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Tyler’s VersaTrans
TripTracker® User’s &
Administrator’s Guide
VersaTrans TripTracker ® 9.13
Copyright
Copyright ©2000-2005 Tyler Technologies, Inc.® All Rights Reserved.
Publication Date: 4/9/09
This guide is designed to aid in the use of the VersaTrans TripTracker® 9.13 product. It
should not be taken as a guarantee of system features. Tyler’s VersaTrans Solution
exclusively retains the right at any time to modify, change, or otherwise alter the contents
of this guide or the system that it describes. This documentation has been reviewed for
errors and inaccuracies, but Tyler’s VersaTrans Solution does not warrant that omissions
and/or discrepancies do not exist. This documentation may refer to programs or program
changes that have not been released or if released may not be installed at your site. All
efforts have been made to get to you the most up to date and site-specific documentation
possible. This documentation contains examples of reports. All the names and addresses
used are fictitious. Any similarity of this data to actual names and addresses is
coincidental.
No part of this guide may be copied or reproduced in any way without the prior written
permission of Tyler’s VersaTrans Solution.
Trademark Information
All Tyler Technologies, Inc. products are trademarks or registered trademarks of Tyler’s
VersaTrans Solution. All other brand and product names mentioned herein are
trademarks or registered trademarks of their respective holders.
Limitation of Liability
Tyler’s VersaTrans Solutions’ liability for damages for any cause or causes whatsoever
shall never exceed the software license fee paid by Customer for the Systems. Customer
agrees that Tyler’s VersaTrans Solution shall not be liable for damages for lost profits or
lost savings or for indirect, incidental, or consequential damages under any
circumstances.
Non-Disclosure Agreement
Any party in receipt of this information (the Customer) shall (a) hold all INFORMATION
received from Tyler’s VersaTrans Solution in confidence, (b) use such INFORMATION
only for the purpose of gaining assistance using the licensed software or evaluating the
possibility of forming a joint business relationship or other commercial arrangement
between the parties concerning such INFORMATION, (c) reproduce such
INFORMATION only to the extent necessary for such purpose, (d) restrict disclosure of
such INFORMATION to its employees with a need to know (and advise such employees
of the obligations assumed herein), and (e) not disclose such INFORMATION to any third
party, including but not limited to any manufacturer or independent contractor, without
VersaTrans TripTracker® 9.13
prior written approval of Tyler’s VersaTrans Solution. In addition, with respect to any
equipment, component, software, or other items delivered to any party by Tyler’s
VersaTrans Solution, the Customer shall not reverse engineer, disassemble, de-compile, or
otherwise analyze the physical construction of, any such items.
All INFORMATION shall remain the sole property of Tyler’s VersaTrans Solution, and all
materials containing any such INFORMATION (including all copies made by
CUSTOMER parties in receipt of the INFORMATION) shall be returned to Tyler’s
VersaTrans Solution immediately upon termination or expiration of this Agreement, or
upon the Customer's determination that it no longer has a need for such INFORMATION.
Upon request of Tyler’s VersaTrans Solution, the Customer shall certify in writing that all
materials containing such INFORMATION (including all copies thereof) have been
returned to Tyler’s VersaTrans Solution.
Ordering Additional Documentation and Materials
For more copies of this manual or other materials, please contact us at
versatrans.suppo[email protected]
Technical Support
Technical support is available Monday through Friday, 8:30 a.m. to 7 p.m. Eastern time
and is available via telephone, e-mail, and on-line. Contact information for each is
provided below.
Telephone Support
Toll-free Telephone Application Support is available by calling 800.775.5556.
E-mail Support
Application Support is also available via e-mail at: [email protected]
Online Support
Online Application Support is available via:
http://broker.gotoassist.com/h/versatrans.
Tyler’s VersaTrans TripTracker® User’s & Administrator’s Guide
VersaTrans TripTracker® License and Support Agreement
LICENSEE WILL BE DEEMED TO HAVE READ, UNDERSTOOD AND ACCEPTED THE
TERMS OF THIS AGREEMENT BY USING THE LICENSED PROPERTY.
1. Parties
This VersaTrans TripTracker® Licensing and Support Agreement (the “Agreement”) is
entered into by and between the school district or transportation provider to whom the
Licensed Property was sold or otherwise provided (“Licensee”) and Tyler Technologies,
Inc. – VersaTrans Solutions Division, 4 British American Boulevard, Latham, New York
12110, a Delaware corporation (“VersaTrans”). The effective date of this Agreement is the
date that the Licensed Property is first shipped to the Licensee (“Effective Date”).
2. Limited License
Subject to the terms and conditions herein, VersaTrans gives the Licensee a non-exclusive,
non-sublicenseable, limited license to use the VersaTrans TripTracker® software
(including any updates and copies) (“Software”) and any related written or electronic
documentation (collectively, the “Licensed Property”) for the limited purposes of
monitoring, routing and scheduling school buses for the Licensee's own transportation
operations or, for service providers, a single location with a specific contract to provide
transportation services. Licensee shall have the right to make backup copies of the
Licensed Property solely for Licensee’s own use. Software may be used in either
standalone or networked mode at any number of sites in the Licensee’s own school
district. Nothing herein shall authorize Licensee to use the Licensed Property for
purposes of acting or operating as a service bureau without VersaTrans’ prior written
consent.
3. Installation
Licensee shall be solely responsible for the installation of all Software.
4. Extended Support Services
VersaTrans will provide Extended Support Services more particularly described in the
User Manual provided with the Licensed Property without additional charge for a period
of twelve (12) months following the initial purchase. Extended Support Services may be
renewed for an additional period upon request and at VersaTrans’ then-current rates and
policies. Extended Support Services do not cover any problems or issues caused by or
involving third party hardware or training in the use of the Licensed Property. Training
VersaTrans TripTracker® 9.13
services are available to Licensee upon request on a time and materials basis at
VersaTrans’ then-current rates. Additional terms and conditions may apply with respect
to training services.
5. Term and Termination
The term of this Agreement shall commence on the Effective Date and shall continue for
so long as Licensee exercises any of its rights under the License or until this Agreement is
otherwise terminated. This Agreement may be terminated, suspended or cancelled by
VersaTrans upon ten (10) days written notice if Licensee (a) breaches this Agreement; or
(b) tampers with, alters or uses the Licensed Property in any manner other than as
contemplated in this Agreement. Termination, suspension or cancellation of this
Agreement shall not affect any right or relief to which VersaTrans may be entitled, at law
or in equity, and Licensee’s obligations shall survive termination, including Licensee’s
obligation to pay VersaTrans for products and services delivered and expenses incurred
prior to termination, suspension or cancellation. In the event the license granted herein is
terminated for exceeding the scope of the license granted or for breach of the
confidentiality or proprietary information provisions of this Agreement, then Licensee
will immediately return all Licensed Property to VersaTrans, and verify in writing that all
Licensed Property has been deleted from the Licensee’s computer system(s).
6. Warranty and Disclaimer of Warranty
VersaTrans warrants that, for a period of ninety (90) days after the Licensed Property is
delivered: (a) the Software will perform substantially the functions described in the
documentation provided to Licensee with the Licensed Property; and (b) the media on
which the Software is furnished (e.g. CD-ROM) will be free from defects in materials and
workmanship under normal use. Licensee’s sole remedy for breach of this warranty
during the warranty period will be replacement of the Licensed Property with a product
that complies with the warranty provisions or a refund of license fees paid hereunder, at
VersaTrans’ option. WITH RESPECT TO THE LICENSED PROPERTY,
VERSATRANS MAKES NO WARRANTY, WHETHER ORAL OR WRITTEN,
EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE IMPLIED
WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR
PURPOSE. Licensee is solely responsible for maintaining the confidentiality of any
student data used in conjunction with the Licensed Property including, but not limited to,
limiting access to the student data and providing access only to authorized individuals.
7. Indemnification
Licensee will indemnify and hold VersaTrans harmless from any demands, claims,
actions or causes of action and other liabilities arising from improper or unauthorized use
of the Licensed Property and/or any material breach of the Proprietary Information
Tyler’s VersaTrans TripTracker® User’s & Administrator’s Guide
provisions of this Agreement by Licensee or any user gaining access to the Licensed
Property or Proprietary Information through the Licensee. VersaTrans shall have the
right to employ separate counsel and participate in the defense of any such claim at its
own expense.
8. Limitation of Liability
In no event shall VersaTrans be liable for special, indirect, incidental, consequential, or
exemplary damages, including, without limitation, any damages resulting from loss of
use, loss of data, interruption of business activities, or failure to realize savings arising out
of or in connection with the use of the Licensed Property. VersaTrans’ maximum liability
for damages and expenses arising out of this Agreement, whether based on a theory of
contract or tort, including negligence and strict liability, shall be limited to the fees paid
by Licensee for the Licensed Property. Such fees reflect and are set in reliance upon this
limitation of liability.
9. Hardware
The Licensee will be solely responsible for the purchase, installation and maintenance of
all hardware meeting VersaTrans’ hardware specifications as they shall exist from time to
time including, but not limited to, providing a clean, safe environment and voltage
protection.
