Software User’s Documentation
For The
BGTracks System
27 October 2009
Prepared for:
Boys & Girls Club of Sequoias
Prepared by:
Christopher Horner
Fernandito Eugenio
Heath Ivie
John Hancock
Kenneth Brower
Marlo Castillo
Michael Adams
BGTracks System
Revision Sheet
Revision Sheet
Release No.
Date
Revision Description
Approvals
Title
Client Representative
Project Manager
Project Leader
Software User’s Documentation
Printed Name
Signature
Date
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SOFTWARE USER’S DOCUMENTATION
TABLE OF CONTENTS
Page #
1.0
GENERAL INFORMATION .......................................................................................................... 5
RESTRICTIONS: ............................................................................................................................ 5
1.1
Introduction ................................................................................................................................. 5
Information Storage ..................................................................................................................... 5
Membership Time Keeping ......................................................................................................... 6
Employee Time Keeping ............................................................................................................. 6
Reporting ..................................................................................................................................... 6
1.2
License Information..................................................................................................................... 7
1.3
Installation Procedures ................................................................................................................ 7
1.4
Authorized Use Permission ......................................................................................................... 7
1.5
Purpose ........................................................................................................................................ 7
1.6
Audience Description .................................................................................................................. 8
1.7
Hardware Requirements .............................................................................................................. 8
Hardware Guidelines ................................................................................................................... 8
CPU .............................................................................................................................................. 8
Memory ........................................................................................................................................ 8
BGTracks System Station Hardware ........................................................................................... 9
1.8
Software Requirements ............................................................................................................... 9
1.9
Software Development Requirements ......................................................................................... 9
2.0
SYSTEM SUMMARY .................................................................................................................. 12
2.1
System Configuration ................................................................................................................ 12
2.2
Operation Description ............................................................................................................... 12
2.3
List of User Interfaces ............................................................................................................... 15
2.4
Dependencies and Constraints .................................................................................................. 16
3.0
3.1
GETTING STARTED ................................................................................................................... 18
Logging On ................................................................................................................................ 18
Login Dialog .............................................................................................................................. 18
3.2
System Menus ........................................................................................................................... 18
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3.3
Home – Main page .................................................................................................................... 20
Home Page Dialog ..................................................................................................................... 21
3.4
Emergency Roster ..................................................................................................................... 21
Emergency Roster Dialog.......................................................................................................... 23
3.5
Reports....................................................................................................................................... 24
Reports Dialog ........................................................................................................................... 24
3.6
Configure ................................................................................................................................... 26
Configure Dialog ....................................................................................................................... 26
Member Management ................................................................................................................ 26
Staff Management ..................................................................................................................... 26
3.7
Log out....................................................................................................................................... 29
Log Out Dialog .......................................................................................................................... 30
4.0
4.1
USING the SYSTEM..................................................................................................................... 32
Activity check-in ....................................................................................................................... 32
Activity Check-In Dialog .......................................................................................................... 32
Confirmation Check-In Dialog .................................................................................................. 33
4.2
Mass check-in ............................................................................................................................ 34
Mass Check-In Dialog ............................................................................................................... 34
4.3
Staff clock-in ............................................................................................................................. 34
Staff Clock-In Dialog ................................................................................................................ 35
4.4
New member.............................................................................................................................. 36
Create New Member Dialog ...................................................................................................... 36
5.0
REPORTING ................................................................................................................................. 39
Reports Dialog ........................................................................................................................... 39
5.1
Report Capabilities and Procedures .......................................................................................... 39
Emergency Roster...................................................................................................................... 39
5.2
6.0
General Attendance Report ....................................................................................................... 39
ERROR MESSAGES AND PROBLEM RESOLUTION ............................................................. 39
Error Dialog ............................................................................................................................... 39
7.0
7.1
8.0
APPENDIXES ............................................................................................................................... 45
Description of data formats and file structures ......................................................................... 45
GLOSSARY .................................................................................................................................. 49
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LISTS OF ILLUSTRATIONS
(Alphabetical Order)
Activity check-in .................................................................................................................................. 32
Cancelled popup window ..................................................................................................................... 42
Configure .............................................................................................. Error! Bookmark not defined.
