteCYMS Billing Frequency (ARActivity_BillingFrequency)
Select the option that equates to how you will bill this program.
DeleteCYMS Camp Activity? (ARActivity_CampActivity)
Select this option to have the system treat this program as a CYMS camp activity. When this option is selected, the class conflict logic is skipped during enrollments, installment bills are not recalculated, and the system selects the Full" or "Discount" rate automatically for a child's bill.
Deselect this option if this is program is not a camp.
Note: This option should be selected only if the program you are creating/updating is a camp activity. Generally speaking camps are fullday daycare programs offered to school-aged children when school is not in session. They are run on a week-to-week basis (i.e. Summer Camp Week I Summer Camp Week II etc.) with each week being its own section.
DeleteCYMS Activity (ARActivity_CYSRateCalculations)
Select this option to have the system apply CYMS rate logic to this program. CYMS rate logic is used to determine the rate a household will be charged for a child's enrollment into this program based on the household's Income Category and other factors, such as second child discounts" and etc.
This option should be enabled for all CDC-based fullday and part-day programs for SAC-based before school and after school programs and for all camp programs.
This option should NOT be enabled for Provider programs or for SKIES sports instructional or other care/extracurricular programs offered through your centers.
DeleteLink To A Provider? (ARActivity_ProviderActivity)
Select this option if this is a Provider program. Providers are those individuals who offer child care at their home. Selecting this option allows you to view the list of Providers when linking a Provider to this program. Linking a Provider to this program, in turn, allows you to track which children are enrolled into the Provider's day care as well as the days and times the children are scheduled to be in the Provider's care.
Deselect this option is if this is not a Provider program.
DeleteInclude Registrations In This Class On Annual Report? (ARActivity_CYSAnnualReport)
Select this option to ensure enrollments into this program are counted on the CYS Annual Report.
Note: Generally speaking you will always enable this option regardless of the program type you are creating/updating. Exceptions to this rule should be considered on a case-by-case basis. Examples where you would leave this option deselected might include a sports program open to entire families (i.e. a program that allows parents and their children to enroll) or a "staff program" that allows you to track staff swiping into and out of your center. Since you do not want adults included on your Annual Report you would leave this option deselected.
DeleteInclude In Multi Child/Class Fee Calculations? (ARActivity_CYSMultiChildClassFeeCalc)
Select this option to have the system automatically calculate fee discounts for households that have multiple children enrolled in your programs (or for those households who have a single child enrolled in multiple programs).
This option should be enabled for all CDC-based fullday and part-day programs and for SAC-based before school and after school programs.
This option should NOT be enabled for camps, youth programs, or Provider programs.
DeletePrompt for Enrollment Date (ARActivity_EnrollDatePrompt)
Select this option to have the system prompt you to enter a starting date when enrolling into any section of this activity.
When this option is selected the system will present an Enrollment Date prompt upon adding a section from this activity into the shopping cart. Enter the date on which the family member will start attending this program and click Continue to complete the enrollment.
This option is designed to be used with on-going programs that are installment billed. When used in conjunction with installment billing fees with a Purchase Prorate Option of Until Next Bill the system will prorate the remaining billing days left in the billing cycle and charge that amount at registration. The system will then create bills starting with the next billing cycle.
For example you bill semi-monthly on the 1st and 15th. Your installment billing fees are set to prorate Until Next Bill. Raymond Spruance signs his child up for an activity and selects 06 June as the Enrollment Date. Fees calculate to $100.00 per billing cycle. Upon selecting 06 June as the Enrollment Date the system will prorate initial fees for the days 06-14 June and set up semi-monthly installment bills for $100.00 starting with the 15 June billing cycle.
Note: Generally speaking the Prompt for Enrollment Date option will be used in a CYMS environment only.
DeleteProgram Coordinators
Program Coordinators (ARActivityUpdate_ProgramCoordDataGrid)
The Activity Program Coordinators DataGrid allows you to see all coordinators linked to this activity.
Generally speaking RecTrac sees coordinators as administrative type personnel who should be informed/need to be informed when roster changes are made to the sections of the activity/activities to which they are linked.
The same individual(s) can be linked as a coordinator and as an instructor to a section within the activity or they can be separate people.Coordinator records are maintained in Staff Maintenance.
Note: You can run the Activity Roster the Activity Proof Report and the Activity Calendar reports using a filter for the "coordinator." Additional coordinator reports are listed in Reports • Activity • Program Coordinator reports.
By default the Activity Program Coordinators DataGrid displays the Parent Table Status and Activity LinkID for the Coordinator. Your set up may vary
Buttons on the DataGrid...
Click Add to continue to the Staff Link Update Screen where you may add or change a linked coordinator.
Highlight/select a record and click Change to continue to the Staff Link Update Screen where you can make changes.
Highlight/select a record and click Delete to remove the coordinator from this activity.