10. Proprietary Information
Licensee recognizes VersaTrans’ proprietary rights and ownership of the Licensed
Property and, except as specifically authorized herein, agrees not to use, or allow the use
of, the Licensed Property for any purpose not expressly granted in the license herein
including, but not limited to, reverse-engineering Software or copying program disks or
manuals without express written permission from VersaTrans. Licensee acknowledges
that the Licensed Property is proprietary trade secret information of VersaTrans and will
not disclose such information to any third party. It is agreed that in the event of a breach
of this provision, monetary damages may not be an adequate remedy and VersaTrans
shall be entitled to injunctive relief to restrain any such breach. Licensee’s obligations
under this Section shall survive termination of this Agreement.
11. Advertising
VersaTrans may use the name of, and identify Licensee in advertising, publicity or similar
materials distributed or displayed to prospective clients at no charge to VersaTrans.
12. Trademark Usage
VersaTrans TripTracker® 9.13
Licensee shall use all VersaTrans’ trademarks, trade names, and/or service marks
(“Marks”) in strict conformance with VersaTrans’ trademark guidelines as they may be
revised from time to time (the “Guidelines”). Licensee has no right to sublicense, transfer
or assign the use of the Marks to any third party and is not authorized to use the Marks for
any purpose other than the purposes described in the then-current Guidelines.
13. Notices
Any notice to be given shall be in writing, mailed postage prepaid certified mail, return
receipt requested or by overnight delivery through a nationally-recognized courier
service requiring a signature upon delivery to the parties at their principal office location.
Any notice period shall begin to run two (2) business days following the date of mailing
or upon receipt, whichever is earlier.
14. Miscellaneous
This Agreement contains the entire agreement between the parties and supersedes all
prior and collateral representations, promises, and conditions in connection with the
subject matter hereof. No modification of any of the provisions herein contained shall be
binding upon either party unless made in writing and signed by the party against whom
enforcement is sought. If any provision of this Agreement shall be held to be invalid,
illegal or unenforceable, the validity, legality and enforceability of the remaining
provisions shall not in any way be affected or impaired thereby. The failure of VersaTrans
to enforce any of the provisions hereof shall not be construed to be a waiver of the right to
enforce any such provisions. This Agreement is governed by the laws, but not the law of
conflicts, of the State of New York.
Tyler’s VersaTrans TripTracker® User’s & Administrator’s Guide
VersaTrans TripTracker® 9.13
Contents
Chapter 1: Getting Started with VersaTrans TripTracker....................... 1
Welcome to VersaTrans TripTracker .................................................................................2
System Specifications ....................................................................................................3
Installation Instructions ................................................................................................4
Starting VersaTrans TripTracker & Setting Up Password Retrieval......................4
Retrieving a Lost Password...................................................................................7
Setting the System Options ..........................................................................................9
Technical Support ........................................................................................................16
VersaTrans TripTracker Today .........................................................................................17
Working In VersaTrans TripTracker Today ............................................................17
VersaTrans TripTracker Calendar ....................................................................................24
Selecting and Working with Trips from the Calendar ...........................................25
Initiating a Trip Request from the Calendar............................................................28
Filtering Trips and Printing a Trip List Report from the Calendar ......................29
Changing the Calendar View.....................................................................................31
Adding, Editing & Deleting Calendar Notes...........................................................32
Chapter 2: Working with the Records........................................................... 35
VersaTrans TripTracker System Overview .....................................................................36
ii
Table of Contents
Why Do I Have To Fill In These Records?................................................................36
What Do I Enter First? ..........................................................................................37
Setting Up Building Records .............................................................................................38
Manually Adding a Building Record ........................................................................38
Editing a Building Record...........................................................................................41
Deleting a Building Record.........................................................................................43
Showing Inactive Buildings in the Building List .....................................................44
Setting Up the Financial Records ......................................................................................45
Setting Up the Charge Basis Records ........................................................................45
Adding a Charge Basis .........................................................................................45
Entering, Editing and Removing Fixed Charges ......................................48
Editing a Charge Basis..........................................................................................50
Deactivating a Charge Basis ................................................................................52
Setting the Default Charge Basis ........................................................................53
Setting Up the Invoice Charges..................................................................................54
Adding an Invoice Charge...................................................................................54
Editing an Invoice Charge ...................................................................................56
Deleting an Invoice Charge .................................................................................57
Deactivating an Invoice Charge..........................................................................58
Showing Inactive Invoice Charge Records in the Invoice Charges List .......59
Setting Up the Fiscal Periods......................................................................................59
Adding a Fiscal Period .........................................................................................60
Editing a Fiscal Period..........................................................................................61
Deleting a Fiscal Period........................................................................................62
Setting Up Accounts ...........................................................................................................64
Adding Account Records............................................................................................64
Editing Account Records ............................................................................................68
Deleting an Account Record.......................................................................................70
Adding Contacts/Requesters to an Account Record .............................................71
Editing Account Record Contacts/Requesters.................................................72
Deleting Account Record Contacts/Requesters...............................................73
Adding Drivers to An Account..................................................................................74
Adding a Budget Period.............................................................................................75
Setting Up Trip Locations ..................................................................................................79
Adding a Trip Location ...............................................................................................79
Editing a Trip Location................................................................................................82
Deactivating a Trip Location ......................................................................................84
Showing Inactive Trip Location Records in the Trip Locations List ....................85
VersaTrans TripTracker®
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iii
Setting Up Trip Types.........................................................................................................86
Adding a Trip Type .....................................................................................................86
Editing a Trip Type ......................................................................................................88
Deleting a Trip Type ....................................................................................................89
Deactivating a Trip Type.............................................................................................90
Showing Inactive Trip Type Records in the Trip Types List .................................90
Setting Up Trip Activity Types .........................................................................................91
Adding an Activity Type ............................................................................................91
Editing an Activity Type .............................................................................................93
Deleting an Activity Type ...........................................................................................94
Deactivating an Activity Type....................................................................................95
Showing Inactive Activity Type Records in the Activity Types List....................96
Setting Up Vehicle Records................................................................................................97
Adding a Vehicle Record ............................................................................................97
Viewing the Routing Information for a Vehicle ....................................................102
Editing a Vehicle Record ...........................................................................................103
Finding a Vehicle Record ..........................................................................................105
Deactivating a Vehicle Record .................................................................................109
Setting Up Employee Records .........................................................................................110
Setting Up Certification Records..............................................................................111
Adding Certification Records ...........................................................................111
Editing Certification Records ............................................................................114
Deleting Certification Records ..........................................................................115
Showing Inactive Certifications in the Certifications List.............................116
Setting Up Employee Titles ......................................................................................117
Adding an Employee Title.................................................................................117
Editing an Employee Title .................................................................................118
Deleting an Employee Title ...............................................................................119
Deactivating an Employee Title........................................................................120
Showing Inactive Employee Title Records in the Employee Titles List......121
Setting Up Employee Types .....................................................................................122
Adding an Employee Type and Associating Certifications .........................122
Editing an Employee Type ................................................................................125
Deleting an Employee Type ..............................................................................127
Showing Inactive Employee Type Records in the Employee Types List....127
Setting Up Job Categories .........................................................................................128
Adding a Job Category.......................................................................................128
Editing a Job Category .......................................................................................130
VersaTrans TripTracker ® User’s & Administrator’s Guide
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Table of Contents
Deleting a Job Category .....................................................................................132
Deactivating a Job Category ..............................................................................132
Showing Inactive Job Category Records in the Job Categories List ............133
Setting Up Drug Test Types .....................................................................................133
Adding a Drug Test Type ..................................................................................134
Editing a Drug Test Type...................................................................................136
Deactivating a Drug Test Type .........................................................................138
Showing Inactive Drug Test Type Records in the Drug Test Types List....138
Working with Employee Records ...................................................................................139
Adding an Employee Record ...................................................................................139
Entering a Range of Time for When an Employee is Unavailable...............142
Viewing & Updating an Employee’s Certification Information ..................144
Entering an Employee’s Pay Rate Information ..............................................146
Entering an Employee’s Drug Testing Information.......................................147
Viewing an Employee’s Trip Refusal Information ........................................149
Using the Comment Log ....................................................................................149
Finding & Editing an Employee’s Record ..............................................................150
Finding and Editing an Employee’s Record Using the Basic Search ..........151
Saving an Employee Search & Using a Saved Employee Search..........153
Finding & Editing an Employee’s Record Using the Advanced Search.....154