Confirmation Check-In ......................................................................................................................... 33
Create New Member ............................................................................................................................ 36
Failed popup window ........................................................................................................................... 42
Emergency Roster ................................................................................................................................ 39
General Attendance Report .................................................................................................................. 41
Home – Main page ............................................................................................................................... 21
Logging In ............................................................................................................................................ 18
Reports ................................................................................................................................................. 39
Log Out................................................................................................................................................. 30
Mass Check-in ...................................................................................................................................... 34
Member Management........................................................................................................................... 27
New member ........................................................................................................................................ 36
Staff Clock-in ....................................................................................................................................... 35
Staff Management ................................................................................................................................ 28
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1.0
Software User’s Documentation
GENERAL INFORMATION
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1.0
GENERAL INFORMATION
RESTRICTIONS:
Copyright 2009 by the Boys & Girls Club.
This publication is protected by federal copyright Law, with all rights reserved. No part of
this publication may be reproduced, stored in a retrieval system, translated, transcribed, or
transmitted, in any form, or by any means manual, electric, electronic, electro-magnetic,
mechanical, chemical, optical, or otherwise, with prior explicit written permission from
Boys & Girls Club.
1.1
Introduction
The BGTracks System is to provide the Boys & Girls Clubs of the Sequoias with a web
based software solution that delivers a scalable, secure, and reliable tracking and
reporting on the personal information and attendance of their membership and staff.
The BGTracks System is a replacement of the current Tracking Software for the Boys and
Girls Club of the Sequoias. The current software is used to keep track of the time spent by
members in activities and at the Boys and Girls Club facilities. The BGTracks System
will utilize the member and employee information stored in the database to keep track of
hours spent either working or in an activity for members and employees.
The BGTracks System consists of the following:
Information Storage
Membership Time Keeping
Employee Time Keeping
Reporting
Information Storage
Stores information about members in a database and includes personal information and their
hours spent at the Boys & Girls Club.
Track changes to member’s information, who made the changes and when it was made.
Make changes to specific fields for more than 1 member at time.
Import spreadsheets generated by other DBMS, for example by a school’s DBMS.
Updates membership data generated by other DBMS, for example by a school’s DBMS.
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Stores documented behavioral incidents and injuries of members.
Stores information on employees of the Boys & Girls Club of the Sequoias.
Membership Time Keeping
Check members in and out at the entrance to the building.
Check members in and out of individual activities in each classroom.
Enter lists of attendance using membership numbers.
Import/Export stored attendance data from/to spreadsheets.
Employee Time Keeping
Track employees to clock in and out to electronically document employees’ work hours.
Generate timecards from the stored timekeeping information in .xls format and can be printed.
Allows authorized users or the employee themselves to view stored employee timekeeping
information.
Reporting
Visually display out reports of information in spreadsheet (.xls) format and saved to a file or to
be printed.
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1.2
License Information
THE SOFTWARE IS PROVIDED “AS IS”, WITHOUT WARRANTY OF ANY KIND,
EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE WARRANTIES OF
MERCHANTABILITY,
FITNESS
FOR
A
PARTICULAR
PURPOSE
AND
NONINFRINGEMENT OF THIRD PARTY RIGHTS. IN NO EVENT SHALL THE
AUTHORS BE LIABLE FOR ANY CLAIM, OR ANY SPECIAL INDIRECT OR
CONSEQUENTIAL DAMAGES, OR ANY DAMAGES WHATSOEVER RESULTING FROM
LOSS OF USE, DATA OR PROFITS, WHETHER IN AN ACTION OF CONTRACT,
NEGLIGENCE OR OTHER TORTIOUS ACTION, ARISING OUT OF OR IN CONNECTION
WITH THE USE OR PERFORMANCE OF THIS SOFTWARE.
1.3
Installation Procedures
Double-click on the setup application and follow directions when prompted.
