Intro/Instructions

 

 

This section contains recordings and resource materials from IMCOM-sponsored RecTrac and CYMS webinars conducted by VSI trainers.  Most sessions are geared to both RecTrac and CYMS users.  Materials can be used to support individual research and group training situations.

Webinars are organized by general topic area below.  Review the Agenda document for an overview of the purpose, target audience, goals and key topics covered in the session.

Webinars are scheduled for 60-90 minutes – some may run a bit longer.  On some of the older recordings, Part 1 stops at the 60 minute mark and continues in the Part 2 recording.  If there was any system interruption, a webinar may contain 3 or 4 ‘Parts’ instead of 1 or 2.

 

 

To view the recording:

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• Recordings contain live unedited footage of the webinar.  Some questions/comments posed by phone attendees may be difficult to hear.  Instructors usually repeat these questions.  Many questions are posed and answered in the Chat Box.

 

 

Admin/Technical

Annual Report Documents

• Agenda – Annual Report Documents
• Recording – Annual Report Documents
• Key Docs

1. Fee Review Report

Annual Fee Review

• Agenda – Annual Fee Review
• Recording – Annual Fee Review
• Key Docs

1. Fee Review Report

CYS Fee Report Documents

• Agenda – CYS Fee Report Documents
• Recording – CYS Fee Report Documents
• Key Docs

Linking Household Family Member Provider Staff Documents

• Agenda – Linking Household Family Member Provider Staff Documents
• Recording – Linking Household Family Member Provider Staff Document
• Key Docs

Directors Dashboard Setup and App Demonstration (May 2018)   COMING SOON !!

• Agenda – Dashboard Setup and App Demonstration
• Recording – Dashboard Setup and App Demonstration –  (Part  1 – XX min)
• Recording – Dashboard Setup and App Demonstration  –  (Part  2 – XX min)
• Key Docs

Using Transaction History/HH Inquiry as Troubleshooting Tools (RecTrac/CYMS)

• Agenda – Using Transaction History/HH Inquiry as Troubleshooting Tools (RecTrac/CYMS)
• Recording – Using Transaction History/HH Inquiry as Troubleshooting Tools (RecTrac/CYMS) (Part  1 – XX min)
• Recording – Using Transaction History/HH Inquiry as Troubleshooting Tools (RecTrac/CYMS) –  (Part  2 – XX min)
• Key Docs

End of Year Closeout Procedures (Aug 2018)   COMING SOON !!

• Agenda – End of Year Closeout Procedures
• Recording – End of Year Closeout Procedures  –  (Part  1 – XX min)
• Recording – End of Year Closeout Procedures  –  (Part  2 – XX min)
• Key Docs

FSA/GISO-Focused Device Management (Sep 2018)   COMING SOON !!

• Agenda – FSA/GISO-Focused Device Management
• Recording – FSA/GISO-Focused Device Management –  (Part  1 – XX min)
• Recording – FSA/GISO-Focused Device Management –  (Part  2 – XX min)
• Key Docs

CYMS Global Data Transfer (Jan 2019)  

• Agenda – Global Data Transfer
• Recording – Global Data Transfer  –  (Part  1 – XX min)
• Recording – Global Data Transfer  –  (Part  2 – XX min)
• Key Docs

1. CTG-36  OS-CYMS Global Data Xfer (HH)
2. CTG-55  Provider-CYMS Global Data Transfer 103Q and Up
3. CTG-63  Staff-CYMS Global Data Transfer 103Q and Up
4. G9 Guidance on GDT Certificate Requirements

 

CYMS-Specific Features

Hourly Care Setup

• Agenda – Hourly Care Setup
• Recording – Hourly Care Setup –  (Part  1 – XX min)
• Recording – Hourly Care Setup –  (Part  2 – XX min)
• Key Docs

 

 