Specifying Driver Assignment Rules & Creating a Template .............................156
Specifying Driver Assignment Rules ...............................................................156
Creating a Template for Driver Assignment Rules........................................159
Loading Rules from a Driver Assignment Template.....................................160
Setting Up Approval Paths ..............................................................................................162
Adding a New Approval Path .................................................................................162
Assigning an Approval Path to an Account...........................................................165
Chapter 3: Working with Trip Requests ................................................... 169
Before You Begin ...............................................................................................................170
Email Messaging & Trip Request Stages ................................................................170
Ways to Initiate a Trip Request ................................................................................173
Requesting a Trip ..............................................................................................................175
Adding a Trip Estimate to a Trip Request..............................................................176
Using the Trip Directions/Mapping Tool.......................................................181
Using the Estimated Distance for the Trip...............................................185
Attaching Trip Directions to the Trip Request ........................................186
Submitting a Trip Request ........................................................................................187
VersaTrans TripTracker®
Table of Contents
v
Sending Out a Trip Request for Approval .............................................................193
Rejecting a Trip Request............................................................................................195
Adding Directions to a Trip Request (Optional) ...................................................196
Scheduling a Trip .......................................................................................................199
Completing a Trip ......................................................................................................203
Invoicing a Trip and Printing/Saving the Invoice ................................................205
Entering Payments for a Trip ...................................................................................211
Viewing the History of a Trip Request ...................................................................213
Using Trip Express.....................................................................................................216
Cloning a Trip Request..............................................................................................217
Resubmitting a Rejected Trip Request ....................................................................218
Canceling a Trip Request ..........................................................................................219
Reactivating a Cancelled Trip Request ...................................................................220
Finding a Trip Request .....................................................................................................221
Finding a Trip Request Using the Basic Search .....................................................221
Finding a Trip Request Using the Advanced Search ............................................222
Chapter 4: Generating Trip Reports ............................................................ 225
VersaTrans TripTracker Reports Overview ..................................................................226
Types of Reports.........................................................................................................226
Listing Reports ....................................................................................................226
Accounting Reports ............................................................................................227
Trip Reports .........................................................................................................227
Employee Reports ...............................................................................................228
Generating the Reports..............................................................................................229
Saving and Using a Saved Report Search........................................................232
Appendix A: Setting Up Security & Email ................................................. 235
Security Overview.............................................................................................................236
Setting Up User Groups & Users .............................................................................236
Adding a User Group.........................................................................................237
Setting Up a New User.......................................................................................244
Changing Your User Profile .....................................................................................247
Email Messaging System Overview ...............................................................................249
Who gets email? .........................................................................................................249
When does email get sent?........................................................................................250
Setting Up Email................................................................................................................251
VersaTrans TripTracker ® User’s & Administrator’s Guide
vi
Table of Contents
Specifying Who Gets Email and At What Stages ..................................................251
Searching for and Entering Email Addresses ........................................................252
Setting Up Email Message Templates .....................................................................255
Displaying and Editing the Contents of an Email Message .........................255
Appendix B: Backing Up, Restoring & Importing Data ......................... 261
Backing Up & Restoring Data..........................................................................................262
Backing up Using Database Console for SQL Server............................................262
Restoring Your Data from a Backup Using Database Console ...........................264
Using the Import Utility ...................................................................................................267
Importing Items Using a Fixed Format...................................................................267
Importing Items Using a Delimited Format...........................................................270
Creating the Delimited Files Used for Importing Data ........................................273
Creating Fixed Width Files Used for Importing Data ..........................................280
Batch Creation of Users ....................................................................................................287
Batch Assigning Employees to a User Group & Accounts ..................................288
Using the Batch User Creation Log ..................................................................291
Appendix C: Installation, Conversion & Integration............................. 295
What are the VersaTrans TripTracker Components & How to Install Them?.........296
Installing Microsoft Internet Information Services (IIS).......................................297
Downloading the VersaTrans TripTracker Installation Files or Using a CD ....297
Downloading the VersaTrans TripTracker Installation Files .......................298
Using the VersaTrans TripTracker Installation CD ......................................299
Installing the VersaTrans TripTracker Components ............................................299
Installing the ASP .Net AJAX Library..............................................................301
Installing the Microsoft Report Viewer ...........................................................303
Installing SQL Server Express 2005 ..................................................................304
Installing and Starting the VersaTrans Server Agent ....................................307
Installing VersaTrans TripTracker ...................................................................308
Using the VersaTrans TripTracker Configuration Utility....................................312
Setting Write Permissions for Reports ....................................................................318
Loading the VersaTrans TripTracker Sample & Blank Databases .............................320
Opening VersaTrans TripTracker & Registering the Application .............................324
Converting VersaTrans TripTracker 1.2 Data ...............................................................326
Overview of the Conversion Process ......................................................................326
What Is Involved In Converting My Data.......................................................326
VersaTrans TripTracker®
Table of Contents
vii
Preparing Your Version 1.2 Data......................................................................328
What Information Cannot Be Converted ........................................................328
Converting Your Data ...............................................................................................329
Converting Your 1.2 Data to VersaTrans TripTracker ..................................329
Post Conversion Checklist .................................................................................332
VersaTrans RP/TripTracker & VersaTrans FleetVision Integration .........................333
Setting Up the Database Connections .....................................................................334
Matching Certification Records ...............................................................................337
Adding, Editing, and Deleting Certification Records ...................................339
Maintenance and Transmittal of Certification Records.................................340
Matching Vehicle Records ........................................................................................341
Adding, Editing, and Deleting Vehicle Records ............................................342
Matching Employee Records....................................................................................344
Adding, Editing, and Deleting Employee Records........................................346
Glossary of VersaTrans TripTracker Terms ................................................ 347
VersaTrans TripTracker ® User’s & Administrator’s Guide
viii
Table of Contents
VersaTrans TripTracker®
Chapter 1
Getting Started with
VersaTrans TripTracker
Topics In This Chapter:
Welcome to VersaTrans TripTracker, 2
System Specifications,
3
Installation Instructions,
4
Starting VersaTrans TripTracker & Setting Up Password Retrieval, 4
VersaTrans TripTracker Today, 17
VersaTrans TripTracker Calendar, 24
2
Welcome to VersaTrans TripTracker
Welcome to VersaTrans
TripTracker
Welcome to Tyler’sVersaTrans TripTracker. This guide is designed to show
you the capabilities of VersaTrans TripTracker and how it can be used to
make all aspects of field trip work easier, provide for standardized billing and
provide all the people involved with up-to-date information about any trip.
VersaTrans TripTracker is a web based application. That means that
VersaTrans TripTracker may be accessed by anyone with proper credentials
from anywhere they have access to the internet. This means that drivers,
requesters, approvers and transportation department personnel can all have
appropriate access to VersaTrans TripTracker when they need it. Each user’s
login can be restricted to only show the data necessary for them to do their
work. Requesters see current trips and statuses. Transportation clerks see all
activity for the day or week, including trips that need to be assigned, billed,
approved, and paid. VersaTrans TripTracker fully automates the field trip
request and fulfillment process.
VersaTrans TripTracker®
Chapter 1 Getting Started with VersaTrans TripTracker
3
System Specifications
Workstation
The following web browsers are supported:
•
Internet Explorer 6.0 or better.
•
Mozilla Firefox version 2.0 or better for windows and Mac OS X
Network Servers
Minimum
Pentium IV, 1.8 GHz
512 MB RAM
15 MB disk space for VersaTrans TripTracker files
Microsoft Windows 2003 or 2008 Server (Standard) with IIS
IIS with ASP.NET 2.0 enabled and the latest security updates applied
Microsoft .NET framework 2.0, AJAX, and Report Viewer 2005
Recommended
Dual Pentium Xeon, 2.8 GHz
2 GB RAM
15 MB disk space for VersaTrans TripTracker files
Microsoft Windows 2003 or 2008 Server (Standard) with IIS
IIS with ASP.NET 2.0 enabled and the latest security updates applied
Microsoft .NET framework 2.0, AJAX, and Report Viewer 2005
Database Server
VersaTrans TripTracker requires a database server to store its data.
Microsoft SQL Server Express 2005
Comes bundled with VersaTrans RP but has limits on the maximum
database siz, amount of RAM it can use, and will only work on single
processor machines.
VersaTrans TripTracker® User’s & Administrator’s Guide
4
Welcome to VersaTrans TripTracker
Microsoft SQL Server Express 2008
Has limits on the maximum database siz, amount of RAM it can use, and
will only work on single processor machines.
Microsoft SQL Server 2005 or 2008 Workgroup Edition
Requires separate licensing for larger multi-user installations (more than
5 concurrent users) on Windows servers.
Antivirus Software
Some antivirus software can be detrimental to performance of ASP.NET
applications. We recommend using only those antivirus scanners that are
certified for the version of the operating system used.
Installation Instructions
Please see, Installation, Conversion & Integration on page 295. The VersaTrans
TripTracker Installation, Conversion & Integration Guide is also included on
your VersaTrans TripTracker CD.
Starting VersaTrans TripTracker & Setting Up Password Retrieval
After installing VersaTrans TripTracker, (see, Installation, Conversion &
Integration on page 295) you will need to open your web browser and
navigate to the VersaTrans TripTracker address. The TripTracker address will
be “http://<VTTTserver>/<virtual directory>”. For example, if you installed
your VersaTrans TripTracker virtual directory (named “triptracker” by
default) on a server named “Transportation”, your VersaTrans TripTracker
address would be “http://Transportation/triptracker”.
1.
Open your web browser and navigate to the VersaTrans TripTracker
address. If you have not previously registered VersaTrans TripTracker,
the Tyler’s VersaTrans TripTracker Registration dialog displays. If you
have already registered, you can go to step 5.
VersaTrans TripTracker®
Chapter 1 Getting Started with VersaTrans TripTracker
5
2.
Enter your Company/Registration Name in the Registration Name field.
3.
Enter your Registration Code. The code can be found with the VersaTrans
TripTracker CD or can be provided by Technical Support.
4.
