============================================================================= Run Date: OCT 08, 2004 Designation: ABSV*4*41 Package : ABSV - VOLUNTARY TIMEKEEPING Priority: Mandatory Version : 4 SEQ #40 Status: Released Compliance Date: NOV 08, 2004 ============================================================================= Subject: VERSION 3.08 CHANGES Category: - Informational Description: ============ This is an informational patch notifying the sites of new and updated functionality contained in the V3.08 release of the Voluntary Service System (VSS) software. An addendum to the Voluntary Service System (VSS) User Manual is available on the ANONYMOUS.SOFTWARE directory at one of the IO Field Offices. ========================= NEW/CHANGED FUNCTIONALITY ========================= Version 3.08 of the Voluntary Service System software contains enhancements for Donations and corrects some NOISs. Version 3.08 includes: 1. New Donation Menu A new menu has been created for Donations. It contains all functionality for Donations with exception to the Donation Site Parameters. The Donation Site Parameters option can be found under the Maintenance Menu. The following is the layout of the Donations Menu: Donations Reports Detail (Daily) Generate Memo Generate Receipt Grand Total of Donations Add/Edit Donation Search 2. Donation Search/Data View A new search option has been created to allow a site to search the database for donations within a specific set of parameters. On the user interface, the user can select the following searchable parameters: Station Donation Date Range, From and To Individual (Example: SMI for smith, upper or lower case lookup) Organization (Example: Ame) Local Branch (Example: 132) Other Groups (Example: Fir) Donation Type: Check, Cash, Item, Activity, All Value (Example: $100.00) General Post Fund (Example: 2213) Check Number (Example: 392) Reference (Example: Menlo) In Memory Of (Example: Ralph) The Station and the Donation Date Range are the only mandatory fields for the search. All other fields are optional and if left blank, or the default of All, then all donations will be returned. The user is also given a list of all data elements stored within the donations package. The user can select which data elements, using a checkbox, to display on the data view. The data view will show the donations returned using the selected search criteria. The search results can be load into an excel spreadsheet using the following steps: a. After displaying the results, from the browser window click on Edit and Select All. b. Next, from the browser window click on Edit and Copy. c. Finally, start Excel with a new workbook open. Click on Edit and Paste. The result set can now be used within excel. Sites can save the excel spreadsheet on their local hard drive. 3. Donation Site Parameters The Site Parameters option under the Maintenance Menu has been modified to allow sites to select specific donation site parameters. Included in the site parameters are: GPF Accounts: Alphanumeric up to 25 characters. This is site-specific General Post Fund account that the user can select when inputting a donation. A site can have multiple General Post Fund accounts. A GPF account can only be deleted if no donation values are applied to it. A site can use the Donation Search/Data View to locate specific GPF accounts linked to individual donations. Voluntary Service Signature Line: Type the name of the person signing donation letters. This name will appear at the bottom of the letter. Letters will be included in a future version. Director's Signature Line: Type the name of the Director signing donation letters. If the parameter below, Set Value Amount for Director's Signature, is entered, use the Director's Signature Line instead of the Voluntary Service Signature Line on the donation letter. Letters will be included in a future version. Set Value Amount for Director's Signature: If this value is entered and the donation amount exceeds this value, use the Director's Signature Line on the donation letter instead of the Voluntary Signature Line. Letters will be included in a future version. VA Letter Head: Yes or No selection. If set to Yes, the VA Letter Head with the name of the facility and address will print at the top of the donation letters (see functionality below for the ability to add/edit the station's address). If set to No, the VA Letter Head will not print at the top of the donation letters. Letters will be included in a future version. Reference: Alphanumeric up to 50 characters. This is site specific Reference that the user can select when inputting a donation. An example is Palo Alto where they would like to search donations by clinic. Using this field, they can enter their clinics and link the donation to a specific clinic. A site can have multiple References. A Reference can only be deleted if no donations are assigned to it. A site can use the Donation Search/Data View to locate specific References linked to individual donations. 4. Grand Total of Donations Report A new report has been added named Grand Total of Donations Report under the Detail (Daily) Menu. The inputs for the report are: Station, Date Range From and To (both are month, day, and year), selectable Donor Type: Organization, Individual, Other Groups, Individual & Organization, Individual & Other Groups, and All), Summary or Detailed Report (the Summary report will just show Subtotals and Grand Totals), Reference all or selected, and the Print Format. If the Donor Type is Organization, the user can select the Organizations to print on the report. The Reference is selected from the site parameters for the selected station. If the Donor Type is Individual & Organization, the report is sorted by the Organization followed by the Individual. If the Donor Type is Individual and Other Groups, the report is sorted by the Other Groups followed by the Individual. Subtotals by Organization are included. If the Donor Type is Organization, the report is sorted by Organization and then by date. 5. Add/Edit Donation Changes The Add/Edit Donation option has been changed for this version. The following is a list of the major changes: a. General Post Fund Breakout Sites now have the functionality to apply a single donation value to multiple unlimited GPF accounts. Sites can also select the generic GPF account named None. A site can edit a donation and change the GPF account once it has been posted. To remove a GPF account from a donation, a site should select