1.4
Authorized Use Permission
Any unauthorized use of this application without the consent of Boys & Girls Club of the
Sequoias is prohibited. Any unauthorized usage of the system and making unauthorized copies of
data, software, reports, and documents are also prohibited.
1.5
Purpose
The purpose of the BGTracks System is to provide the Boys & Girls Clubs of the
Sequoias with a web based software solution that delivers a scalable, secure, and reliable
tracking and reporting on the personal information and attendance of their membership
and staff.
The BGTracks System is a replacement of the current Tracking Software for the Boys and
Girls Club of the Sequoias. The current software is used to keep track of the time spent by
members in activities and at the Boys and Girls Club facilities. The BGTracks System
will utilize the member and employee information stored in the database to keep track of
hours spent either working or in an activity for members and employees.
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1.6
Audience Description
The BGTracks System is only to be use by an authorized user of the Boys and Girls Club of the
Sequoias personnel.
The BGTracks System will utilize the member and employee information stored in the database
to keep track of hours spent either working or in an activity for members and employees.
This is a self-contained product that will take over for the current program in place to keep track
of members at the Boys & Girls Club of the Sequoias.
1.7
Hardware Requirements
The hardware requirements for the BGTracks System:
Computer/workstation/notebook: Each member should have a computer available to
use for this project. No particular funds have been allocated for any acquisition or rental
of hardware resources
Internet hardware and active Internet connection: Each project member should have
all the necessary hardware and an active connection to be able to access the project web
site and the SVN repository. Also an Internet connection is required to download all the
Hardware Guidelines
CPU
A Pentium 1.0 GHz processor is the minimum recommendation. For best performance, a Pentium
1.7 GHz or faster is suggested. Equivalent AMD processors are also supported. The computer
must have at least two available USB port.
Minimum
Pentium 1.0 GHz Processor
Recommended
Pentium Processor at 1.7 GHz or faster
Memory
512 Megabytes of RAM is the minimum requirement for 2 users.
1 GB of additional RAM, however, is recommended for each BGTracks System Station.
Minimum
512 MB
Recommended
Add 1 GB per BGTracks System Station
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BGTracks System Station Hardware
Each Boys & Girls Club user requires a PCI video card. The video card supports the Multiple
Display feature. Most recent video cards do support this function. If you have any concerns, it is
best to contact the card vendor. The Boys & Girls Club user also requires a USB keyboard and
mouse. If sound is required at the station, USB speakers can be used.
Monitor
PCI video card
SVGA monitor
Keyboard
USB connector.
Mouse
USB connector.
1.8
Software Requirements
The software requirements for the BGTracks System:
Internet Explorer or other applicable web browser:
The web browser is required to view the activity and the menus.
1.9
Software Development Requirements
Installation Procedures:
Refer to the Software Development Installation Procedures for guidance and instructions.
The software developments requirements are as follows:
Internet Explorer, Firefox or other applicable web browser:
The web browser is required. Mozilla Firefox is a free and open source web browser
descended from the Mozilla Application Suite and managed by Mozilla Corporation.
Microsoft Office:
Documents associated with this project are created as Word documents and Excel
documents.
Eclipse:
Eclipse is a multi-language software development environment that is used to develop
applications in Java
Apache Server:
Apache Server is a web server notable for playing a key role in the initial growth of the
World Wide Web.
BIRT:
BIRT is the reporting user interface features and many of the BIRT reporting elements
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that allow the user be able to start building their reports using the database.
mySQL:
This database program will emulate the database that would hold the information
including members and employees for the Boys & Girls Club of the Sequoias.
The software development will require a server running Apache Tomcat and MySQL. Most
modern server operating systems are suitable, but Ubuntu Server is preferred. The web server
can be located in the building, or may be a commercially hosted server by a reputable web
hosting provider. A local server must be network capable, have at least a 1GHz processor,
512MB of memory, and a 10 GB hard drive. For greater reliability, a cluster of servers may be
used. A cloud based Virtual Machine is also acceptable, and in some cases preferred.