Click
5.
Enter your User Name and Password or enter the Administrator User
Name and Password provided by VersaTrans.
to display the VersaTrans TripTracker Login screen.
VersaTrans TripTracker® User’s & Administrator’s Guide
6
Welcome to VersaTrans TripTracker
6.
Click
. The Tyler’s VersaTrans TripTracker dialog displays.
If you have enabled password retrieval (see, Setting the System Options on
page 9) and an email address is not detected for the user account, the
Setup Password Retrieval dialog is displayed.
7.
Enter a valid e-mail address where you want your password sent in the
event that it is forgotten.
8.
Enter the same e-mail address again in the Confirm Email address box.
9.
Click the drop-down button in the Choose Security Question box to
display a list of security questions. Choose a security question.
10. Enter an answer for the security question in the Answer Security
Question box.
VersaTrans TripTracker®
Chapter 1 Getting Started with VersaTrans TripTracker
11. Click
displays.
7
. The VersaTrans TripTracker Today screen
Retrieving a Lost Password
In the event that you forget your password, it can be retrieved if you have
enabled password retrieval, see Starting VersaTrans TripTracker & Setting Up
Password Retrieval on page 4.
To retrieve a lost password:
1.
Launch the software/web browser that you use to access the World Wide
Web.
2.
Enter the VersaTrans TripTracker URL and go to that address. The
Tyler’s VersaTransTriptracker Login dialog displays.
3.
Click
.
VersaTrans TripTracker® User’s & Administrator’s Guide
8
Welcome to VersaTrans TripTracker
4.
Enter and confirm your e-mail address.
5.
Click
If more that one user shares an e-mail address, the following dialog is
displayed.
6.
Click
and select a username from the drop-down list.
7.
Click
8.
Enter the answer for the security question.
9.
Click
.
You will receive an e-mail message containing you password.
VersaTrans TripTracker®
Chapter 1 Getting Started with VersaTrans TripTracker
9
Setting the System Options
Administrators are able to define certain user-specific settings through the
System Options feature. Users must have administrator privileges to access
this feature.
To set the system options:
Path:)
Admin > System Options
1.
Follow the above path to display the System Options screen.
2.
Complete these fields, selections, and drop down boxes as appropriate
for your installation of VersaTrans TripTracker.
VersaTrans TripTracker® User’s & Administrator’s Guide
10
Welcome to VersaTrans TripTracker
Time threshold for trip requests (AM) (PM)
Allows the System Administrator to enter morning (AM) times and
afternoon (PM) times during which buses cannot be occupied with field
trips. This setting will result in an immediate alert for Requesters if they
request a trip during these times.
Note: Requester will be unable to schedule a trip during these times.
Advance notice for trip requests (days)
Number of days required between Trip Request date and Trip Departure
date. You enter the number of days in this field.
Note: Requester will be immediately alerted to the issue and will be blocked from
submitting request if the number of day’s threshold is not met.
Advance notice for trip cancellation (days)
Number of days required between cancelling trip and Trip Departure
date.
Note: Requester will be immediately alerted to the issue and will be blocked from
cancelling request if the number of day’s threshold is not met.
Trip Re-submission handling
Allows you to choose between two choices of how a rejected trip will be
handled if it is resubmitted for approval:
•
Send To Approver Who Rejected Trip - resubmitted request will be
sent back to Approver who rejected the trip, bypassing any
previous approvers
•
Send Through Entire Approval Process - Resubmitted request will
be sent through entire approval process, starting with the first
level of approval.
Maximum Number of Trips Per Day
Allows you to enter the maximum number of trips that can be taken on
each day of the week.
VersaTrans TripTracker®
Chapter 1 Getting Started with VersaTrans TripTracker
Note:
11
A number of 0 (zero) indicates that there are no trips allowed for that
day. If a field is left blank, then there is no maximum number of trips for
that day.
Trips that will be counted when calculating the number of trips for a day
include those in the following statuses:
•
Requested
•
Approved
•
Scheduled
Maximum Number of Vehicles Per Day
Allows you to enter the maximum number of vehicles that can be
requested on each day of the week.
Note:
A number of 0 (zero) indicates that there are no vehicles allowed for that
day. If a field is left blank, then there is no maximum number of vehicles
for that day.
Vehicles that will be counted when calculating the number of trips for a
day include those in the following statuses:
•
Requested
•
Approved
•
Scheduled
Do not allow trips to be submitted when:
Date is closed to trips
Allows you to select the action to be taken when someone attempts to
schedule a trip on a date that has been specified “Closed - No Trips” on
the calendar.
•
Option not checked - the user is warned but allowed to continue
entering trip requests
•
Option is checked - the user is not allowed to continue entering
trip requests
VersaTrans TripTracker® User’s & Administrator’s Guide
12
Welcome to VersaTrans TripTracker
When a user attempts to “Submit” or “Express Trip” a trip and the Trip
date on the request is marked “Closed – No Trips” the following rules
will apply:
•
If the user is a Super User, or the System Option “Date is closed
to trips” is not checked – the user will receive a warning when
they click “Submit” or “Express Trip”. The warning message will
read as “Warning: This trip date has been marked as “Closed No Trips”. Click OK to continue and submit the trip request.
Click C ANCEL to return and modify the trip date(s).”
•
If the user is not a Super User and the Option “Date is closed to
trips” is checked - the Trip will not be submitted and an error
message will be presented in the top section with other messages.
The message will read: “Warning: The date of this trip had been
marked as closed – no trips on the calendar. This trip has not
been saved.”
Maximum # vehicles is Exceeded
Allows you to select the action to be taken when the maximum number of
vehicles has been exceeded for a day.
•
Option not checked - the user is warned but allowed to continue
entering trip requests
•
Option is checked - the user is not allowed to continue entering
trip requests
When you attempt to “Submit” or “Express Trip” a trip and the
“Maximum Number of Vehicles” are exceeded for any of the dates
involved in the trip (or if the maximum has already been exceeded) the
following rules will apply:
•
VersaTrans TripTracker®
If the user is a Super User, or the System Option “Maximum
Number of Vehicles Exceeded” is not checked – the user will
receive a warning when they click “Submit” or “Express Trip”.
The message will read as “Warning: the Maximum Number of
Vehicles has been exceeded for this date. Click OK to continue
and submit the trip request. Click Cancel to return and modify
the vehicles requested.”
Chapter 1 Getting Started with VersaTrans TripTracker
•
13
If the user is not a Super User and the Option“Maximum
Number of Vehicles Exceeded” is checked - the Trip will not be
submitted and a warning message is displayed. The message will
read: “Warning: The maximum number of vehicles has been
exceeded for this date. This trip has not been saved.”
Maximum # trips is Exceeded
Allows you to select the action to be taken when the maximum number of
trips has been exceeded for a day.
•
Option not checked - the user is warned but allowed to continue
entering trip requests
•
Option is checked - the user is not allowed to continue entering
trip requests
When you attempt to “Submit” or “Express Trip” a trip and the
“Maximum Number of Trips” are exceeded for any of the dates involved
in the trip (or if the maximum has already been exceeded) the following
rules will apply:
•
If the user is a Super User, or the System Option “Maximum
Number of Trips Exceeded” is not checked – the user will receive
a warning when they click “Submit” or “Express Trip”. The
message will read as “Warning: the Maximum Number of Trips
has been exceeded for this date. Click OK to continue and submit
the trip request. Click Cancel to return and modify the trip
date(s).”
•
If the user is not a Super User and the Option “Maximum
Number of Trips Exceeded” is checked - the Trip will not be
submitted and a warning message is displayed. The message will
read: “Warning: The maximum number of trips has been
exceeded for this date. This trip has not been saved.”
Account has Insufficient Funds
Allows you to select the action to be taken when the account has
insufficient funds.
•
Option not checked - the user is warned but allowed to continue
entering trip requests
VersaTrans TripTracker® User’s & Administrator’s Guide
14
Welcome to VersaTrans TripTracker
•
Option is checked - the user is not allowed to continue entering
trip requests
When the user attempts to “Submit” or “Express Trip” a trip and the
“account has insufficient funds” the following rules will apply:
•
If the user is a Super User, or the System Option “Account has
insufficient funds” is not checked, the user will receive a warning
when they click “Submit” or “Express Trip”. The message will
read “Warning: the account has Insufficient funds. Click OK to
continue and submit the trip request. Click Cancel to return and
allocate additional funds.”.
•
If the user is not a Super User and the Option “Account has
insufficient funds” is checked, the trip will not be submitted and
a warning message will display. The message will read
“Warning: the account has Insufficient funds. This trip has not
been saved.
Show all Employees in Requester field
Determines how employees will be displayed when
the.
is checked in the Trip Details screen.
•
When “Show all Employees in Requester field” is unchecked, the
expanded list of names in the Trip will contain only active nontransportation employees.
•
When “Show all Employees Requester field” is checked, the
expanded list of names will contain all active transportation and
non-transportation employees.
Update Paid Status to Closed
When this option is not checked, payments posted and paid in full (zero
balance on the invoice) will have the status set to Paid. If this option is
checked and the posted payment zeroes out the invoice, the status will
automatically be set to Closed.