the GPF account of None. b. Five CC Fields Added Sites can enter five CC fields for a donation. The CC fields will be used with letters in a future version. c. Family Contact Field Added A family contact field has been added to the donation. The family contact field will be used with letters in a future version. d. Check Number Field Required The check number field is now required for a donation type of check. e. Individual/Organization Type on Add/Edit Donation Problem If you select the donor type of Individual and enter a name and then change the type to Organization, it printed the individual's name (as an Individual versus Organization) on the Donation Memo. To fix this, change the default donor type to none and force the user to select the type. Once the type is selected, allow the user to enter the rest of the donation fields based on type. This is reported in NOIS PAL-0604-60145. f. Required Fields on Add/Edit Donation Problem The following fields are required prior to entering a donation, but they do not have an asterisk next to them indication they are required: organization, individual and organization, affiliate, and individual and affiliate. This is reported in NOIS BAY-0604-30148. g. Change Order of Fields The display order of the fields and location on the screen have been changed in the user interface when entering or editing a donation. h. Turn off Check Number If the Donation Type does not equal Check, turn off the Check Number and Check Date fields. i. Eliminate in Memory Of For Individual and Activity Donations, Eliminate In Memory Of. j. Change Donor Types Change the Donor Type from Individual & Affiliate to Other Groups & Individual. Change the Donor Type Individual & Organization to Organization & Individual. Change the Donor Type from Affiliate to Other Groups. k. Change Description Field to Remarks Change the word Description to Remarks. l. Show Id Number of Donation Posted After posting a donation, show the user the Id number of the donation posted. The Id number can be used by voluntary staff to track and follow up on the printing of letters. 6. Generate Donations Receipt Problem This version fixes the error that occurs when printing a donation receipt or memo. The error reads: Value either too large or too small for an INT 16. This is reported in NOIS UNY-0604-10282. 7. Add/Edit Station Address This version provides the functionality to allow the VSS manager at the station to add or edit the address of a station. It does not allow the VSS manager to change the name of the station. Central Office manages the name of the stations. Functionality was added in version 3.07 to allow Central Office to add/edit the station name. The ability to change the address at the station will be allowed for any person that has access to the Station Edit option under the Maintenance Menu (in most cases the VSS manager). 8. Remove Age on VS28 Report and Fix Visit Count The age is removed from the VS28 report and is replaced with A for Adult or Y for Youth. This version also fixes the problem with the visit count as reported in NOIS MIW-0704-41629. 9. Hours and Years Award Problem Sites can no longer manually post hours and years awards. This is reported in NOIS MWV-0504-21125. 10. Volunteers on Meal List Twice Problem A volunteer will no longer appear on the meal list two times. This is reported in NOIS MAD-0304-41312. 11. Remove Volunteer from Meal List If a volunteer does not want lunch and they are removed from the maintenance screen, their name still appears on the Dietetics Meal List. This is reported in TOG-1203-11691. 12. Daily Volunteer List Not Alphabetical The Daily Volunteer List does not always print alphabetically. This is reported in NOIS DET-0604-41261. 13. Voluntary Service Directory Display Problem Under the Voluntary Service Directory, the Chief and VISN Liaison fields always display No regardless of what is set in the database. This is reported in NOIS TOG-0604-11701. 14. Orphan Hours There are currently hours in the hours table linked to station where the volunteer does not have a Volunteer Station Profile set up for the station. Most of the entries are from migration. This problem causes some of the counts to be off (hours are correct). There are currently over 300 volunteers that have this problem. The solution to clean these up is by creating a Volunteer Station Profile for the hours and then terminating the volunteer. 15. Remove Merge from VSS Menu This version will remove the option for the Merge functionality. Sites that have a need to merge volunteers should submit a NOIS. 16. Annual Report Optimized The Annual Report has been rewritten in an attempt to increase the speed. This is a known problem that several large sites have trouble with timeouts when they attempt to print the Annual Report (for example: Bay Pines). 17. Address Labels Problem Selecting Volunteers This version fixes the problem that occurs when selecting 30-40 volunteers to print addresses. An error will occur as identified in NOIS CHY-0903-52043. ======================== RETRIEVAL OF USER MANUAL ======================== The preferred method is to FTP the file from DOWNLOAD.VISTA.MED.VA.GOV, which will transmit the file from the first available server. Alternatively, site may elect to retrieve the file from a specific OI Field Office. The documentation can be read via the Adobe Acrobat Reader browser program. The .PDF file is a binary file and must be transferred using binary file transfer tools. IO FIELD OFFICE FTP Address DIRECTORY --------------- ----------------- ----------------- Hines FTP.FO-HINES.MED.VA.GOV [ANONYMOUS.SOFTWARE] Albany FTP.FO-ALBANY.MED.VA.GOV [ANONYMOUS.SOFTWARE] Salt Lake FTP.FO-SLC.MED.VA.GOV [ANONYMOUS.SOFTWARE] File Description ------------------------------- ------------------------------ VSS_USER_MANUAL.PDF User Manual Additional information and copies of this document is also available from the Vista Documentation Library website. It is under the Financial-Administration under Voluntary Service System. The address is http://www.va.gov/vdl. Routine Information: ==================== ============================================================================= User Information: Entered By : JONES,RICK Date Entered : SEP 22, 2004 Completed By: SIRCO,LUCIA Date Completed: OCT 07, 2004 Released By : WILSON,FAY E Date Released : OCT 08, 2004 ============================================================================= Packman Mail Message: ===================== No routines included