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CUSTOM MODIFICATIONS This is a sample listing of modifications for student and financial applications that Bassco, Inc. has developed for CIMS. CIMS FINANCIAL MANAGEMENT SYSTEM: Modified the G/L Account Index to (1) support question-mark logic or a pop-up account element selector window, so you can display only a subset of accounts, and, (2) only display accounts to which the user is authorized (as set up in GNL.110). Developed automatic routing and approval of journal entries (both adjusting and budget). This includes budget checking, and the ledger is not impacted until a journal entry is approved. Built a system for users to enter requests to attend professional conferences & meetings. Requests are automatically routed to appropriate approvers, and, once approved, the system creates P/O's and invoices for direct pay expenses. Created a purchase order duplication function that adds a new purchase order by copying an existing one, optionally changing one or more account elements in the process. Each detail line of the new PO is then fully editable. This is particularly useful for those long textbook orders. Created the capability to define G/L account descriptions based on the full (up to 28 digit) account strings. If present, this description replaces the "generic" account description (as defined in GNL.203) on screens and reports. Set up ACH/Direct Deposit payment of employee expense checks. Employees tend to hang on to these checks, cluttering your bank reconciliation, and they frequently lose them! This process will also work for selected vendors' invoices. Added the capability to select invoices to pay based on the invoice due date. Surprisingly, CIMS does not support this function. Developed a technique to send e-mail from within a CIMS program. Possible uses include notifying the requestor when a P/O is approved (or rejected), notifying approvers when they have P/O's waiting to be approved, and notifying employees of certificate expirations, un-cashed/old/lost paychecks, and (during time entry) the use of leave which would result in a dock. Built a budget maintenance system, which allows the district to specify which users are authorized to do the budgeting for which accounts. Those users then see the total dollars for all their accounts, any changes made, as well as the data for an individual account, all on one screen. Expanded the General Ledger Financial Report Writer to support additional calculations beyond the 45 already provided. For example, we can include a column showing the total remaining payroll cost, and another column showing the difference between the payroll budget and total remaining payroll cost. Expanded the purchase order closing procedures by enabling the closing of purchase orders by PO number range and/or account range. Automated account inactivation (I or D) for those accounts with no activity. Added a front end to the bank reconciliation. Instead of keying the deposits from the bank statements, the deposits previously entered into FMS are displayed and made available to interactively reconcile against the bank statement. You can then selectively import the matching data from the screen into the reconciliation file. Wrote a modification to sort requisitions (RPOs) by vendor name for PO creation. Added the ability to force the budget checking parameters in the General Financial Management Options to use a percentage of the actual budget. Added the capability to prevent the printing of closed purchase orders, as well as the ability to prevent changes to approved purchase orders. Added the ability to the new PO Routing System to have multiple level 8 approver(s) approve all POs. Created an interface to load a PC based check file received from a bank into the CIMS Bank Reconciliation System. Top of Screen CIMS EMPLOYEE MANAGEMENT SYSTEM: Added the capability in EMS to support user-defined addenda, leave, and deductions based on whatever rules are necessary. This is very useful in larger districts, where unions sometime make unusual demands. For example, we can handle garnishments, and we can compute deductions and leave accruals based on hours worked. We are developing the interface for FrontLine Data's AESOP product. AESOP is a web-based system where employees and substitutes log on to record and fill absences. Our interface will merge substitutes' time worked and employees' absences into CIMS payroll. It will perform error checking and provide additional reporting. Developed a data base audit function to keep track of all changes to selected files, so you can answer questions such as, "Who changed this employee's pay rate? When? Where were they signed on?" This, too, is very useful in larger districts, and, it requires no changes to base CIMS programs! Significantly automated the payroll budget forecasting process for multiple years, allowing for various choices for each year based on computed totals in prior year. Created separate contract programs to allow entry of additional data needed for printing contracts. You can then print contracts. Modified time entry to determine if there is a signed contract on file, total time paid for contract does not exceed time allotted for that contract, and no resigned date exists for that contract. Added the ability to mass withhold the printing of absences on check stubs. Added screens to P/R check lookup to show account distribution and absence detail. Created a mass assignment generator that will add an assignment with a specified new job code to each employee with an existing assignment with some other specified job code, or to employees in a specified group. Developed a very comprehensive one-page-per-employee report that shows almost everything you ever wanted to know about each employee. Significantly streamlined EMS Mass Time and Attendance Input. This includes automatic changes to account strings when inputting overtime, and it is very useful in larger districts. Customized direct deposit and bank reconciliation functions to support unique bank requirements when data is sent/received by modem and/or directly to/from the AS/400. Implemented "Positive Pay," where you send a file of your check information to the bank to prevent fraud. Modified the Check writing program in numerous ways and set up custom direct deposit and check mailers. Created a modification to arrear deductions if employees do not make sufficient pay to subtract all deductions. Set up a pay table function to facilitate the creation of next year's tables by adding percentages and/or dollar amounts to the current tables. A range of percents may be specified that will automatically be spread across the steps in the table. In turn, a higher percentage increase may be given to employees with more seniority, or vice versa. Developed an enhancement whereby you can temporarily prevent all users except one from signing on to CIMS. This is useful when a dedicated environment is required such as running payroll or EOM closing. Created a Staff Development system to keep track of local and off-site course offerings, presenter information, accumulated hours, etc. This enhancement is independent of the Human Resource Management system. Created a substitute assignment