Default Charge Basis
The default values entered will automatically populate the trip estimate
screen if the account on the trip does not have a charge basis associated
with it.
VersaTrans TripTracker®
Chapter 1 Getting Started with VersaTrans TripTracker
Note:
15
You can set up specific charge basis records to apply to specific accounts
under System Lists > Charge Basis.
Hourly Sit Time Rate
Enter the hourly dollar amount for sit time.
Hourly Driving Rate
Enter the hourly dollar amount for driving time.
Overnight Charge
Enter the dollar amount per hour for overnight time.
Distance Rate
Enter the dollar amount per mile.
Weekend Rate
Enter the dollar amount per hour for weekends.
Weekend Begins (day time)
Enter the day and time the weekend begins.
Weekend Ends (day time)
Enter the day and time the weekend ends.
General
Tax Rate
The Tax Rate applies to all Charge Basis and Invoice Charges specified as
taxable.
Mapping Convention for distance
You have option of selecting miles or kilometers.
Country
Select either USA or Canada.
System Message
Type a message in the adjoining box and it will be displayed in the
VersaTrans TripTracker Today screen.
VersaTrans TripTracker® User’s & Administrator’s Guide
16
Welcome to VersaTrans TripTracker
Enable Password Retrieval
3.
In the event that users forget their passwords, they can be retrieved if the
user has checked Enable password retrieval and then entered the
information for password retrieval, see Starting VersaTrans TripTracker &
Setting Up Password Retrieval on page 4.After you complete these entries,
click
to save these options.
Technical Support
If you have any questions concerning VersaTrans TripTracker, call the
Technical Support Hotline at 1 (800) 775-5556.
VersaTrans TripTracker®
Chapter 1 Getting Started with VersaTrans TripTracker
17
VersaTrans TripTracker Today
VersaTrans TripTracker Today contains links to trips needing attention (i.e.
needing approval, scheduling, etc.) including administrator options. Billing
clerks will appreciate VersaTrans TripTracker Today with its special section
on trips waiting for payment, invoicing, over budget, etc.
Working In VersaTrans TripTracker Today
When you start VersaTrans TripTracker, the “VersaTrans TripTracker Today”
screen displays which acts as the entry/focal point for users. If you need
more information on starting TripTracker, see Starting VersaTrans TripTracker
& Setting Up Password Retrieval on page 4.
Once you have started or are working in VersaTrans TripTracker, you can
access TripTracker Today from anywhere within the application by clicking
.
VersaTrans TripTracker® User’s & Administrator’s Guide
18
VersaTrans TripTracker Today
When you logon to VersaTrans TripTracker this is the first screen you will
see. It contains information about the five main areas of the application. Each
area, except System Messages, has active links to more data within the
application. Any text in blue and underlined or in red can be clicked on to
move you to more information.
If your user privileges restrict you to particular tasks, only information/links
for those tasks will display in the VersaTrans TripTracker Today screen. The
above illustration of the VersaTrans TripTracker Today screen comes from a
user with Administrator: Super User privileges.
The VersaTrans TripTracker Today screen can consist of six sections:
•
VersaTrans TripTracker®
Trip Requests Summary
Chapter 1 Getting Started with VersaTrans TripTracker
•
Billing
•
Employee Certifications
•
System Messages
•
Administrative Tasks
19
Within these sections are links (i.e.
) that you can click on to access
task details and display a screen. (i.e. Calendar, Trip Search, Trip Details
Employee, System Options, etc.). These screens allow you to complete the
tasks needing your attention. For example, the link description
(
) when clicked on will display the Trip
Search screen listing all 15 trips that need to be scheduled.
The following illustrations of the five sections of the VersaTrans TripTracker
Today screen describe what screens will display when you click on a link and
how each screen works. Each section illustrated below describes what links
bring you to what screens.
This link brings you to
the Trip Search screen.
These links bring you to
the Calendar.
These links bring you to
the Trip Search screen.
VersaTrans TripTracker® User’s & Administrator’s Guide
20
VersaTrans TripTracker Today
Trip Search Screen
The Trip Search screen allows you to search for trips. The bottom of the
screen displays Trip Request items needing your attention (i.e. needing
approval, scheduling, etc.).
•
Clicking on the Trip Name will display the Trip Request - Trip
Details screen containing tabs for all the stages in the Trip Request
process.
•
You can select the stage/tab for the task that you need to work with.
For information on working with each of these stages, see, Requesting
a Trip on page 175).
Calendar
In VersaTrans TripTracker Today, there are links (see the Trip Request
Summary illustration) that bring you to the calendar displaying trips that
have been scheduled. The scheduled trips can be for the current day or
for the current week.
Double-click on a trip
to go to the Trip Request
screen and work through
the different stages for that
trip. For more information,
see VersaTrans TripTracker
Calendar.
VersaTrans TripTracker®
Chapter 1 Getting Started with VersaTrans TripTracker
21
Automatically updates as
payments are posted.
These links bring you to
the Trip Search Screen.
This screen allows you to work through the different stages of the Trip
Request process. The bottom of the screen displays the billing items
needing your attention (i.e. To be invoiced, Awaiting Payment, etc.).
This link brings you to
the Employees screen.
Employees with expired certifications needing your attention are
displayed at the bottom of the Employee screen.
•
Clicking on an employee’s name displays that employee’s record.
VersaTrans TripTracker® User’s & Administrator’s Guide
22
VersaTrans TripTracker Today
•
Clicking the
tab displays the Certifications panel.
When new certification are added (see, Setting Up Certification Records on
page 111) a number of look ahead days are entered. If the number of look
ahead days has passed, the Status column entry reads Overdue and the
system highlights the entry in red. When you update/edit the
certification entries for the employee, the red highlight disappears. For
more information, see Viewing & Updating an Employee’s Certification
Information on page 144.
VersaTrans TripTracker®
Chapter 1 Getting Started with VersaTrans TripTracker
23
A customized system message can be displayed in the VersaTrans
TripTracker System Messages panel. This feature is described in Setting
the System Options on page 9.
The Administrative Tasks links bring you directly to screens that allow
you to work with various tasks. For example, clicking
brings you to the Systems Options screen where you can specify system
options.
•
For information on System Options, User Setup, and User Group
Maintenance, see Backing Up, Restoring & Importing Data on page 261.
•
For information on System Emai Options, see Setting Up Security &
Email on page 235.
•
For information on working with System Lists, see Working with the
Records on page 35.
VersaTrans TripTracker® User’s & Administrator’s Guide
24
VersaTrans TripTracker Calendar
VersaTrans TripTracker Calendar
The VersaTrans TripTracker calendar allows users with the appropriate
privileges to select a trip from the calendar and go directly to the Trip Request
screen where you can work through the trip request process for that trip. You
can also initiate a trip request directly from the calendar, filter which trips
you’d like to view, change the calendar view to day, week, or month and
print a Trip Listing Detail report from the calendar.
The following topics are covered in this section:
•
Selecting and Working with Trips from the Calendar,
•
Initiating a Trip Request from the Calendar,
•
Filtering Trips and Printing a Trip List Report from the Calendar,
•
Changing the Calendar View,
•
Adding, Editing & Deleting Calendar Notes,
VersaTrans TripTracker®
25
28
31
32
29
Chapter 1 Getting Started with VersaTrans TripTracker
25
Selecting and Working with Trips from the Calendar
The calendar has a three month calendar view and displays the current
month and two future months. When you go into the calendar it brings you to
the current day on the calendar.
1.
You can access the Calendar from anywhere within the application by
clicking
.
A date with a bold outline indicates
that there are trips on these days.
Colored dates indicate that there are Notes for
these days. See, Adding and Editing Calendar Notes.
VersaTrans TripTracker® User’s & Administrator’s Guide
26
VersaTrans TripTracker Calendar
2.
You can move forward or backward a month at a time by clicking the
arrows in the three month calendar panel.
Forward
3.
Backward
The highlighted dates represent dates that contain trips. Double-click on
a highlighted date in the three month calendar to view applicable trips
and/or school closings for that date.
Double- click on a date
Double- click on a date
VersaTrans TripTracker®
Chapter 1 Getting Started with VersaTrans TripTracker
27
In this case, we selected Monday, October 1, 2007 and the trips with that
start date are displayed. The beginning and ending times for the trips are
also displayed.
Double-click on a
trip to go to the Trip
Detail screen for
that trip.
4.
Double-click on a trip to go to the Trip Detail screen for that trip.
You can view the details for that trip and perform different trip request
tasks. See, Working with Trip Requests on page 169.
VersaTrans TripTracker® User’s & Administrator’s Guide
28
VersaTrans TripTracker Calendar
Initiating a Trip Request from the Calendar
Users assigned request permissions can request a trip by selecting a day from
the weekly or monthly calendar or the time of day from the daily calendar
view. Selecting a day or time will auto populate the trip data field and
departure time field.
¾
You can access the Calendar from anywhere within the application by
clicking
.
Double- click on a day in the calendar
to initiate a trip request
For more information on working with trip requests, see Working with Trip
Requests on page 169.
