Setup and Operational Manual - Spokane Public...

V e r s i o n 3 . 1

InTouch Receipting

ATHLETIC AND ACTIVITIES MODULE Productivity Tools Based on Application, Coordination and Integration

Setup and Operational Manual

6 / 2 5 / 2 0 0 7 V e r s i o n 3 . 1

A G I L I S O F T

InTouch Receipting Suite � Athletic/Activities Module

Agilisoft a division of Integrated Register Systems, Inc.

4415 Pacific Hwy E Tacoma, WA 98424

800-627-4767

Table of ContentsINTRODUCTION AND GUIDE OVERVIEW ........1 INTRODUCTION..........................................................1 DEFINITIONS ...............................................................1 INTEGRATION WITH INTOUCH RECEIPTING1

SALES ............................................................................1 ITEMS ............................................................................1

Non revenue items ...................................................1 FINES .............................................................................1 INTOUCH WEB SITE: TOUCHBASE ™ ........................1

GENERAL PROCESSES IN AAD .............................1 SETUP OF ATHLETIC AND ACTIVITIES MODULE ........................................................................1

GETTING STARTED .......................................................1 SETUP ..........................................................................1

Seasons [setup/seasons]...........................................1 Coaches Listing [setup/coaches].............................1 Items [setup/items]...................................................1 Sport Listing [sport-activity/setup/sport-activity] .1 Security Setup – Zones and Users[setup/setup/zones] .........................................1 User Setup ................................................................1 Forms [setup/forms/forms]......................................1 Items [setup/forms/items]........................................1 Requirement Set –[setup/form/ form-item requirements] ...........................................................1 Student Personal ......................................................1

GRADE REQUIREMENTS – [SETUP/GRADE REQUIREMENTS] .......................................................1 SETTING UP A TEAM [SPORT-ACTIVITY/TEAM] .......................................................1 DAILY USE ....................................................................1

Functions ..................................................................1 Schedules [sport-activity / schedule]......................1 Eligibility..................................................................1

REPORTING..................................................................1 CASE STUDY: SETUP OF BOYS TRACK..............1

Sport Setup...........................................................1 Form Setup...........................................................1 Setup item date.....................................................1 Requirement Set – Initialization .........................1 Requirement Set – attaching items and forms ...1 Adding a team......................................................1

VERSION 3 CHANGES TO RECEIVING FORMS AND

ROSTER ADDITIONS.......................................................1

InTouch Terminal – receive forms and add to roster .................................................................... 1 InTouch Screen example for Athletics .............. 1 InTouch – Addition of a student to the roster ...1 InTouch – Receiving a form at Terminal .......... 1

SAMPLE REPORTS .................................................... 1 Grade Listing by Sport........................................ 1 Team Status Report............................................. 1 Form Status by Student....................................... 1

I n T o u c h R e c e i p t i n g S y s t e m � A t h l e t i c a n d A c t i v i t i e s

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InTouch Receipting System Athletic and Activities Module

Introduction and Guide Overview This manual and guide has been designed to provide a software system overview and examples of scenarios and applications the AAD module has been specifically designed to address. Included in this guide are software screen shots, flow charts and special notes to provide you with the skill set to implement this powerful management tool.

Objectives

This guide has been written to provide users at different responsibility areas the opportunity to visualize how each module interrelates and why these relationships have been formed. In the operational sections, there are screen prints and flowcharts to assist in understanding and process flow. Coverage in technical and operational setup is provided specifically to guide in this process. Narrative and discussions have been included to define scope of coverage in this powerful software application.

Critical to note in this application is each District will require personalization and customization. The procedures, narratives and discussions reviewed in this document are included to provide a solid framework which will then be customized to meet needs and expectations of sites and the entire District.


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Introduction The Athletics and Activities Module (AAD) is an integrated management system designed to maintain eligibility lists for student participants. The module is designed to integrate with InTouch Receipting and TouchBase, InTouch Receipting�s WEB interface. This integration is seamless and inherent in AAD�s design are two major factors, these being:

no reentry of information captured elsewhere in the InTouch suite

coordination and information feed from the website and local receipts

This coordination will require communication among the bookkeeper, the activities and the athletic departments. The bookkeeper has the capability to provide the following services or these services can be provided the AAD manager with proper permissions:

setup of any required participation fees in InTouch for collection

setup of nonfinancial InTouch items for �receipt� at the bookkeeper�s station

setup of InTouch items to be forwarded to TouchBase for payment on line

setup of forms such as permission slips to be posted to TouchBase for parent completion over the web

Each District has a different management philosophy at the District and the site level, accordingly, coordination and duties outlined in this document are examples which much be fit into the management and operational scheme at any one district and any one site.