Late Payment Fee Garnishment Hardship Processing

• Agenda – Late Payment Fee Garnishment Hardship Processing
• Recording – Late Payment Fee Garnishment Hardship Processing–  (Part  1 – XX min)
• Recording – Late Payment Fee Garnishment Hardship Processing –  (Part  2 – XX min)
• Key Docs

CYMS Transition Matrix (Mar 2018)  

• Agenda – CYMS Transition Matrix
• Recording – CYMS Transition Matrix –  (Part  1 – XX min)
• Recording – CYMS Transition Matrix –  (Part 2 – XX min)
• Key Docs

1. Topic Doc – Transition Matrix.pdf

 

CYMS Child Care Statement and Report Templates (May 2018)  

• Agenda – CYMS Child Care Statement and Report Templates
• Recording – CYMS Child Care Statement and Report Templates –  (Part  1 – XX min)
• Recording – CYMS Child Care Statement and Report Templates –  (Part  2 – XX min)
• Key Docs

1. Topic Doc – Report Templates 103-w
2. CTG-11 CORE-Reports-System 103

 

How to Successfully Use CYMS Health/Special Needs Screens (Jul 2018)   COMING SOON !!

• Agenda – How to Successfully Use CYMS Health/Special Needs Screens
• Recording – How to Successfully Use CYMS Health/Special Needs Screens –    (Part  1 – XX min)
• Recording – How to Successfully Use CYMS Health/Special Needs Screens  –    (Part  2 – XX min)
• Key Docs

 

Standardization – CYMS Shot Code Conversions (Jul 2018)  

• Agenda –Standardization – CYMS Shot Code Conversions
• Recording – Standardization – CYMS Shot Code Conversions  –  (Part  1 – XX min)
• Recording – Standardization – CYMS Shot Code Conversions –  (Part  2 – XX min)
• Key Docs

 

CYS Annual Report – What Comes From CYMS (Sep 2018)  

• Agenda – CYS Annual Report – What Comes From CYMS
• Recording – CYS Annual Report – What Comes From CYMS –  (Part  1 –90 min)
• Key Docs

1. AR18 CYMS – Coversheet (Read Me First)v1(19 July18)
2. AR18-Detailed Instructions (Read Me First – Updated 17 Sep 2018)
3. Topic Doc-CYMS Reports to Help With Annual Demographics Report (18 Sep 2018)

 

Youth Sports/SKIES Enrollments (Sep 2018)  

• Agenda – Youth Sports/SKIES Enrollments
• Recording – Youth Sports/SKIES Enrollments –  (Part  1 – XX min)
• Recording – Youth Sports/SKIES Enrollments –  (Part  2 – XX min)
• Key Docs

1. CTG-70 Youth-Activity Setup 103 DONE.pdf
2. CTG-70a SKIES-Activity Setup ARMY 103 DONE.pdf
3. CTG-95a WebTrac-Activity Setup 103 DONE.pdf
4. Topic Doc – Multi-Participant_Multi-Class Discounts 10_3-w.pdf

 

CYS/Outreach Services Enrollment Process (Oct  2018)   COMING SOON !!

• Agenda – CYS/Outreach Services Enrollment Process
• Recording – CYS/Outreach Services Enrollment Process –  (Part  1 – XX min)
• Recording – CYS/Outreach Services Enrollment Process –  (Part  2 – XX min)
• Key Docs

Camp Setup

• Agenda – Camp Setup
• Recording – Camp Setup –  (Part  1 – XX min)
• Recording – Camp Setup –  (Part  2 – XX min)
• Key Docs

Parent Central Service Process Documents

• Agenda – Parent Central Service Process Documents
• Recording – Parent Central Service Process Documents –  (Part  1 – XX min)
• Recording – Parent Central Service Process Documents –  (Part  2 – XX min)
• Key Docs

Financial Processes

 

 

Processing Agency &Third Party Bills/ Payments (Apr 2018)  

• Agenda – Processing Agency & Third Party Bills/Payments
• Recording – Processing Agency & Third Party Bills/Payments –  (Part  1 – XX min)
• Recording – Processing Agency & Third Party Bills/Payments –  (Part  2 – XX min)
• Key Docs