Software Development Installation Procedures:
Refer to the Software Development Installation Procedures for guidance and instructions.
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2.0
Software User’s Documentation
SYSTEM SUMMARY
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2.0
SYSTEM SUMMARY
2.1
System Configuration
A web browser is required to view the activity and the menus. A graphical user interface
(GUI) along with an application programming interface (API), which will allow other
methods of interacting with the data such as command line access, and third party
application integration to be created as needed. A keyboard and a mouse are required for
inputting data.
2.2
Operation Description
Staff Check In/Check Out Operations:
The staff can check in and out of their shifts using this operation of the BGTracks
System. The operations allow the ability to track the hours worked by The Boys & Girls
Club staff.
Member Check In/Check Out Operations:
Members can check in and out of The Boys & Girls Club building by using this
operation in the BGTracks System. The operations allow the ability to keep track of the
time spent by a member at a site or building.
Mass Member Check In/Check:
Multiple members can be checked in and out of time spent inside the Boys & Girls Club
using this operation in the BGTracks System. The operations allow keeping track of the
time spent by members at the Boys & Girls Club sites.
Specific Activity Check In/Check Out Operations:
Members can check in and out of their time spent doing a specific activity while at the
Boys & Girls Club. The operations allow the ability to record the time spent by members
doing specific activities.
Member attends an activity inside the Club, a program aide will key in the
member's ID number or name, select the specific activity e.g. "Club Tech", and
click "Check In" or press Enter. A confirmation dialog will appear with the
member's name and ID number. After confirmation the system will transition back
to the activity check in screen.
Mass Activity Check In/Check Out Operations:
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Multiple members can be checked in and out of time spent doing a specific activity at the
Boys & Girls Club. This allows to keep track of the time spent on each activity by
member.
Activity Creation:
Activities can be created for use as an activity. This operation allows keeping track of
the members and the time each member spent participating at activities offered at the
Boys & Girls Club of the Sequoias.
Member Enrollment:
Member can be enrolled either singly by using the member enrollment operation or
multiple members by using the mass member enrollment operation. This operation
allows for new enrollment of members into the Boys & Girls Club of the Sequoias. This
operation also allows for any updates or changes made to all Boys & Girls Club
members’ information currently stored by the Boys & Girls Club.
Weekly Attendance Report:
The user can use this operation to display a report showing the attendance figures for a
given time period. The report will display attendance figures detailing the time spent be
member at the site and the time spent by member at the activities that were available for
the given time period.
General Attendance Check In/Check Out Operations:
Member walks into the building the front desk user will select either "Current
time" or "Exact time". If "Exact time" is chosen, the user will select the desired
time. This choice will be sticky until the user manually changes it, logs out or
times out. Then the user will key in the member's ID number (or name, if the ID
number is unknown), chooses the "General Attendance" activity (this dropdown
selector will be sticky so that a user can check many members into the same
activity quickly), and clicks "Check in" or presses Enter. A confirmation dialog is
displayed with the member's name and ID number. Upon confirmation, the system
transitions back to the activity check in screen.
Schedule Activities Operations:
Unit Directors and appointed designees must schedule activities before they are
available in the attendance sections. Users will click "Schedule Activities" to
reach the activity scheduling screen. Once there, users will select the Unit and
Activity from Drop down lists. They will then enter the start and end times for the
activity, and the date. They will then have the option to click a "Repeat through"
checkbox which will enable further options for repeating events a la Google
Calendar. There will be no option for repeating activities indefinitely. The user
must select an end date. The user may then enter comments about the activity.
Users will click "Submit" when finished. The system will display a confirmation
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dialog with a calendar view that displays the activities the user has chosen to
schedule. Upon confirmation, the changes will be saved, and the user will return
to the Schedule Activities screen.
Emergency Roster Report:
In the event of an emergency or drill, the front desk user will click "Emergency
Roster", which will generate a list of currently checked in members and clocked in
staff with head-count totals. The browser will automatically open the print dialog.
The user can display a report showing which members and employees are currently
checked in or in attendance at the Boys & Girls Club of the Sequoias. The report will
show all members and staff currently checked in at that Boys & Girls Club site or
building.