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Many sites are organized where there is a bookkeeper or secretary independent of the AAD managers who participate in the eligibility process either in collecting of fees and/or forms. Most athletic and activities, whether it is an elementary field trip or for the girls basketball team , require a combination of fees and forms many times moving through the front office. One goal of the AAD module is to gain efficiency by collecting data at the front office or the AAD office as part of a standard fee collection or student interface. For example, if a student is paying a fee or a fine, the bookkeeper could receive an athletic form at the same time � by merely touching an InTouch item (with $0.00 amount) during the process. If this is completed, the bookkeeper would not necessarily perform any task with the collected form, but by entering the receipt of the form, the data is captured for the subsequent users of the AAD module.

Flow

TouchBase �Website

InTouch Receipting

Student Information

System (SIS)

School Intouch Receipting station

Athletic and Activities Module

Items sold

Items for fee collection or forms

Items sold, forms received in InTouch

District Students

Parents and Students

In person, at site Web access,Credit card

Forms

Eligibility status, team status

Information

The SIS (student information system) provides InTouch with an accurate list of district students � these students and their corresponding site assignment are the students available for participation in the AAD module.


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InTouch receipting is designed to collect fees and record fines at a student level InTouch can also collect non financial items such as permission slips and other forms. These collected items can be part of a financial receipt (one which money is being collected) or a non financial receipt solely for the receipt of the forms.

InTouch terminals can be available throughout a school site along with AAD terminals � data collection and review points are dependent on technical availability (computers), staff responsibility, internal controls, and the management structure of a site. InTouch has no restriction on the amount of site terminals or where they are located.

InTouch receipts are for a student and all transaction items are recorded and available for integration for the AAD module.

The AAD manager will advise the InTouch Receipting bookkeeper the fees to be collected and the forms available for the bookkeeper to collect. This function is not restricted to a bookkeeper, but any person authorized for this activity. The fees collected will be integrated with the AAD module: the AAD module will be setup specifically with the InTouch items required for participation. This is the coordination portion of the process and certainly part of the setup.

When processing eligibility, the AAD module processes criteria setup by the AAD manager against data receipted either in InTouch, TouchBase or directly in the AAD module.


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Definitions InTouch items

InTouch items are fees to be collected either directly by InTouch or over the WEB. These items are related to a general ledger revenue code and generally have a dollar amount attached. Reports for item sales can be generated by the InTouch operator or those authorized access. Examples:

field trip fee to Disneyland $300.00

pay to participate fee for track $30.00

transportation fee for a sport $15.00

These fees are generally not collected by the athletics or activities staff (coaches, teachers, advisors), but could be and then individually entered into InTouch for lists and integration.

Forms

Forms are permission slips and other documents required for participation. Forms do not have any financial requirements.

permission slip for a field trip

physical form (receipted in the athletic module)

athletic contract receipt

travel form�

Requirement Sets

Combination of items and forms which will be attached to a team for eligibility tracking.


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Integration with InTouch Receipting

Sales Items entered into InTouch will be sold as a normal part of receipting and if they relate to activity or athletic, and setup in the AAD module, the sales will display in the AAD module.

Items Item lists can be generated for all sales, for example: all students paying for a fee can be on an alphabetical list.

Non revenue items Non revenue items can be forms receipted in InTouch similar to a normal item without a fee attached

Fines Fines are managed in InTouch Receipting: the AAD module has an option to block eligibility if a student has an open fine.

InTouch WEB Site: TouchBase ™ TouchBase is a website integrated with InTouch Receipting allowing the parents to remit online payments for fees, fines and form submission over the web. This capability will reduce time required by site staff in collecting these items and administering them.

As noted in the flow diagram, the web site can:

post items requirement payment (pay to play, asb cards, transportation fees)

forms compatible with an on line submission or to be printed at home for personal delivery at the site (saves the AD office in prepping all these forms)

As noted in the flow diagram, the AAD module can:

post activity and athletics any student is participating in

provide an eligibility status on line � this way the parents/students can clear up obstacles to full participation � saves the phone calls and coaches needing to follow up on the students

General Processes in AAD Update from InTouch Receipting


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Sales and receipts will be seamless for those items identified in AAD receipted in InTouch � no manual reentry of data once receipted.

Update from InTouch WEB � TouchBase � for those items paid for on the web, they first route through InTouch and then seamlessly into the AAD module.

Similar to InTouch Receipting � automatic

Receive and Void Forms

Forms can be received both in InTouch Receipting and within the Athletic Module

Grade interface

Specific to the district, but an interface to calculate grades for student eligibility based on two available criteria: state level and district level

Schedules

Schedules can be maintained within the software. Schedules require teams, locations and opponents to be setup.