1. CTG21 FINTaking Payments 103.pdf
2. CQG25  Agency Billing  Pmts 103.pdf
3. CTG28 FINSetting Up Auto Pay 103.pdf

 

CYMS End of Month Processing (Apr 2018)  

• Agenda – CYMS End of Month Processing
• Recording – CYMS End of Month Financial Processing  –    IMPORTANT NOTE: Sound doesn’t start until the 4-minute mark, please be advised. (Part  1 – 60 min)
• Recording – CYMS End of Month Processing   –  (Part  2 –34 min)
• Key Docs

1. Topic Doc – Scheduling Reports_Processes 103
2. CTG-11 CORE-Reports-System 103
3. CTG-91 Admin-Period End 103

 

Installment Billing-Setup, Pro-Rate, Auto Pmts, Troubleshooting (May 2018)  

• Agenda – Installment Billing Setup, Pro-Rate, Auto Pmts, Troubleshooting
• Recording – Installment Billing-Setup, Pro-Rate, Auto Pmts, Troubleshooting –    (Part  1 – XX min)
• Recording – Installment Billing-Setup, Pro-Rate, Auto Pmts, Troubleshooting –    (Part  2 – XX min)
• Key Docs

1. Topic Doc – Scheduling CYMS Semi-monthly Installment Billing.pdf
2. Topic Doc-30 Day Withdrawal Notice (9 Apr 2018).pdf
3. CTG-04 CORE-Transitioning 103.pdf
4. CTG-42 Camp-ProRate Billing 103.pdf

 

FMWR Gift Card Setup (May 2018)   COMING SOON !!

• Agenda – FMWR Gift Card Setup
• Recording – FMWR Gift Card Setup –   (Part  1 – XX min)
• Recording – FMWR Gift Card Setup –   (Part  2 – XX min)
• Key Docs

 

Database Cleanup-Outstanding Balances (Credits & Debits) (Jun 2018)  

• Agenda – Database Cleanup-Outstanding Balances (Credits & Debits)
• Recording – Database Cleanup-Outstanding Balances (Credits & Debits) – (Part  1 – XX min)
• Recording – Database Cleanup-Outstanding Balances (Credits & Debits) – (Part 2 – XX min)
• Key Docs

 

DAR/Credit Card Troubleshooting-Find & Fix (Jun 2018)  

• Agenda – DAR/Credit Card Troubleshooting-Find & Fix
• Recording – DAR/Credit Card Troubleshooting-Find & Fix –  (Part  1 – XX min)
• Recording – DAR/Credit Card Troubleshooting-Find & Fix  – (Part  2 – XX min)
• Key Docs

1. CC Transaction Fix – RecTrac_CYMS  (Jul 2018).pdf
2. CTG-74 Youth-Daily Processes 103 DONE.pdf

 

Tracking Customer Reward Points (Jul 2018)   COMING SOON !!

• Agenda – Tracking Customer Reward Points
• Recording – Tracking Customer Reward Points –  (Part  1 – XX min)
• Recording Tracking Customer Reward Points  –   (Part  2 – XX min)
• Key Docs

 

WebTrac Operations

WebTrac – Fine Tuning and Maximizing Use (CYMS)

• Agenda – WebTrac – Fine Tuning and Maximizing Use (CYMS)
• Recording – WebTrac – Fine Tuning and Maximizing Use (CYMS) –  (Part  1 – XX min)
• Recording – WebTrac – Fine Tuning and Maximizing Use (CYMS) –  (Part  2 – XX min)
• Key Docs

Food and Beverage Operations

Food and Beverage (Feb 2018)   COMING SOON !!

• Agenda – Food and Beverage
• Recording – Food and Beverage –  (Part  1 – XX min)
• Recording – Food and Beverage Recording –  (Part  2 – XX min)
• Key Docs

 

Open Table Set Up in RecTrac (Mar 2018)   COMING SOON !!