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2.3
List of User Interfaces
Example User Interface Dialog
Home Main Page:
The user will logon to the system and will key in the member's ID number or name, or select the
specific activity.
Emergency Roster:
The report will show all members and staff currently checked in at that Boys & Girls Club site or
building.
Reports:
The user can retrieve the Weekly Attendance Report.
Configure:
A feature that allows the user to make changes to the system configuration.
Log out:
When a user wishes to leave the workstation, the user clicks "Log Out."
Activity Check In/Out:
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The user can check in our out of a specific activity listed in the system.
Mass Check In/Out:
The user can check in or out multiple members from an activity.
Employee Check In/Out:
The user can check in and out of their work shift to keep track of their work hours.
Membership Check In/Out User Interface:
The user can check in and out membership.
New Member:
The user can add a single member to the system.
Mass Member Add:
The user can add multiple members simultaneously into the system.
2.4
Dependencies and Constraints
Dependencies:
The project is dependent on the current hardware/software policies and procedures in
place for the Boys & Girls Club of the Sequoias.
Constraints:
The user interface must be viewable on a monitor with a 1024x768 resolution or larger.
Design mechanisms are limited to the capabilities of HTML, CSS and JavaScript.
The dependencies that were identified in the project for the BGTracks System is as follows:
Any attendance logs made either by an employee or member can be tracked in the
Reporting function of the Tracking Software.
Any members enrolled or added into the system will be able to be referenced or accessed
by the Attendance function and also the Reporting function of the Tracking Software
program.
Any activities created can be accessed by the Attendance and Reporting functions of the
Tracking Software Program.
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3.0
Software User’s Documentation
GETTING STARTED
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3.0
GETTING STARTED
3.1
Logging On
Login Dialog
When a user sits down to use a workstation for any use other than clocking in or out, the user will key in
their user ID number and click "Log in." The system will transition to a screen with various menu
options. After the user logs on to the system, the user can select the specific activity.
To prevent unauthorized access to sensitive portions of the system, a specific username and
password is needed. A user will be prompted to enter their login and password to access the
BGTracks System.
3.2
System Menus
The system menus for the BGTracks System are:
Activity Check In/Check Out menu to check in a group of members in our out of
activities they are participating in.
Mass Check In/Check Out menu to check in a group of members in our out of
activities they are participating in.
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Staff Clock In/Clock Out menu to keep track of the hours worked.
User Log In/Log Out menu to allow authorized users to access menu screen.
General Attendance Check In/Check Out menu for members to check in when
entering a building and to check out when leaving the building.
Specific Activity Check In/Check Out menu for a program aide to check in or out
members out of activities the member participates in.
Schedule Activity menu for a user to schedule activities into the Track Software so
these activities become stored in the system and are then able to be accessed either
through the Specific Activity or Mass Activity user interfaces.
Member Enroll menu to enroll or update members into the system.
Mass Member Enroll menu for a user to enroll multiple members into the system via
a spreadsheet file.
Reporting menu for users to print out Emergency Roster reports and Weekly
Attendance Reports.
System can keep track of membership fees and is able to print out receipts for any
payments made.
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3.3
Home – Main page
Home Button
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Home Page Dialog
The Home Page is the first window that appears after the user logs in to the system.
The user can now select any options available on the window dialog.
When the user clicks on the “Home” button, the Home Page window will appear.
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3.4
Emergency Roster
Emergency Roster Button
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Emergency Roster Report Dialog
The user can display a report showing which members and employees are currently checked in or in
attendance at the Boys & Girls Club of the Sequoias. The report will show all members and staff
currently checked in at that Boys & Girls Club site or building.
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3.5
Reports
Reports Button
The reporting is used to track and predict trends of member usage and attendance. The possible
choices for report include the Annual Report and the Weekly Attendance Report.
