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December  2019 | Issue #86
 
Current Releases: SM 8.0.082 (12/2) | AW 3.5.056 (11/6)
A 20/20 View of ACEware - 1/23 2:00 CDT 
ACEware Systems Newsletter - Information to Run Your Program
Backups, Cleanups, and Close-ups
Before you set your out of office message and close up the office for what we hope will be a long and relaxing holiday break, don't forget to do a little data cleanup--it's your gift to a system that's worked hard for you all year! You're probably already running common cleanup procedures like combining duplicate names and deactivating courses (hint hint), so why not take it to the next level? These are a few of my favorite things:
  • Move your backups OUT of your Student Manager folder. If something happens to your server over the break and data is lost, those backups will also be lost. I recommend putting backups on an external drive that can be locked away somewhere safe. Remember: You can only go back to the last time you backed up your data.
  • Remove unnecessary files from your Student Manager directory. Remove old excel files, pdfs, images, and gateout log files (get with your tech if you're unsure about any files that might be necessary).
  • Review your list of users in Student Manager. Do you still have user accounts for employees who left several years ago? Delete them! Their names will still be stamped on any records that they were the last to create or update, so you don't have to worry about all traces of their activity disappearing.
A well-groomed database is a happy database. 

Contributed by Lindsey Lieberman
December & January Schedule Reminders
In case you missed it last month, we will remind you of some dates to note on your calendar:

December 24-25 : Closed for Christmas
December 31: Closing at noon CT for New Year's Eve
January 1: Closed for New Year's Day
Update! January 16-17 (formerly listed as January 15-16):
ACEware's annual planning retreat.  We will be on call for emergencies, but will not schedule any appointments on these dates.  CALL with an emergency.   
Email us for non-emergency needs and we'll get back to you during meeting breaks or after retreat.  Note that Lindsey and Stein will be traveling to Kansas on the 15th.  
 
Contributed by Sharon Brookshire and Matthew Olson
Customers in Association Headlines!
UTEP P3 Team receive Excellence in Management Practice award
ACEware is so proud when our customers receive much deserved recognition at professional association meetings. 

At the 2019 LERN Conference in San Diego last month, the University of Texas El Paso P3 team received an International Award for Excellence in Management Practice. (They have strong standard operating procedures!)

The 50th NCCET conference was held just last week in Orlando.  At their awards luncheon, Tri-County Technical College, received an  Exemplary Program Award for their Corporate College.   

Dean Richard Colthran accepts award for TCTC's Corporate College
These two schools have been invited to present at our 24th Annual Users' Conference, June 2-5 in Savannah, GA. 

At the conference, you'll have an opportunity to share a short infomercial about the great things happening in your programs too.  Just think of all the new  ideas you'll return home with along with tips, tricks, and best-practices for using your ACEware software to support them!

Contributed by Sharon Brookshire
Tip of the Month: Peeking Inside - Display data from UDFs on Main Screen
You have lots of places to store data, but sometimes you'd like to get to (see) the data all in one place. For example:  O the name screen, you store critical data in Demographics or Additional Info tab, but you'd like to see the data without having to hit the tab every time!
 
Solution: Use your Preferences, UDF setup screens, "Edit UDF Display"
 
This gives you  the ability to reference any data field that you can connect to your student's record. You can get data from the Demographics or Additional Info tabs, or by using functions. You can even get data from Credentials or even certain registrations.
 
Here's the Edit UDF Display panel:
 
NOTE: We don't really expect you to be able to craft this data display string--that's what your Tech is for. If you tell your ACEware Tech what data you'd like to see on the name main screen, they can send you the magic formula(s) to make it all happen.
 
ALSO NOTE: DTOC (Date to Character) does not work well with NULL (blank) dates in SQL Server. You'll need to be sure that the date isn't NULL by doing an IIF (Inline IF) comparison. Something like: iif(isnull(nameudfs.nudfd1),[],dtoc(nameudfs.nudfd1))
 
So, this is the Additional UDF's screen for Charles:
 
And THIS is what you'll see on the main screen. So you can instantly see Charles's pet type, hire date, High School, etc. WITHOUT having to click through several tabs!
 
While the Names screen has the most "peek a boo" options (four), the Course screen and Registration screen also have one slot that can display related data.
 
TIP: The online help guide does offer some help on this; open the guide and search for "Edit UDF Display".
 
Enjoy! 

Contributed by Chuck Havlicek
Report of the Month: 1098T
This report applies mainly to tech schools, but if you have some credit programs, this will probably also apply to you as well. The report I am talking about is the 1098T report. For those of you unfamiliar with it, 1098Ts are the tax forms submitted to the IRS to show what tuition was charged for a given year.

This report is under Reports -> Accounting -> Daily Income X Source by Course. You should have a couple options under additional reports (if you are missing one, request it from your technician). One is the Form layout and the other is there to Export. The Export version is also in the Form format, so both should closely match the actual 1098T form to print. The Export also pulls in financial aid (the 0 in the example below) that aren't loans to report that. It also exports to Excel XLS (hence the name) the various numbers to upload to the IRS.

Tax time is right around the corner. Are you ready?

Contributed by Matthew Olson

We wish each of you a very happy holiday.  Thank you for an amazing year together!  

- Chuck, Sharon, AJ, Jason, Joe, Lindsey, Matthew, Mike, Stein, and Susan

 ACEware Systems
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