tracking modification. This requires both SMS and EMS, but is independent from HMS. Created an alternative EIS.301 - Employee Basic Information set of screens that does not contain employee payroll information for those users who do not need access to this information. Created the ability to track leave usage and accruals for contract period and lifetime. Added the capability to accrue a separate absence code based on perfect attendance. Developed a process to allow employees to 'Bank' certain types of absences. These 'Banked' units can be processed to automatically create additional assignments to pay for all or some of the 'Banked' units. Top of Screen CIMS FIXED ASSET SYSTEM: Modified FAS to compute accumulated depreciation. No, CIMS does not do this, but you'll need it for GASB 34. Modified FAS to allow fixed assets to be directly posted to the Suspense File at the time invoices are posted. This bypasses the need for receiving. Top of Screen CIMS WAREHOUSE MANAGEMENT SYSTEM: Developed automatic routing and approval of warehouse requisitions. Added the ability to encumber backorders in the WHS system. Top of Screen CIMS STUDENT APPLICATIONS: Created software to support the upload of achievement test scores from PC diskettes in various formats, i.e., Iowa, California, Stanford, SAT, etc., and then view them in CIMS, generate reports, and print them on transcripts. Created an interface to Excelsior Grade 2 (Pinnacle), which downloads students, teachers, schedules, etc., and uploads grades, comments, and attendance. Teachers' gradebooks are updated automatically every night. Developed several different academic eligibility and award eligibility tracking systems based on courses taken, GPA's, attendance, and discipline. Modified address maintenance to enforce the consistent entry of street names in terms of spelling, directions (N, S, E, W), number ranges, etc. Automatic assignment of the student's Map Grid is optionally provided. This enhancement is very useful to the transportation department, and to those who assign the next year school number. Created an interface to Edulog (bus routing system) that keeps track of the last data downloaded to the PC. This allows for rapid refresh of the PC database, since only changes need to be transferred. Implemented several Student Fee Billing and Accounts Receivable systems that automatically generate fees based on courses taken and other parameters, and automatically adjust/pro-rate the fees following schedule changes. Modified transcripts many ways, such as (1) show semester 1, and semester 2, and final grade on one line, (2) include ACT, SAT, and state proficiency test scores, (3) show correct full and half day attendance data, and (4) print on customized forms. Set up a new absence maintenance function that is directly accessible from a menu instead of going through Access to ALL Student Records, and allows users to enter absences and reason codes on a single screen. Modified the on-line scheduler to display courses that have just been scheduled in period and/or term order, rather than the order in which the requests were keyed. Added the capability to assign lockers by class, by grade, and by course request. Developed exception reports of room utilization - rooms with available slots, rooms that are overbooked, i.e., scheduled for more than one course/section at a time. Modified attendance functions to support printing of full and half day absences on report cards, and to print new absence summary reports by homeroom and by student, and to print a new absence reason breakdown report. Modified grading computations in numerous ways including rounding off, special rules for how grades (e.g., I) given in selected periods should affect semester and final grades, and special rules for how credits are earned, excluding selected students from GPA, etc. Modified the on-line scheduler to provide an option to reset the schedules for only those courses that begin in a specific term. Created the capability to print student schedules in sequence by homeroom or counselor and to print course fees on the schedules. Developed software for Magnet School "Lottery" processing, which randomly assigns applicants to desired schools based on district-defined parameters, and then automatically updates the next year school data in CIMS. Established a Drop/Add Reporting System that automatically notifies teachers and counselors of drops and adds, and prints revised schedules for counselors. Established the ability to mass update counselor codes and mass assign counselors. Added the capability to assign homerooms by class, by grade, and by course request. Set up a student profile turn-around document to be sent home to parents - prints student demographic data on a preprinted form with space for corrections. Developed an interface to a food service point of service application that generates bills and maintains receivables. Developed a Field Trip Management system enabling school personnel to enter a field trip request. The request is then printed out for approval by the appropriate administrator(s). Once approved, a field trip order form is printed for the transportation department that includes the date, destination, number of students, default account numbers, etc., with spaces for entry of buses, drivers, driver hours, miles, fuel costs, etc. After the trip, the transportation department updates the data and various reports are available, including a summary that allows easy entry of G/L journal entries. Created several customized report cards, honor roll reports, transcripts and student graduation requirements reports and inquiries. Established an Excessive Absences Warning system that allows each school define their own criteria for excessive absences, tardies, and unexcused absences, and then prints warning messages on the absence reason worksheet. Instead of printing warnings on the worksheet, we can interface this function with the CIMS Attendance Letters program or other word processors. Also developed a Truancy Module which supports two categories of truancy (e.g., habitual and chronic). This builds a file that includes the truancy data as well as demographic/address info, which can be downloaded to a PC for letter generation, etc. Set up computation for current year GPA (CIMS normally does current period and cumulative GPA). Created Special Education software that generates Special Ed teacher rosters, student rosters by disability, student counts by disability within teacher, etc. Added the capability to maintain General Student Attributes by homeroom. Defined upper/lower case versions, instead of all upper case versions, of student and family master files for use with Query. Created the capability to generate student reports based on/sorted by street name. Wrote a kindergarten enrollment summary. Created the ability to track and print student library visits. Created the ability to input and track student community activity hours. Modified STU.801 - Promote Students program to NOT delete the registration information (homeroom, counselor, bus numbers, etc.) when a student moves to a new school. Created a student graduation requirements report with sufficient information on it to be sent home to parents. Top of Screen