VersaTrans TripTracker®
Chapter 1 Getting Started with VersaTrans TripTracker
29
Filtering Trips and Printing a Trip List Report from the Calendar
You can filter viewed trips by account, activity, status, origin, destination,
and number of students. A filter can be run in any calendar view and will
filter on all the trips associated with that view. A Trip List Detail report can be
generated from the results of the filter. This is particularly useful for districts
who have many trips (50-100) in one day and they want to limit the trips
viewed on the calendar. Once a filter is run, a Trip List report can be
generated for all currently viewed trips
1.
You can access the Calendar from anywhere within the application by
clicking
.
2.
Click
3.
Click
and select the Account that you want to filter on or add to the
filter criteria.
4.
Click
and select the Activity that you want to filter on or add to the
filter criteria.
5.
Click
and select a Status (Requested, Approved, Scheduled, Driver
Refused, Completed, Awaiting Payment, Partial Payment, Paid, or
Closed) that you want to filter on or add to the filter criteria.
6.
Click
and select the Origin that you want to filter on or add to the
filter criteria.
7.
Click
and select the Destination that you want to filter on or add to
the filter criteria.
to display the Filter Trips By panel.
VersaTrans TripTracker® User’s & Administrator’s Guide
30
VersaTrans TripTracker Calendar
8.
Enter the # of Students that you want to filter on or add to the filter
criteria.
9.
Click
to run the filter on the criteria that you selected. The
calendar displays the filter results on the calendar.
Click
filter.
to generate a Trip List Report from the results of the
10. The Trip Listing Detail report shows the details of each trip.
VersaTrans TripTracker®
Chapter 1 Getting Started with VersaTrans TripTracker
11. Click
to send the report to your printer.
12. Click
and save the report in PDF format.
31
Changing the Calendar View
Yo can change the calendar view to day, week, or month.
1.
You can access the Calendar from anywhere within the application by
clicking
.
2.
You can move forward or backward a month at a time by clicking the
arrows in the three month calendar panel.
Forward
3.
Backward
Once you have moved to the desired month, click Day, Week, or Month
to change the view.
Click to change the view to Day, Week, or Month.
If there are trips or notes for the selected day, week, or month view, they
display on the calendar.
VersaTrans TripTracker® User’s & Administrator’s Guide
32
VersaTrans TripTracker Calendar
Adding, Editing & Deleting Calendar Notes
Users with appropriate permissions can use Notes to add holidays, as well as
school/client/department closings (vacations and holidays) and early
dismissals to any day on the calendar. Notes can be added in any view (Day,
Week or Month) and will display in all views regardless of the view it was
created in.
1.
You can access the Calendar from anywhere within the application by
clicking
.
2.
Click
3.
Defaults to the current date. Click
to select a date other than the
default. The note will be added to the date selected.
VersaTrans TripTracker®
to display the Add Note panel.
Chapter 1 Getting Started with VersaTrans TripTracker
33
4.
There are five categories of notes that you can select from: Other (default),
Holiday, Closing, Early Dismissal and Closed - No Trips. The note type
you select is appended to the note (i.e.
).
5.
Click
to select a Note Type other than the default.
The dates display in different colors
depending on the note type.
Orange
Blue
Red
Notes
Trip Exists
6.
Enter the text for the note in the Note field.
VersaTrans TripTracker® User’s & Administrator’s Guide
34
VersaTrans TripTracker Calendar
7.
When you are finished, click
displays in all of the Calendar views.
. The note is saved and
Day View
Week View
Month View
8.
To edit or delete a note, double-click on the note in the Calendar to
display the Edit Notes panel.
9.
To edit the note, enter changes to the note in the Note field and click
.
10. To delete the note, click
VersaTrans TripTracker®
.
Chapter 2
Working with the Records
Topics In This Chapter:
VersaTrans TripTracker System Overview, 36
Setting Up Building Records,
38
Setting Up the Financial Records, 45
Setting Up Accounts,
64
Setting Up Trip Locations,
79
Setting Up Trip Types, 86
Setting Up Vehicle Records,
97
Setting Up Employee Records,
Setting Up Approval Paths,
110
162
36
VersaTrans TripTracker System Overview
VersaTrans TripTracker System
Overview
Congratulations! You are ready to set up the records for the VersaTrans
TripTracker system. With VersaTrans TripTracker, you can use as little or as
much of the system as you want.
You can use the Trip Request screens to request, estimate, schedule, invoice,
and record field trip payments.
Why Do I Have To Fill In These Records?
The VersaTrans TripTracker system processes the daily trip tracking work
you do. The more information you fill into the records, the more the system
can do for you as you enter field trips later. So it will be easier if you enter the
repetitive data once, before you begin.
VersaTrans TripTracker®
Chapter 2 Working with the Records
37
What Do I Enter First?
We recommend that you enter information in the order listed in Related
Topics. The data you need to enter depends upon how you want to use the
system.
•
Setting the System Options on page 9
•
Setting Up Email on page 251
•
Setting Up Building Records on page 38
•
Setting Up the Financial Records on page 45
•
Setting Up Trip Locations on page 79
•
Setting Up Trip Types on page 86
•
Setting Up Employee Records on page 110
•
Adding an Employee Record on page 139
•
Setting Up Approval Paths on page 162
•
Setting Up Accounts on page 64
•
Specifying Driver Assignment Rules & Creating a Template on page 156
•
Adding a Vehicle Record on page 97
•
Setting Up User Groups & Users on page 236
VersaTrans TripTracker® User’s Guide
38
Setting Up Building Records
Setting Up Building Records
If you are currently working with VersaTrans RP, you have probably set up
most of the building records for VersaTrans TripTracker. Buildings can either
be entered manually or imported into VersaTrans TripTracker. See, Using the
Import Utility on page 267.
Manually Adding a Building Record
You need to enter a record for each building that is part of your district. The
Bus garage and all the schools plus any other facilities that would constitute a
point of origin must be entered.
To manually add a building record:
Path:)
VersaTrans TripTracker®
Admin > Building
Chapter 2 Working with the Records
1.
39
Follow the above path to display the Buildings screen.
VersaTrans TripTracker® User’s Guide
40
Setting Up Building Records
2.
Click
.
3.
Complete the fields in this screen. Most of the fields are self explanatory.
Building Number (required)
Enter a build number to identify a building.
4.
When you have completed these entries, click
new record.
5.
You can continue adding new records by clicking
VersaTrans TripTracker®
to save the
.
Chapter 2 Working with the Records
41
Editing a Building Record
To edit a building record:
Path:)
Admin > Buildings
1.
In the Buildings screen, click
to display the blank search panel.
2.
Start typing the name of the building. As you enter text, the system will
display a list of buildings that comes closest to matching the text entered.
VersaTrans TripTracker® User’s Guide
42
Setting Up Building Records
3.
Click on the building to select it and display the edit building screen.
4.
Place your cursor in the field you want to change the entry for and type
over the existing entry.
5.
After you complete your changes, click
changes.
VersaTrans TripTracker®
to save your
Chapter 2 Working with the Records
43
Deleting a Building Record
To delete a building record:
Path:)
Admin > Buildings
1.
In the Buildings screen, click
to display the blank search panel.
2.
Start typing the name of the building. As you enter text, the system will
display a list of buildings that comes closest to matching the text entered.
3.
Click on the Building’s name to display the Edit Building screen.
4.
Click
5.
Click OK to delete the building record. The record is deleted and it’s
name is removed from the Active Name list.
.
VersaTrans TripTracker® User’s Guide
44
Setting Up Building Records
Showing Inactive Buildings in the Building List
Only the “active” buildings display in the building list. You have the option
of displaying the “Active” and “Inactive” buildings in the building list.
To show active and inactive buildings in the building list:
Path:)
¾
Admin > Buildings
Click
in the Buildings screen to show the active and
inactive buildings.
VersaTrans TripTracker®
Chapter 2 Working with the Records
45
Setting Up the Financial Records
If your organization uses financial accounts for field trips, you can enter this
account information. For the best results, set up your account records in this
order:
•
Charge Basis Records - The formula the system uses to calculate trip
costs
•
Invoice Charge Records - Additional charges that may apply to an
account
•
Fiscal Period Records - Fiscal year date range settings
Setting Up the Charge Basis Records
By setting the charge basis, you customize the rules that VersaTrans
TripTracker uses to determine the cost of the field trip. For example, you
might develop a charge basis for team trips (by mileage) and a separate
charge basis for local class trips (fixed fee). You can create the charge basis
here and assign it to one or more accounts.
Adding a Charge Basis
You add a charge basis to set the formula(s) VersaTrans TripTracker should
use to derive the cost of the field trip.
To add a charge basis:
Path:)
1.
Admin > System Lists > Charge Basis
Follow the above path to display the System List: Charge Basis screen.
VersaTrans TripTracker® User’s Guide
46
Setting Up the Financial Records
2.
Click
3.
Enter the name of the charge basis in the N AME field.
4.
Select A CTIVE for the status. A charge basis which have been checked as
Active will appear for selection in drop-down lists in the account record.
5.
Enter the default rates or where applicable check U SE DRIVER ’S RATE .You
can either choose to calculate the driver time using the individual driver’s
rate as entered in the driver’s employee file, or you can enter default
driver rates. You can mix the default rates and driver-specific rates if you
wish.