Setup of Athletic and Activities Module


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Getting Started In addition to reviewing this manual � getting the terminology correct and the basic processes, the following steps should be checked off:

1. list out all the sports you have

2. list the teams, build the coaches


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3. figure all the forms and items required to participate and be eligible

4. coordinate the collection of the eligibility items: InTouch Receipting or through the Athletic/Activities Module

5. decide who will have what responsibilities and access to the system: management, processing, reports, etc.


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SETUP

Seasons [setup/seasons] Seasons are used for grade interface calculation and to separate data. Seasons are generic and have a start and end date.

Coaches Listing [setup/coaches] General listing of coaches where they will be assigned to a team once the teams have been established.


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Items [setup/items]

Sport Listing [sport-activity/setup/sport-activity] List all sports in the programs. Some restrictions on how many sports a student can participate in and the sport as compared to the team is analyzed for this criteria.

Example: Girls Softball would be a sport there will be teams under the sport.


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Security Setup – Zones and Users[setup/setup/zones] Allowing different staff access to different program attributes.

The following screen displays identify some security options. There can be as many security zones set as needed to allow many staff controlled access.

! view � is just to view the selected checked areas, no edits or changes are allowed

! add � for those areas authorized, allowing the user to add those items

! edit � to allow a user to change an exiting item, but not add new ones

! miscellaneous � general items with security authorizations


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User Setup


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Forms [setup/forms/forms] Forms have been defined previously. Forms have the following criteria:

forms are descriptive in nature and any one form can be attached to many requirement sets

Forms can be setup with expiration dates a form can expire, such as a permission slip or a physical form after a certain day (asb card for the current year) or so many days after acceptance (physical)

The forms example below lists different forms for a site forms are site-specific. In the example noted, a physical form, the form will expire 365 days after receipt. Another criteria would be to have the date of expiration, generally used for annual forms such as permission slips, selected and all forms will become ineligible after that date. If the form does not have any expiration, this selection is not required and the �Expires� box would not be checked.

An active form is considered for calculations and can be set as part of a requirement set, if a form is set to inactive, it is not included on the active lists and not considered in a requirement set.

Process to build a form:

1. when opening the form screen, type a title for the form in the title box along with a description

2. make the form active

3. set any expiration criteria

4. click save


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Items [setup/forms/items] Items in this section can be set with expiration dates and are fed from InTouch receipting.

Example: a transportation fee may only be for one semester and be repurchased for another semester.

Items may be set for expiration. The example below displays items in InTouch receipting.


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Requirement Set –[setup/form/ form-item requirements] This is perhaps the most critical portion of the AAD setup process. A requirement set is a collection of items and forms that are required for eligibility. A requirement set can be established for each team or if more than one team shares the same criteria can be applied to more than one team.

Items and forms can be added and removed from a requirement set at the manager�s discretion.

Process:

1. build the forms first

2. create a new requirement set by typing in a description

3. under the ITEMS tab click on any InTouch items required for this requirement set (which will be assigned later to a team)

4. click the �add� button in the middle of the screen (to remove an item, select the item on the right and click �remove�)

5. as many items as needed can be selected

6. click on the FORMS tab and select the available forms

7. click save when completed

Build of requirement set for ITEMS (below)


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Student Personal


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Grade Requirements – [setup/grade requirements] These criteria are set globally (state) and by site for site-based requirements. These are utilized by the grade import file for eligibility and gpa calculation. For both the state and site grade requirements should be entered. Settings in here are compared against the grade import file for (a) class passing ratio calculation and (b) gpa calculation.

The sport participation limit will limit the number of sports (which are attached to a season) a student athlete can participate in. If set to �1� the student will not be allowed to sign up for more than one sport for any season.

Minimum passing grade is used to calculate what the minimum for passing a class � grade calculation.

Grade Conversion

If the student grade file is in letter grade format, this table converts the letter grades to decimal for GPA calculation.


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Setting up a team [sport-activity/team] A team is setup after:

the sport has been set

the coach has been set

the requirement set has been set

seasons have been set

Grade season: generally the current, most recent grade file

Award season: generally the last official grade and used for team GPA calculation

Steps

1. the first step is to set the team up and make the appropriate assignments

2. after saving the team parameters, then reopen and the student lists will populate

3. assign students to the team � note a student can be added from InTouch Terminal

Process:

In the example below, the JV Football team has been entered. Available options for sport, coach, requirement set, grade season and award season have been built in the setup of each of these criteria. Once a sport has been setup, and saved, the next time the sport is selected, all the students will be displayed.

A student is selected � a student signing up for the team � in the bottom section and the add button is clicked. This builds the team. A student dropped from the team will be selected on the right and a memo for the reason for dropping can be entered.


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Daily Use Daily use could be running reports, assigning a student to a team, creating a team and other activities

Member personal [sport/activity / member personal] � is a section to place player statistics for the program

Functions

Receipt of forms � Forms can be receipted using InTouch Terminal or directly in the AAD module.

