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Information to Run Your Program
March 2015
In This Issue
Customer Spotlight - Gloria Baugh
Zip Code Updates
Did You Know? ACEweb Instructor Access - Custom Rosters
Spring Cleaning
Report Wizard Pre-Con Added
Input on Name Screen Redesign
Training at Texas Chiropractic College
Customer Spotlight - Gloria Baugh

All of us here at ACEware Systems know that our customers are doing really great things.  Such great things, in fact, that we think you should know about them, too!  This month kicks off our new Customer Spotlight series, in which we share with you a customer about whom we think you should know more. 


First up is Gloria Baugh, Office Services Supervisor for the department of Workforce Training at Lewis-Clark State College in Lewiston, Idaho.  Gloria is one of eight staff members at LCSC Workforce Training, including the Director, Dr. Linda Stricklin, three coordinators, two administrative assistants, and one customer service representative.  In the seven years that LCSC Workforce Training has been an ACEware customer, Gloria has played an integral role in supervising course and student data entry, statistical reporting, and processing invoices. 


But don't take our word for it--here's what Gloria had to say:


Tell us a little more about your program:

Workforce Training offers a wide variety of daytime and evening classes in the classroom, online and via correspondence for:

  • Workers who have lost their jobs
  • Workers who need upgrade training
  • People who need to improve skills to join the workforce
  • Businesses and industries who need customized training
  • Students in apprentice programs

What is your role in the process?

My role in the ACEware process:  I am the supervisor over the Workforce Training administrative staff and work with them on the input of classes and student information. I write ACEware reports as needed for the collection of statistics for state and other reporting.  I also do the invoicing and apply payments to the invoices when they are paid.


Tell us about a recent accomplishment:

As part of the assessment and planning process at LCSC I track invoicing and receivables to ensure they are current within two months of the course end date.  I modified the Aging Report to collect the information.  The report collects the payer name, the invoice number and the date of the receipt that comes back from our controller's office after the payment is deposited.  It also collects the course end date and the number of days between the end date of course and the date of the receipt.  It puts a 1 in the column under the number of days it took to collect (paid before end of class, 1-30 days, 31-60 days, 61-90 days or over 90 days). When the receipt comes back from our controller's office it is recorded a user defined field and there is also a user defined field where I can enter the reason if it was over 60 days.  I requested that the user defined fields be put on the payment screen (under additional notes) and ACEware programmers set up the fields for this special report.   The comments show on the report so it can easily be identified why the payment wasn't collected within 60 days.  At the end of the report it counts the total number of invoices and the totals for each column.  This report was a challenge for me, but with the help of Lindsey Lieberman, I was able to get the help I needed to complete the expressions and variables that were giving me a difficult time.


My favorite thing about Student Manager is:

The simplicity of entering information.


If I could change one thing about Student Manager:

I would change a few of the things that were modified in the new Student Manager 8.  Some of the screens take a few more steps to access information and it takes a little extra time for staff.


Is there anything else you'd like to share with us?

Lindsey is always very friendly and helpful and willing to take on the challenge of helping me with my needs.  She was a very big part of helping me make this report work for our needs.  I also enjoy being able to modify and write my own reports.


(Edit:  Lindsey swears that she didn't offer any bribes for this answer...)



Contributed by Lindsey Lieberman

Zip Code Updates

From time to time, ACEware Systems posts an update to zip codes. Our most recent update was posted at the end of January. If you haven't updated your zip codes recently, you can download the newest list  here (obtain the username and password from your technician if you do not already have it).


Prior to Student Manager version 8, you had to run a special procedure in updatev to get these to import. Now you can import directly from SM following these steps:  

  1. Unzip the newzip.dbf into your Student Manager directory.
  2. Select Tools > Import/Export > Zip Code Updates.
  3. Navigate to your Student Manager directory and select the newzip.dbf file.
  4. Click the Select button.
  5. The system will now update your Zip Code records then notify you when the procedure is completed. Click the Done button to close the notification window.
This routine does not overwrite existing zip code records. It just adds in any new ones.
New zip codes are being added all the time so it is important to keep your zip codes current. Update your zip codes today!