VersaTrans TripTracker®
to display a blank record
Chapter 2 Working with the Records
47
Distance Rate
Enter the rate per mile/kilometer that will be used in the calculation of
the vehicle distance cost for the field trip.
Driving Rate
Allows you to enter a default driving rate for all drivers. Enter the dollar
amount per hour that will be used in the calculation of the driver cost for
the field trip.
Sit Time Rate
Allows you to enter a default sit rate for all drivers. Enter the dollar
amount per hour that will be used in the calculation of the driver sit time
cost for the field trip.
Overnight Rate
Enter the dollar amount per hour that will be used in the calculation of
the driver overnight cost for the field trip
Weekend Rate
Enter the dollar amount per hour that will be used in the calculation of
the driver weekend cost for the field trip.
6.
Check I NCLUDE I N C ALCULATIONS to have the default rate included when
calculating the charge basis and leave unchecked to have it not included.
7.
Check TAXABLE if the invoice charge is taxable and leave unchecked if it is
not. The tax rate specified in the administrative system settings is used for
calculations.
8.
If applicable, enter the M INIMUN CONTRACTED HOURS
minimum number of hours per any given trip).
9.
Click
to add the new charge basis. The new charge basis
displays in the Systems List: Charge Basis screen.
PER TRIP
(the guaranteed
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48
Setting Up the Financial Records
Entering, Editing and Removing Fixed Charges
A charges basis must first exist before you can enter, edit or remove fixed
charges assigned to a charge basis. See, Adding a Charge Basis on page 45.
To enter, edit, or remove fixed charges:
Path:)
Admin > System Lists > Charge Basis
1.
In the System List: Charge Basis screen, click
search panel.
2.
Start typing the name of the charge basis. As you enter text, the system
will display a list of charges that comes closest to matching the text
entered.
3.
Select a charge basis to display the Edit Charge Basis screen.
VersaTrans TripTracker®
to display the blank
Chapter 2 Working with the Records
49
4.
Click
to display the Fixed Charges screen.
5.
Enter a description of the fixed charge in the D ESCRIPTION field.
6.
Enter the amount of the fixed charge in the A MOUN t field.
7.
Click
charges.
8.
Check I NCLUDE I N C ALCULATIONS to have the fixed charge included when
calculating the charge basis and leave unchecked to have it not included.
9.
Check TAXABLE if the fixed charge is taxable and leave unchecked if it is
not. The tax rate specified in the administrative system settings is used for
calculations.
to add the charge to the list of fixed
10. Clicking R EMOVE in the same row as a fixed charge deletes that charge.
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50
Setting Up the Financial Records
11. You can make changes to the fixed charge descriptions and/or amounts
by typing over the entries in the applicable fields.
12. Click
the charge basis.
to add the new or changed fixed charges to
Editing a Charge Basis
If your organization changes the way it charges for field trips, you can easily
make changes to the existing charge basis.
Note:
The changes you make to the charge basis calculation are only evident
when you generate the invoice.
To edit a charge basis:
Path:)
Admin > System Lists > Charge Basis
1.
In the System List: Charge Basis screen, click
search panel.
2.
Start typing the name of the charge basis. As you enter text, the system
will display a list of charges that comes closest to matching the text
entered.
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to display the blank
Chapter 2 Working with the Records
3.
Select a charge basis to display the Edit Charge Basis screen.
4.
Type over the fields you want to change and check the associated
checkbox if applicable.
51
Distance Rate
Enter the rate per mile/kilometer that will be used in the calculation of
the vehicle distance cost for the field trip.
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52
Setting Up the Financial Records
Driving Rate
Allows you to enter a default driving rate for all drivers. Enter the dollar
amount per hour that will be used in the calculation of the driver cost for
the field trip.
Sit Time Rate
Allows you to enter a default sit rate for all drivers. Enter the dollar
amount per hour that will be used in the calculation of the driver sit time
cost for the field trip.
Overnight Rate
Enter the dollar amount per hour that will be used in the calculation of
the driver overnight cost for the field trip
Weekend Rate
Enter the dollar amount per hour that will be used in the calculation of
the driver weekend cost for the field trip.
5.
After you complete your changes, click
changes.
to save your
Deactivating a Charge Basis
We do not recommend that you delete a charge basis, but you can do so. We
recommend you make it inactive so it doesn’t display as an option in the
future.
To deactivate a charge basis:
Path:)
1.
Admin > System Lists > Charge Basis
In the System List: Charge Basis screen, click
search panel.
VersaTrans TripTracker®
to display the blank
Chapter 2 Working with the Records
53
2.
Start typing the name of the charge basis. As you enter text, the system
will display a list of charges that comes closest to matching the text
entered.
3.
Select a charge basis to display the Edit Charge Basis screen.
4.
Click
5.
Click
in the Status field.
to save your changes.
Setting the Default Charge Basis
You can set a default charge basis in the Accounts screen if you have
permission to edit it. See Setting Up Accounts on page 64 for more information.
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54
Setting Up the Financial Records
Setting Up the Invoice Charges
Your organization may use invoice charges to add additional field trip
charges. Invoice Charges are a way to capture costs associates with a trip that
are not directly related to a drivers pay or the operating costs of a vehicle.
They may include things like cleaning of a vehicle or administrative tasks.
You can use the taxable field to keep track of taxes. Invoice charges are not
required, so you do not have to add them.
Note:
Unlike fixed costs that are automatically entered on every trip associated with a
particular Charge Basis, Invoice Charges can be added for any trip as needed to
recover costs associated with the trip.
Adding an Invoice Charge
To add an Invoice Charge:
Path:)
VersaTrans TripTracker®
Admin > System Lists > Invoice Charges
Chapter 2 Working with the Records
55
1.
Follow the above path to display the System List: Invoice Charges screen.
2.
Click
3.
Enter the name of the invoice charge in the Name field.
4.
Enter the price of the invoice charge in the Price field.
to display a blank record.
Select A CTIVE for the status. Invoice charges which have been checked as
Active will appear for selection in drop-down lists throughout the
application.
5.
Select YES if the invoice charge is taxable and N O if it is not. The tax rate
specified in the administrative system settings is used for calculations.
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56
Setting Up the Financial Records
6.
Click
to add the new invoice charge. The new invoice
charge appears on the Invoice Charges list.
Editing an Invoice Charge
To edit an invoice charge:
Path:)
Admin > System Lists > Invoice Charges
1.
In the System List: Invoice Charges screen, click
search panel.
2.
Start typing the name of the invoice charge. As you enter text, the system
will display a list of charges that comes closest to matching the text
entered.
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to display the blank
Chapter 2 Working with the Records
57
3.
Select an invoice charge to display the Edit Invoice Charge screen.
4.
You can change the name and status of the invoice charge.
5.
You can change whether or not the invoice charge is taxable by selecting
YES or N O in the status field.
6.
After you complete your changes, click
changes.
to save your
Deleting an Invoice Charge
To delete an invoice charge:
Path:)
Admin > System Lists > Invoice Charges
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58
Setting Up the Financial Records
1.
In the System List: Invoice Charges screen, click
search panel.
2.
Start typing the name of the invoice charge. As you enter text, the system
will display a list of charges that comes closest to matching the text
entered.
3.
Select an invoice charge to display the Edit Invoice Charge screen.
4.
Click
5.
Click OK to delete the invoice charge record. The record is deleted and
it’s name is removed from the Invoice Charge list.
.
Deactivating an Invoice Charge
To deactivate an invoice charge:
Path:)
VersaTrans TripTracker®
to display the blank
Admin > System Lists > Invoice Charges
Chapter 2 Working with the Records
59
1.
In the System List: Invoice Charges screen, click
search panel.
to display the blank
2.
Start typing the name of the invoice charge. As you enter text, the system
will display a list of charges that comes closest to matching the text
entered.
3.
Select an invoice charge to display the Edit Invoice Charge screen.
4.
Click
5.
Click
in the Status field.
to save your changes.
Showing Inactive Invoice Charge Records in the Invoice Charges List
Only the “active” invoice charge records display in the invoice charge list.
You have the option of displaying the “Active” and “Inactive” invoice charge
records in the invoice charge list.
To show active and inactive invoice charge records in the invoice charges
list:
Path:)
•
Admin > System Lists > Invoice Charges
Click
in the Invoice Charges screen to show the active
and inactive records.
Setting Up the Fiscal Periods
Fiscal Periods, or budget periods, are blocks of time that a fixed amount of
money for trips has been allocated for. It could be by quarter or annually or
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60
Setting Up the Financial Records
any other method used in your district.
Adding a Fiscal Period
To add a Fiscal Period:
Path:)
1.
Admin > System Lists > Fiscal Periods
Follow the above path to display the System List: Fiscal Periods screen.
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61
Chapter 2 Working with the Records
2.
Click
to display a blank record.
3.
Enter a name for the fiscal period.
4.
Enter a start and end date or use the drop-down buttons to select dates
from a calendar.
5.
When you have completed these entries, click
new record.
6.
You can continue adding new records by clicking
to save the
.
Editing a Fiscal Period
To edit a fiscal period:
Path:)
1.
Admin > System Lists > Fiscal Periods
In the System List: Fiscal Periods screen, click
search panel.
to display the blank
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62
Setting Up the Financial Records
2.