Receipt of forms is by student � find the student and select the form(s) received.

In the example below, Karmen Abbott has turned in the Athletic Code, FB Permission and WIAA Regulation forms. Those have been checked on the left side and once the �receive� button has been clicked, the forms will be on the received side of the page. A form can be unreceived by selecting it on the right and selecting void.


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When a form is received there can be memos noted as part of the receipt process. In the example below, a memo and signature reference/date can be noted. Additionally, an expiration can be noted for this unique form. The signature and expiration date are very applicable to physical forms being received.


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Schedules [sport-activity / schedule] Schedules need the following setup prior to making schedules

opponents

locations

teams

Eligibility Eligibility is critical to the entire process � who is eligible or why not

The eligibility function is a test, by student, for the eligibility based on the requirement set

all the criteria are displayed and the current status of the criteria

Items, forms and FINES if fines affect eligibility


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Reporting Team listing: by season, team and member status (all, eligible, ineligible)

Team schedule

Team listing without GPA

Reports are generated based on selected criteria and are best generated on live data.


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Case Study: Setup of Boys Track

1. Under Sport / Activity select Sport/Activity and enter the new sport. Note there are two sports on this entry screen: boys and girls track. Both track, but separate sports for AD purposes.

Spor t Setup

2. Click on the Setup menu option – we will be building the requirements for this sport and see the other established requirements which are common to all sports.

Forms can have expiration attached to them: a specific date or a period of time following receipt depending on the selector optioned.


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Form Setup

3. Review InTouch items required for participation and set date purchased “since”. To provide the InTouch operator the ability to retain the same ASB item reference from year to year, the AD module will only approve items purchased after the selected date.

To set this parameter, select setup and then items


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Setup i tem date

4. Setting the requirement set for participation – items and forms grouped together

which will be applied to a sport. Note: any one requirement set can be applied to multiple sports, a requirement set cannot be part of another requirement set.

This is a two-step process, the first being setting the requirement set the second attaching items and forms to the requirement set. In the example below, you would type in BOYS TRACK and then click the save button to the right.


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R equ i rement Set � I n i t i a l i zat i on

R equi rement Set � a t tach i ng i tems an d forms

In the following example, the boys track sport was established (in step one) and now InTouch items are attached to the sport by selecting them and clicking �add�. Items can be added or removed as required by the program. Items purchased after a certain date was established in the preceding step. Forms are added the same way: click the tab for FORMS while the applicable requirement set is selected and �add�. There is no save button required for adding and removing items/forms. This step is critical for eligibility determination. Only grades will apply outside of the requirement set to the sport.


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5. Setting up the team for Boys Track: select sport/activity from the menu option and then sport. This is a two-step process similar to setting the requirement set � first add the team and assign the appropriate parameters.

A ddi ng a team

Once the team has been added in the top section, with the save being selected, you will select the team members. Select the members by selecting them and adding from the bottom left corner.

Note: non students are available for team selection � this covers students not in the district�s student database such as home schooled students. Students can also be selected from other sites.


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Version 3 changes to receiving forms and roster additions I nTouch Termi na l � rece i ve forms and add to roster

In following screen shot is just an example. In this example, we have a go-to-layer button at the top right corner labeled, �Athletics v3� which would be configured for athletic specific items. In this screen, however, we setup athletic related buttons down the right column (on the main screen).

Receive Athletic Forms � provides a screen with all the athletic forms listed for selection

Roster Addition � provides a screen with the teams listed and the student can be added

Track equipment fee � is an example of a fee charged for any sport or generic for sports


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I nTouch Screen e xampl e fo r A th l et i cs

This is the screen linked to the Athletics v3 as noted above � more specific, but reacts the same as buttons on the main screen.


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I nTouch � A dd i t i on o f a s tudent to the roster

After selecting the ROSTER ADDITION button the screen below is presented. The operator selects, BOYS VARSITY TRACK, and the athletic module will have the student on the roster after the �add� button is selected at the bottom right.

Note: the operator may not know what team the student will eventually be part of � the AD can move the student from team to team in the AD module.


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I nTouch � R ece i v i ng a f o rm at Termi na l

The below screen is an example of forms setup in the AD module � the forms are selected and memos attached as these are received, as required.

Physical date: enter the physical date as MM/DD/YYYY for correct calculation.


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Sample Reports G rade L i s t i ng by Spor t

Team Status R epor t

Depending upon the eligibility requirements and district setting, the eligibility list will reflect these criteria.

Notes

The eligibility can be overwritten as with Alexander below.

Fines may or may not enter into the criteria.

The report will identify what is missing by student for those ineligible.


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Form Status by Stud ent

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