• Agenda – Open Table Set Up in RecTrac
• Recording – Open Table Set Up in RecTrac  –   (Part  1 – XX min)
• Recording – Open Table Set Up in RecTrac –   (Part  2 – XX min)
• Key Docs

 

Food & Beverage Recipes and Inventory (Jul 2018)   COMING SOON !!

• Agenda – Food and Beverage Recipes and Inventory
• Recording – Food & Beverage Recipes and Inventory –  (Part  1 – XX min)
• Recording – Food & Beverage Recipes and Inventory –  (Part  2 – XX min)
• Key Docs

 

 

Golf

 

 

Golf Tournaments, Sales and Inventory Reporting (Oct  2018)   COMING SOON !!

• Agenda – Golf Tournaments, Sales and Inventory Reporting
• Recording – Golf Tournaments, Sales and Inventory Reporting –  (Part  1 – XX min)
• Recording – Golf Tournaments, Sales and Inventory Reporting –  (Part  2 – XX min)
• Key Docs

 

 

Household/Family Member Records

 

 

Allowing Patrons to Update HH/FM Data via WebTrac (Mar 2018)  

• Agenda – Allowing Patrons to Update HH/FM Data via WebTrac
• Recording – Allowing Patrons to Update HH/FM Data via WebTrac 
• Key Docs

1. Topic Doc – Allowing Patrons to Update HH/FM Data via WebTrac
2. CYMS Mini-Doc_Linking Child_HH_Staff_Provider Docs In CYMS (10_1)
3. CYMS Mini-Doc_Linking Child_HH_Staff_Provider Docs In CYMS (10_3)

.

 

 

Database Cleanup – Households (Apr 2018)  

• Agenda – Database Cleanup – Households
• Recording – Database Cleanup – Households  – (Part 1 – XX min)
• Recording – Database Cleanup – Households – (Part 2 – XX min)
• Key Docs

 

RecTrac Household Creation/Lookup (Sep 2018)   COMING SOON !!

• Agenda – RecTrac Household Creation/Lookup
• Recording – RecTrac Household Creation/Lookup –   (Part  1 – XX min)
• Recording – RecTrac Household Creation/Lookup  –  (Part  2 – XX min)
• Key Docs

 

 

Rental Processes/Inventory Items

 

 

Cleaning Up Your Inventory Items (Apr 2018)   COMING SOON !!

• Agenda – Cleaning Up Your Inventory Items
• Recording – Cleaning Up Your Inventory Items  –    (Part  1 – XX min)
• Recording – Cleaning Up Your Inventory Items  –    (Part  2 – XX min)
• Key Docs

 

Managing Outdoor Rec Rentals (Aug 2018)   COMING SOON !!

• Agenda – Managing Outdoor Rec Rentals
• Recording – Managing Outdoor Rec Rentals  –    (Part  1 – XX min)
• Recording – Managing Outdoor Rec Rentals  –    (Part  2 – XX min)
• Key Docs

 

 

Sports

 

 

Sports-Fun Run Setup (Mar 2018)   COMING SOON !!

• Agenda – Sports-Fun Run Setup
• Recording – Sports-Fun Run Setup  –  (Part 1 – XX min)
• Recording – Sports-Fun Run Setup  –  (Part 2 – XX min)
• Key Docs
  • Topic Doc-Fun Run Activity-Rectrac Setup
  • Topic Doc-Fun Run Activity-WebTrac Setup.pdf

 

Sports Facility Reservations (Jun 2018)   COMING SOON !!

• Agenda – Sports Facility Reservations
• Recording – Sports Facility Reservations –    (Part  1 – XX min)
• Recording – Sports Facility Reservations  –    (Part  2 – XX min)
• Key Docs

 

Intramurals (Jun 2018)   COMING SOON !!

• Agenda – Intramurals
• Recording – Intramurals  –    (Part  1 – XX min)
• Recording – Intramurals  –    (Part  2 – XX min)
• Key Docs