============================================================================= Run Date: JUL 18, 2005 Designation: ABSV*4*43 Package : ABSV - VOLUNTARY TIMEKEEPING Priority: Mandatory Version : 4 SEQ #42 Status: Released Compliance Date: AUG 18, 2005 ============================================================================= Subject: VERSION 3.09 CHANGES Category: - Input Template - Informational Description: ============ This is an informational patch notifying the sites of new and updated functionality contained in the V3.09 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 3.09 of the Voluntary Service System software contains enhancements for Donations and corrects some Remedy Tickets. Version 3.09 includes: 1. Add/Edit Donation --------------------- The Add/Edit Donation option has been redesigned to make it less confusing when inputting donor or donation information. The option will be split into two screens. On the first screen the user will be able to select/add/edit a donor. Once a donor is selected, the user will be directed to the second screen where they can add/edit a donation for the donor selected on the first screen. Other miscellaneous changes to the Add/Edit Donation option include: a. Check or Cash donation "requires" a GPF #. "None" should either be grayed out or omitted. If donation is Item or Activity no GPF box should appear, or the default should be "None". b. Add new fields for the Family Contact address. The fields to be added are Family Contact Address, Family Contact City, Family Contact State, and Family Contact Zip. On the user interface, place the fields next to the Family Contact field. c. When sorting a donation by date on the Select Donation Screen 1, search the list of donations by date in descending order, not alphabetical order. On the opening screen, list the donations by date in descending order. d. Currently the Local Branch field is tied to each Donation. This field needs to be moved to the Organization. This will require the Add/Edit Donation screen to be changed. It will also require a database conversion to move the data from the existing donation table to the donor table. e. Leave the Acknowledgement Date blank allowing the user to enter it. The Acknowledgement Date will automatically be set to the date the donation letter is first printed. If the Acknowledgement Date is set and the letter is reprinted, the Acknowledgement Date will not change. The user can use this date to track donations that need to have letters printed. For 3.09, remove the screen on the Acknowledgement Date allowing the user to enter any date. 2. Merge Donor --------------- A new option has been included named Merge Donor. The Merge Donor option will allow the user to transfer all donations from a selected donor to another donor and delete the duplicate donor. This option will allow sites to clean up their site's Donor list. There will be an automatic database cleanup that will merge duplicate donor records (duplicate donors records being records that have all donor information being exactly the same). This cleanup will occur just prior to the 3.09 release. 3. Donation Receipt and Memo Changes ------------------------------------- The following changes have been made to the donation receipt and memo in version 3.09: a. After entering a donation by an 'Other Group' and 'Other Group & Individual' the Other Group name does not appear on the Receipt or Memo. This is reported in Remedy Ticket 58399. b. When it is a split donation, list all the GPF's not just the word multiple. c. Local branch does not print on receipt or memo. d. Change the word Description to Remarks. e. All Remarks should print on Receipt and Memo. f. Change the Receipt and Memo so that the Mail Stop is displayed versus 135. If no Mail Stop is entered, display 135. This is an enhancement reported in Remedy Ticket 58557. g. Display the Donation Id. 4. Donation Search ------------------- The following changes have been made to the donation search in version 3.09: a. On Selecting Data for display, the Description needs to be changed to Remarks. b. Add the field Designation to the list of Data to be displayed. c. Add Family Contact Address, City, State, and Zip Code. d. Add Cookies to retain previously selected Print Fields. 5. Thank You Letters --------------------- Version 3.09 includes five different types of Thank You Letters for Donations. The letters include: In Memory Of, Family Contact, Check or Cash Donation, Activity, and Item. The user interface for generating the letters allows the user to screen donations by date range or acknowledgement date. The user has the option to print a letter for a single donation or multiple donations. 6. Remedy Tickets Included in Version 3.09 ------------------------------------------- a. Remedy Ticket 55520, Fixes Blank Screen For VS26 Report. b. Remedy Ticket 55526 and 57878, Count on New Volunteers Report. The count on the New Volunteers Report will count unique volunteers by the SSN/Identifier. The report will also include a subtotal of volunteer counts by organizations. c. Remedy Ticket 55554, Counts for Youths in Labels and Alpha Report. The count on the Alphabetical Report will count Youths using the current date the report is run to calculate the age. The version 3.08 report used the last day of the fiscal year to compute the age of a volunteer causing the youth count to be different on the Labels and Alphabetical Report. In version 3.09, the counts should be the same. d. Remedy Ticket 55583, Add Volunteer Without Combination Code. Volunteers can no longer be added without a combination code. e. Remedy Ticket 55589, Voluntary Daily Review Locks Up. The header for the date is expanded on the report. f. Remedy Ticket 55618, VS01 Parser Error Fixed. g. Remedy Tickets 55630, 55822, 56044, and 62794, Donor/Donation Changes fixed with a rewrite of the Add/Edit Donation option. h. Remedy Ticket 55649, National Service Codes Entry Fixed. i. Remedy Ticket 56678, Occasional Hours By Organization Report. The date will be expanded on the Occasional Hours By Organization report so the year will not be cut off. j. Remedy Ticket 57222, Address Labels, Organization Added. k. Remedy Ticket 57743, Invalid Volunteer Data. Do not allow numeric characters in the name field. l. Remedy Ticket 58399, Group Name Not Appearing on Donation Memo/Receipt. m. Remedy Ticket 58557, Enhancement, Pull Voluntary Mail Stop. n. Remedy Ticket 60885, Error in Donor Last Name When Searching. o. Remedy Ticket 61684, Error Posting Volunteer Record. Prevents entering a SSN with a single hyphen. p. Remedy Ticket 65273, Assigning Organizational Codes. q. Remedy Ticket 66862 and 65351, Adding Users. r. Remedy Ticket 67206, VS01 Part 2. This remedy ticket deals with matching the numbers on the VS01 Part 2 and VS30 Alpha Reports. The numbers are different due to volunteer entry and termination dates; and the adjusted hours. The counts and the hours on the VS01 Part 2 report are correct and no changes were made to this report for 3.09. The VS30 report has been changed in version 3.09 to only list volunteers who have logged Regular Scheduled (RS) Hours in the selected fiscal year. Adjusted hours are no longer added to the RS Hours. The bottom of the report totals the RS Hours and then adds all accumulated adjustment hours entered up to the last day of the fiscal year. By breaking out the adjustment hours, both reports should match. There will be cases when they will not match. One case is when a volunteer logged RS Hours in a fiscal year but does not have an entry date until the next fiscal year (example: hours logged in FY 2002, entry date in FY 2003). It is important that the entry date not be after the date the first RS Hours are entered. The same applies to the termination date. The termination date should not be before the last date the RS Hours entered. Version 3.09 adds checks to both the entry and termination date to prevent the user from entering a date that would cause the report counts and hours to be off. ======================== 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 : MAY 25, 2005 Completed By: SIRCO,LUCIA Date Completed: JUL 14, 2005 Released By : WILSON,FAY E Date Released : JUL 18, 2005 ============================================================================= Packman Mail Message: ===================== No routines included