Software User Documentation

Software Users 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 Printed Name Signature Date
Software Users Documentation
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SOFTWARE USERS DOCUMENTATION

TABLE OF CONTENTS
Page # 1.0 1.1 GENERAL INFORMATION .......................................................................................................... 5 RESTRICTIONS: ............................................................................................................................ 5 Introduction ................................................................................................................................. 5 Information Storage ..................................................................................................................... 5 Membership Time Keeping ......................................................................................................... 6 Employee Time Keeping ............................................................................................................. 6 Reporting ..................................................................................................................................... 6 1.2 1.3 1.4 1.5 1.6 1.7 License Information..................................................................................................................... 7 Installation Procedures ................................................................................................................ 7 Authorized Use Permission ......................................................................................................... 7 Purpose ........................................................................................................................................ 7 Audience Description .................................................................................................................. 8 Hardware Requirements .............................................................................................................. 8 Hardware Guidelines ................................................................................................................... 8 CPU .............................................................................................................................................. 8 Memory ........................................................................................................................................ 8 BGTracks System Station Hardware............................................................................................ 9 1.8 1.9 2.0 2.1 2.2 2.3 2.4 3.0 3.1 3.2 3.3 Software Requirements................................................................................................................ 9 Software Development Requirements ......................................................................................... 9 SYSTEM SUMMARY .................................................................................................................. 12 System Configuration ................................................................................................................ 12 Operation Description................................................................................................................ 12 List of User Interfaces ............................................................................................................... 15 Dependencies and Constraints ................................................................................................... 16 GETTING STARTED ................................................................................................................... 18 Logging On ................................................................................................................................ 18 Login Dialog .............................................................................................................................. 18 System Menus ........................................................................................................................... 18 Home Main page .................................................................................................................... 20
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Home Page Dialog ..................................................................................................................... 21 3.4 3.5 3.6 Emergency Roster ..................................................................................................................... 21 Emergency Roster Dialog .......................................................................................................... 23 Reports....................................................................................................................................... 24 Reports Dialog ........................................................................................................................... 24 Configure ................................................................................................................................... 26 Configure Dialog ....................................................................................................................... 26 Member Management ................................................................................................................ 26 Staff Management...................................................................................................................... 26 3.7 4.0 4.1 Log out....................................................................................................................................... 29 Log Out Dialog .......................................................................................................................... 30 USING the SYSTEM..................................................................................................................... 32 Activity check-in ....................................................................................................................... 32 Activity Check-In Dialog .......................................................................................................... 32 Confirmation Check-In Dialog .................................................................................................. 33 4.2 4.3 4.4 5.0 5.1 5.2 6.0 7.0 7.1 8.0 Mass check-in ............................................................................................................................ 34 Mass Check-In Dialog ............................................................................................................... 34 Staff clock-in ............................................................................................................................. 34 Staff Clock-In Dialog ................................................................................................................ 35 New member ............................................................................................................................. 36 Create New Member Dialog ...................................................................................................... 36 REPORTING ................................................................................................................................. 39 Reports Dialog ........................................................................................................................... 39 Report Capabilities and Procedures ........................................................................................... 39 Emergency Roster...................................................................................................................... 39 General Attendance Report ....................................................................................................... 39 ERROR MESSAGES AND PROBLEM RESOLUTION ............................................................. 39 Error Dialog ............................................................................................................................... 39 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
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 members 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 schools DBMS. Updates membership data generated by other DBMS, for example by a schools DBMS. Stores documented behavioral incidents and injuries of members. Stores information on employees of the Boys & Girls Club of the Sequoias.
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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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BGTracks System
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
SYSTEM SUMMARY
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2.0 2.1
SYSTEM SUMMARY 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 dialog with a calendar view that displays the activities the user has chosen to
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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
GETTING STARTED
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3.0 3.1
GETTING STARTED 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
USING THE SYSTEM
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4.0 4.1
USING THE SYSTEM 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
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
APPENDIXES
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7.0 7.1
APPENDIXES 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
Type Number Number Date Date
Field Id EmployeeId ClockInDt ClockOutDt
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 memberss primary doctor DoctorPhone: Phone number of the doctor InsuranceGroupNumber: Group number of the memberss insurance InsuranceSubscriberNumber: Insurance number of the member PrimaryLanguage: Primary language spoken by the member. IsMilitaryChild: Specifies if the members parent is in the military or not LivesInSingleParentHousehold: Identifies if the member is living with a single paret
Field MembershipId Type String String String Date String String String String String String
MemberStartDt SiteId DoctorName DoctorPhone InsuranceGroupNumber InsuranceSubscriberNumber PrimaryLanguage IsMilitaryChild LivesInSingleParentHousehold
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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
Type Number Number String
Field ActivityId SiteId Name
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.
Type Number Date Date Number Number
Field ActivityLogId CheckInDt CheckOutDt MembershipId ActivityId
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8.0
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
Software Users Documentation Page 49
BGTracks System
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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BGTracks System
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Software User Documentation

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Software Users Documentation For The BGTracks System

Boys & Girls Club of Sequoias

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SOFTWARE USERS DOCUMENTATION

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LISTS OF ILLUSTRATIONS (Alphabetical Order)

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The BGTracks System consists of the following:

Information Storage Membership Time Keeping Employee Time Keeping Reporting

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Membership Time Keeping

Employee Time Keeping

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Authorized Use Permission

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BGTracks System Station Hardware

Monitor PCI video card SVGA monitor

Keyboard USB connector. Mouse USB connector.

Software Development Requirements

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SYSTEM SUMMARY System Configuration

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List of User Interfaces

Example User Interface Dialog

Dependencies and Constraints

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GETTING STARTED Logging On

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Home Main page

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Home Page Dialog

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Emergency Roster Button

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Reports General Attendance Dialog

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3.6.1 Member Management

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3.6.2 Staff Management

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Member Management Roster

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USING THE SYSTEM

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USING THE SYSTEM Activity check-in

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Confirmation Check-In Window

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Mass Activity Check Out

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Staff Clock-In Success Popup

Staff Clock Out