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Reports General Attendance Dialog
The user will click "Reports" then choose "General Attendance" from the "Report: " dropdown
list. Options for the report will appear below the dropdown. The user will select the unit and
desired week. If the user needs to narrow the results, they will click "More filters". They will
then be presented with the "Filters" form, which will allow them to pinpoint results based on
various criteria. Once all filters are set, the user will click "Submit". The report will be displayed
in a printer friendly format in a new window/tab. This window will have icons and links to:
Download the report as a PDF
Download the report as a spreadsheet
Email the report as a PDF
Email the report as a Spreadsheet
If the user chooses to email the report, they will be transitioned to the email screen where they
will enter the From, To, CC, and BCC addresses, the Subject, and the Body of the email. Their
attachment will be included and listed. When they are finished, they will click "Send." The
system will then display a confirmation dialog stating that the user's message has been sent.
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3.6
Configure
Configure Button
A feature that allows the user to make changes (ie. Add, Edit, Update, Delete) to the Member
Management and the Staff Management.
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3.6.1 Member Management
Member Management Dialog
Member Management allows the user to edit or add a new member. The required fields are First
Name, Last Name, and Date of Birth then click Continue to process.
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3.6.2 Staff Management
Staff Management Dialog
Staff Management allows the user to edit or add a new user. The required fields are First Name, Last
Name, and Site then click Continue to process.
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Member Management Roster
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3.7
Log out
Log Out Button
When a user wishes to leave the workstation, the user clicks "Log Out." The “Log out” button will
always be displayed at the bottom left of the web page.
As soon as you click the “Log out” button you will be logged out of the system and taken back to the
login screen page.
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4.0
Software User’s Documentation
USING THE SYSTEM
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4.0
USING THE SYSTEM
4.1
Activity check-in
Activity Check-In Dialog
When a member attends an activity inside the Club, a program aide will key in the member's ID number
or name, select the specific activity e.g. "ClubTech", and click "Check In" or press Enter. A confirmation
dialog will appear with the member's name and ID number. After confirmation the system will transition
back to the activity check in screen.
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Confirmation Check-In Window
Activity Check-In Confirmation Window
When a member leaves an activity, a program aide will key in the member's ID number or name, select
the activity, and click "Check Out." A confirmation dialog will appear with the member's name and ID
number. After confirmation the system will transition back to the activity check in screen.
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4.2
Mass check-in
Mass Check-In Dialog
If attendance has been collected on paper, and many records need to be entered simultaneously, a staff
member will click "Check in multiple." They will then be transitioned to a screen where they can choose
the activity, select the site where the activity occurred, select the date, and select the check in time. They
will then be able to enter several member ID numbers into text fields arranged in a grid. When they have
entered all the IDs, they will click "Check in." They will then be presented with a confirmation page with
the activity, site, date, time and a list of all of the members' names and ID numbers who are to be checked
in. Upon confirmation, the system will check all the members into the activity, and transition back to the
main screen.
Mass Activity Check Out
When an activity ends, and all of the members are to check out at once, the program aid will select the
activity, and click "Check out all." A confirmation dialog will appear displaying the number of currently
checked in members for that activity and the current time. The dialog will ask the user if they are sure
they wish to check out all of the members. Upon confirmation, the system will transition back to the
activity check in screen.
4.3
Staff clock-in
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Staff Clock-In Dialog
When a staff member arrives to begin work, he/she will key in his staff ID number and click "Clock in".
The software will then display a confirmation dialog with the name of the staff member who has clocked
in, and the current time.
Staff Clock-In Success Popup
Staff Clock Out
When a staff member prepares to leave work, he/she will key in his staff ID number and click "Clock
out". The software will then display a confirmation dialog with the name of the staff member who has
clocked out, the current time, and the number of hours and minutes worked today.
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4.4
New member
Create New Member Dialog
When a child enrolls as a member for the first time, the Front Desk Staff takes the paper application and
membership fee (check or cash). The user clicks "New member." On the New Member screen, the user
enters the Unit, First Name, Last Name and Date of Birth. The system transitions to a verification screen
which displays existing members who match those fields. The user then has the opportunity to edit an
existing member, or create a new member. This screen helps to avoid duplicate members in the database.
