Utilities

The Utilities section of the 21st CCLC Data Entry and Reporting System provides you with site administration tools to manage information programs might share. For example, you can delete dates for when program service activities won't be held (ie. holidays) with the Bulk Schedule Date Delete function. You can also manipulate the active status of individuals based on when they will be attending activities. The functions within Utilities allows you to save time by adjusting status and schedule for all programs at once.

Bulk Schedule Date Delete

When you assign schedules to programs, the software automatically creates attendance sheets for the date(s) that you specify. However, you may want to delete certain dates--such as for school holidays or any time a number of activities will not be held on a scheduled date--but you do not want to go through the hassle of pulling up every single program's schedule and deleting these dates. The Bulk Schedule Date Delete allows you to delete dates across programs so that you can avoid this.

It is important to note the ramifications of deleting dates. Once dates are deleted, they cannot be retrieved and must be re-entered through editing the individual schedules for each program. For this reason, you can only delete one date for programs, so that whole ranges of dates may not be mistakenly deleted from each program.

To delete a date for service activities:

1. Select Utilities from the Main Menu.
2. Click on Bulk Schedule Date Delete at the Utilities Main Page.
3. Enter the date you want to delete for programs (for example, 12/25/2003) in the box labeled Scheduled Date. Click on Find Services to generate a list of program services that include this date in their schedules.
4. If the list that you see corresponds to the right services, then click on the Delete Dates For These Services button.
5. You will then see a page that asks you to confirm this delete. Again make sure that you want to delete this date for these services. Click on Confirm Delete to complete deletion.
6. You will then be brought back to the Utilities Main Page, and the date has been deleted from the services.

Set Term for Active/Inactive Participants

Instead of going through participants and assigning active or inactive status to each, you can do this in considerably less steps with the Set Term for Active/Inactive Participants function. With this function, you will be able to set active status based on which services they are enrolled in. By setting the term (such as for the school semester), participants who are enrolled in services that occur within the term will be listed as active, and those in services not included in the term will be listed as inactive. Setting participant status correctly makes it easier to track participants. For example, you will be able to create relevant attendance sheets.

To set the Term for Active/Inactive Participants:

1. Select this option from the Utiltities Main Page.
2. Enter the Begin and End dates for the service term.
3. Click on Set Term. The page will then show you how many participants have been changed to active or inactive.
4. Click on Return to go back to the Utilities Main Page.

Set Service Term

When you set the service term, you will only see services active during this time period at the Group Services Main Page. Thus, with a large number of services and programs, you can reduce the amount of time spent searching for services at the Group Services Main Page, since programs and services that occur outside of the set service term will not appear.

To set the service term:

1. Select Utilities from the Main Page, and then Set Service Term.
2. Enter the Begin and End Dates for the term.
3. Click on Set Term.

Issue Tracker

You will also find the Issues Tracker function within Utilities. The Issue Tracker is another way of getting in touch with our technical staff in the event you need assistance with the system or would like to post a suggestion. The Issue Tracker serves as an electronic bulletin board for which you and your 21st Century colleagues can post and view questions and responses. Our staff will be alerted immediately once an issue has been posted, and will respond directly via the Issue Tracker.

To post an issue on the Issue Tracker:

1. Choose Issue Tracker from the Utilities Main Page. You will then be brought to the General Help page. Here is where you can view previous posts. It would be a good idea to look through the posts first in case a colleague has posted a similar question.
2. Click on New Issue to post a new question.
3. Type in your question/issue in the box.
4. Press on Save and Return to post the question and return to the General Help page.