Contributed by Matthew J. Olson

Did You Know? ACEweb Instructor Access - Custom Rosters

The registrant information displayed on Instructor Rosters is determined by your RosterFields INI setting. You can customize the registrant information for a specific course with the Configuration Settings for ACEweb Special Functions field on the course ACEweb Info tab.


You have two options to customize a course roster:

  • Display Additional Fields - show the fields from the RosterFields INI setting plus any add additional fields you want to display. For example, include the registrants' T-shirt size in the Roster for a specific course. Another example is to add a link to Workshops page on a workshop course so the instructor can see what workshops the registrant selected.
  • Replace Default Fields with a Custom Set -  replace the fields from the RosterFields INI setting with a custom set for a specific course. For example, you normally show registrants' Name, Address, Phone and Email in instructor rosters.  However for a specific course, you only want to show Name, Firm and Email address.


See these topics in Student Manager Help, or contact your ACEware technician.

Contributed by Cheryl Scott

Spring Cleaning
When someone thinks of Spring Cleaning, s/he thinks of opening the windows, letting the fresh air in, and the musty smell of winter out. Dusting to make it new again. Same goes for your database. You want to make it brighter and faster and cleaner. And lucky for you, Spring  Cleaning  with Student Manager version 8.0  has never been easier. In 7.2.A, all users had to sign out of Student Manager and run other programs to clean up data, but now you can do it all while logged in!

First and foremost, always make a backup of your database before doing any sort of maintenance. Next, you will want to come up with a game plan. A plan of what you want to address. Just like with Spring Cleaning, you should make a list of what needs done. We've compiled a list for you on our Online Help GuideSome you may want to do this more than once a year, and some you may find you don't need to do it at all. For example, if you've never captured credit card numbers in your database, you do not need to Purge Credit Card Numbers (and from now on, in version 8.0, you cannot capture them anyway).

I would highly recommend getting signed up on the ACEware Forums if you are not already. We put many helpful hints and "How Tos" for you to keep in your arsenal for cleaning and upkeep of your database. Sign up here.

Lastly, when you are planning to do maintenance, please let your technician at ACEware Systems know. That way, if you are upgrading, we know what you are going to do and can advise you. We can also schedule time to help you out. Your assigned ACEware Technician can learn from you and advise you on what you do and do not need for your Spring Cleaning. We are here to help!

Contributed by Michael Lowry
Report Wizard Pre-Conference Session Added
Since several of you requested it, ACEware is excited to announce the addition of the Report Wizard pre-conference session to this year's conference. 

Nine customers participated in this half-day session last year, and we had a lot of fun. This year's full-day session will be modeled after last year's; it will be a hands on, think on your feet session. Come prepared with some real-life examples of reports that your program needs, and we'll show you how to generate the information.

If you have questions as to whether or not this session is right for you, email Matthew. See the full session description and register  here. For information on the full conference, go here.

Contributed by Matthew J. Olson
Input on Name Screen Redesign
We are looking for some input on redesigning the names screen in Student Manager. One idea being proposed is to move some demographic information from the main screen into its own tab. Critical name fields will remain on the main screen.

We need to know what demographic data elements you would like to keep on the main screen.  Provide your input into this redesign by completing this survey.

Contributed by Matthew J. Olson
Training at Texas Chiropractic College
Last week, Texas Chiropractic College received a visit from Lindsey. Their team (pictured) received two days of onsite training. They came away with a higher understanding of Student Manager and ACEweb. Good job TCC!

If you are interested in hosting a private or public onsite training, please contact Emily or your technician. If you prefer calling, Emily's extension is 210. Pricing information available on our website.

Contributed by Matthew J. Olson
Thank you from all of us at ACEware Systems!

- Chuck, Sharon, AJ, Bill, Cheryl, Chris, Emily, Jason, Lauri, Lindsey, Matthew, Mike,  Stein, Sunil

About Aceware

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