The user will click "Create New Member" which will bring up a form with the following fields.
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Create New Member Window
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5.0
Software User’s Documentation
REPORTING
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5.0
REPORTING
Reports Dialog
The reporting features to visually display out reports of information in spreadsheet format which and can
be either saved to a file or printed. Utilize the information stored of members and employees and to print
or extract this information into a report format. This reporting function is used to track and predict trends
of member usage and attendance. The possible choices for report include the Annual Report and the
Weekly Attendance Report.
5.1
Report Capabilities and Procedures
Reporting function that permits users to print out Emergency Roster Reports and General
Attendance Reports.
The following covers cases of the reporting features available in the BGTracks System:
Emergency Roster Report:
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In the event of an emergency or drill, the front desk user will click "Emergency Roster",
which will generate a list of currently checked in members and clocked in staff with
head-count totals. The browser will automatically open the print dialog.
Emergency Roster Report Dialog
The user can display a report showing which members and employees are currently
checked in or in attendance at the Boys & Girls Club of the Sequoias. Te report will
show all members and staff currently checked in at that Boys & Girls Club site or
building.
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5.2
General Attendance Report
General Attendance Report
The user can use this operation to display a report showing the attendance figures for a
given time period. The report will display attendance figures detailing the time spent be
member at the site and the time spent by member at the activities that were available for
the given time period.
The user will click "Reports" then choose "General Attendance" from the "Activity" dropdown
list. Options for the report will appear below the dropdown. The user will select the unit and
desired week. If the user needs to narrow the results, they will click "More filters". They will
then be presented with the "Filters" form, which will allow them to pinpoint results based on
various criteria. Once all filters are set, the user will click "Submit". The report will be displayed
in a printer friendly format in a new window/tab. This window will have icons and links to:
Download the report as a PDF
Download the report as a spreadsheet
Email the report as a PDF
Email the report as a Spreadsheet
If the user chooses to email the report, they will be transitioned to the email screen where they
will enter the From, To, CC, and BCC addresses, the Subject, and the Body of the email. Their
attachment will be included and listed. When they are finished, they will click "Send." The
system will then display a confirmation dialog stating that the user's message has been sent.
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6.0
ERROR MESSAGES AND PROBLEM RESOLUTION
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6.0
ERROR MESSAGES AND PROBLEM RESOLUTIONS
Cancelled popup window
The Cancelled popup window appears when the user tries to Check Out a member that was not
previously Check In. Click OK to close the popup window.
Failed popup window
The Failed popup window appears when the user tries to Clock Out an employee that was not previously
Clock In. Click OK to close the popup window.
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7.0
Software User’s Documentation
APPENDIXES
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7.0
APPENDIXES
7.1
Description of data formats and file structures
EMPLOYEE:
EmployeeId : Unique number that identifies a specific employee
Title : Job title of the employee
Field
EmployeeId
Title
Type
Number
String
EMPLOYEE LOG:
Id: A 1 to 9 digit number that uniquely identifies a person
EmployeeId: Unique number that identifies a specific employee
ClockInDt: Date that format is HH:MM:SS MM/DD/YYYY
ClockOutDt: Date that format is HH:MM:SS MM/DD/YYYY
Field
Id
EmployeeId
ClockInDt
ClockOutDt
Type
Number
Number
Date
Date
ABSTRACT PERSON:
LastName: Last name of the person
FirstName: First name of the person
MiddleName: Middle Name of the person
BirthDt: Date of Birth of the person
Sex: Gender of the person
Ethnicity: Ethnicity of the person
Nickname: Nickname, if any, of the person
Address1: Number and Street Address of the person
Address2: Second line would be if address
City: City of residence of the person
State: State where person is located
Zip: 5 digit zip of the member
HomePhone: Home phone of the person in (123) 456-7890 format
CellPhone: Cell phone of the person in (123) 456-7890 format
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Field
Type
LastName
FirstName
MiddleName
BirthDt
Sex
Ethnicity
Nickname
Address1
Address2
City
State
Zip
HomePhone
CellPhone
String
String
String
Date
String
String
String
String
String
String
String
String
String
String
MEMBER:
MembershipId: A 1 to 9 digit number that uniquely identifies a member
MemberStartDt: Date of effective membership start with the Boys & Girls
Club of the Sequoias
SiteId: Unique identifier of a building of The Boys & Girls Club of the Sequoias.
DoctorName: Name of the members’s primary doctor
DoctorPhone: Phone number of the doctor
InsuranceGroupNumber: Group number of the members’s insurance
InsuranceSubscriberNumber: Insurance number of the member
PrimaryLanguage: Primary language spoken by the member.
IsMilitaryChild: Specifies if the member’s parent is in the military or not
LivesInSingleParentHousehold: Identifies if the member is living with a single paret
Field
MembershipId
MemberStartDt
SiteId
DoctorName
DoctorPhone
InsuranceGroupNumber
InsuranceSubscriberNumber
PrimaryLanguage
IsMilitaryChild
LivesInSingleParentHousehold
Software User’s Documentation
Type
String
String
String
Date
String
String
String
String
String
String
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ACTIVITY:
ActivityId: Unique number that corresponds to that specific activity.
SiteId: Unique number assigned to a specific Boys & Girls Club of the Sequoias site
Name: Name of the activity
Field
ActivityId
SiteId
Name
Type
Number
Number
String
ACTIVITY LOG:
ActivityLogId: Unique number identifying a specific activity log.
CheckInDt: Date that the log was checked at.
CheckOutDt: Date that the log was checked in.
MembershipId: A 1 to 9 digit number that uniquely identifies a member
ActivityId: Unique number identifying the number a specific activity.
Field
ActivityLogId
CheckInDt
CheckOutDt
MembershipId
ActivityId
Type
Number
Date
Date
Number
Number
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8.0
Software User’s Documentation
GLOSSARY
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8.0
GLOSSARY
Attendance - Attendance would entail any check in or check out procedure either
pertaining to a member or an employee of the Boys & Girls Club of the Sequoias. The
identified sections of this part is the member and employee check/in, activity check in/out
and user login/out
Data Entry - Members can either be enrolled individually or in groups.
Front Desk User - This user has the most interaction with the membership tracking
software. The front desk user is positioned at the front doors of the building, greets the
members, enters their general attendance, interacts with the parents for payments, and
enters new membership applications.
Grants Administrator – The Grants Administrator depends on accurate, simple-to-read
reports on attendance and other measurable from the system.
Members – A member is a child who has enrolled in the club. At some locations, members will
interact directly with the software. Members are children who attend the Boys & Girls Club of
the sequoias.
Member ID Number – A 1 to 9 digit number that uniquely identifies a member.
Process – Any software-related activity such as change analysis, specification, design,
coding and testing.
Product – any intermediate or final output resulting from a software process such as user
documentation or system documentation (for example, specification and design), program
listings, test data, source code and object code.
Program Aide - A person who supervises rooms and directs activities. This person will
schedule activities in the system, and check members into and out of those activities.
Reporting – a section covers the available reporting methods found in the Tracking
Software and includes the Emergency Roster Reports and Weekly Attendance Reports.
Scheduling - This section covers any activities that can be scheduled or made using the
Tracking Software.
SDD – Software Design Document.
Site – Location of a building of The Boys & Girls Club of the Sequoias. Can also
referenced as a unit.
Staff ID Number – A 1 to 9 digit number that uniquely identifies a staff member.
Staff Member – All staff members must clock in and out using the system. They may have
additional interactions similar to those of a Program Aide.
SPMP – Software Project Management Plan Document
SRS – Software Specification Requirements
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SVN – Subversion Network
Unit – Unit describes both the physical location of a Boys & Girls Club site, and the idea
of a site object with its employees, members, and activities.
Unit Director – Unit Directors are managers of their respective sites. They must schedule staff
hours, and member activities. They must also review and print time cards to submit to Human
Resources. Additionally they will pull various reports.
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