Start typing the name of the fiscal period. As you enter text, the system
will display a list of charges that comes closest to matching the text
entered.
3.
Select a fiscal period to display the Edit Fiscal Period screen.
4.
Place your cursor in the field you want to change the entry for and type
over the existing entry. You have the option of selecting dates from a
calendar in the Start and End Date fields.
5.
After you complete your changes, click
changes.
to save your
Deleting a Fiscal Period
To delete a fiscal period:
Path:)
Admin > System Lists > Fiscal Periods
1.
In the System List: Fiscal Periods screen, click
search panel.
2.
Start typing the name of the fiscal period. As you enter text, the system
will display a list of charges that comes closest to matching the text
entered.
3.
Select a fiscal period to display the Edit Fiscal Period screen.
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to display the blank
Chapter 2 Working with the Records
63
4.
Click
.
5.
Click OK to delete the fiscal period record. The record is deleted and its
name is removed from the Fiscal Periods list.
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64
Setting Up Accounts
Setting Up Accounts
Once you have completed the building records, the charge basis, the invoice
charges (if applicable), and the fiscal period, you are ready to set up the
accounts.
Accounts contain certain information required for requesting field trips. They
allow the transportation department to identify a school, district, program or
other entity and obtain contact person and contact method information on
that entity, identify what types of charge basis apply globally to the entity, set
a budget threshold for the entity, and identify who can approve requests for
the entity.
An entity could be a school or could be a division within the school
(performing arts, language, ROTC, athletic department). Within the division,
there may be one or more requesters and approvers authorized to request and
approve trips for that division. For example, a school may have many athletic
programs, with many coaches.
Adding Account Records
An account is the budget item you want to charge field trips against. For
example, if your organization breaks the field trip budget down by school
and then further by group, you might enter the name of the school and the
group name in the Account field, as in St. Ambrose Athletic Dept or St.
Ambrose Class Trips.
To add account records:
Path:)
VersaTrans TripTracker®
Admin > Accounts
Chapter 2 Working with the Records
1.
65
Follow the above path to display the Accounts screen.
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66
Setting Up Accounts
2.
Click
3.
Enter a name for the account.
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to display a blank record.
Chapter 2 Working with the Records
67
4.
Select Active for the status. An inactive account cannot have new trips
requests assigned to it. Trips already assigned to an account which has
been made inactive will be available for financial transactions and
reports.
5.
Complete the fields by typing the information or selecting from dropdown lists. If you need help with any of these fields, see the field
descriptions below.
Building
This is the building associated with this account.
Address, City, State and ZIP
These fields will be automatically filled in from the information contained
in the Building record.
Budget Number
This is your internal code (if any) associated with this account. This
number displays on the invoice.
Budget Threshold
The amount limit at which the system emails the Requester. For example,
if you enter $150 in this field, the system sends an email to the Requester
when there is $150 or less remaining in the budget for this account.
Charge Basis
A charge basis can be selected from a drop-down list of available charge
basis records. See, Adding a Charge Basis on page 45. This is the charge
basis that will be associated with this account. This charge basis will be
applied to all trips charged to the account. The charge basis can be
overridden during the trip request process.
Approval Path
An approval path can be selected from a drop-down list of available
approval path records (see, Adding a New Approval Path on page 162). This
is the approval path that will be associated with this account. This
approval path will be applied to all trips charged to the account.
Account Instruction
Any special instructions associated with the account.
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68
Setting Up Accounts
6.
When you have completed these entries, click
new record.
Editing Account Records
To edit transportation account records:
Path:)
1.
Admin > Accounts
Follow the above path to display the Accounts screen.
VersaTrans TripTracker®
to save the
Chapter 2 Working with the Records
2.
69
Click on the account name that you want to edit.
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70
Setting Up Accounts
3.
Edit the fields by typing in the new information or selecting from dropdown lists. If you need help with any of these fields, see Adding Account
Records on page 64.
4.
Click
account record.
when you have finished making changes to the
Deleting an Account Record
To delete an account record:
Path:)
Admin > Accounts
1.
Follow the above path to display the Accounts screen.
2.
Click on the account that you want to delete.
Note:
It is recommended that an account record is made Inactive and not
deleted because when you delete this record, all associated records will
be deleted as well.
3.
Click
4.
Click OK and the transportation record and all associated records are
deleted.
VersaTrans TripTracker®
and then click
.
Chapter 2 Working with the Records
71
Adding Contacts/Requesters to an Account Record
Once you have set up an account record, you can add contacts and requesters
to that record. A contact is a person who has a reason to be notified of the
status of a particular field trip. A requester is the person requesting a trip. A
person can be both a contact and a requester.
To add contacts/requesters to an account record:
Path:)
Admin > Accounts
1.
Follow the above path to display the Accounts screen.
2.
Click on the account name that the contacts/requesters are to be added
to. The Edit Account screen displays.
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72
Setting Up Accounts
3.
Start typing a name into the Search on field. As the system finds a match,
it displays those matches. The list of available names is based on the
employees in the system.
4.
Click on a name to select it.
5.
Click the Contact Type drop-down button for the new contact/requester.
6.
Select either contact, requester or both.
7.
If you want to remove a name from the list, click
name that you want removed.
8.
Click
next to the
when you are finished making entries.
Editing Account Record Contacts/Requesters
In the Edit Account screen described below, you can change whether an
employee is a contact, requester or both. To change information such as title,
phone or email, see Finding & Editing an Employee’s Record on page 150.
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73
Chapter 2 Working with the Records
To edit a contact/Requester:
Path:)
Admin > Accounts
1.
Follow the above path to display the Accounts screen.
2.
Click on the account name that contains the contacts/requesters that you
want to work with. The Edit Account screen displays.
3.
Click on the
4.
Click the Contact Type drop-down button for the contact/requester you
want to edit.
5.
Select either contact, requester or both.
tab.
Deleting Account Record Contacts/Requesters
You can delete a contact or requester from the system only if you have not
used it in any trip record. If you try to delete a contact or requester that is
attached to one or more trip records, the system prevents you.
1.
Follow the above path to display the Accounts screen.
2.
Click on the account name that contains the contacts/requesters that you
want to delete. The Edit Account screen displays.
3.
Click on the
4.
Highlight the name that you want to delete and click
tab.
.
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74
Setting Up Accounts
Adding Drivers to An Account
This feature allows you to add specific drivers to specific accounts. You will
then be able to filter drivers by account when scheduling a trip (see,
Scheduling a Trip on page 199).
To add drivers to an account:
Path:)
Admin > Accounts
1.
Follow the above path to display the Accounts screen.
2.
Click on the account name that you will be adding drivers to.
3.
Click on the
tab.
Only employees that
meet designated criteria
will appear in this list
The following criteria determines what employee names appear in the
list:
•
Only employees designated as “Driver” will appear in the list.
The “Driver” checkbox in the Employee Record must be checked.
•
Only active employees/drivers will appear on the list.
•
“Qualified for activity vehicle” and “Appear in driver queue”
must be checked in the Employee Record.
VersaTrans TripTracker®
Chapter 2 Working with the Records
Note:
75
If any of the pertinent criteria are no longer met, the employee will not
show in the list of drivers for the account.
4.
Type a name into the “Type Name to find in list” field and when the
system finds a match, it displays those matches.
5.
Select a single name by clicking on the name or select multiple names by
using the Ctrl key.
6.
Click
for a single name or
for
multiple names to add those driver’s names to the account and display
them as shown below:
7.
Click
when you are finished adding drivers.
Adding a Budget Period
The budget period refers to the budget amount allotted for a fiscal period. A
fiscal period is the term of your budget which is usually the school year for
districts. Complete your fiscal period entries before adding a budget period
as described in Setting Up the Fiscal Periods on page 59.
To add a budget period:
Path:)
Admin > Accounts
1.
Follow the above path to display the Accounts screen.
2.
Click on the account name that you will be adding a budget period to.
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76
Setting Up Accounts
3.
Click on the
4.
Click the drop-down box to display the fiscal periods you have already
entered. See, Adding a Fiscal Period on page 60 for information on how to
add a fiscal period.
5.
Select a fiscal period from the list.
VersaTrans TripTracker®
tab.
Chapter 2 Working with the Records
6.
Click
77
.
Budget Amount
Enter the amount allowed for in this budget item for this account.
7.
Click
to update the remaining balance.
Requested
Dollar total of all trips assigned to this account in the requested stage.
Scheduled
Dollar total of all trips assigned to this account when a trip is scheduled.
Completed
Dollar total of all trips assigned to this account when the trip has been
completed.
Remaining Balance
Remaining balance = budget amount - (completed + scheduled +
requested).
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78
Setting Up Accounts
8.
When you are finished making entries, click
VersaTrans TripTracker®
.
Chapter 2 Working with the Records
79
Setting Up Trip Locations
Trip Locations are the destinations and origins of a field trip whether
students are going from school to the museum, or from the away game field
back to school. Trip locations can either be imported into VersaTrans
TripTracker or entered manually. See, Using the Import Utility on page 267.
Adding a Trip Location
To add a trip location:
Path:)
1.
Admin > System Lists > Trip Locations
Follow the above path to display the System List: Trip Locations screen.
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80
Setting Up Trip Locations
2.
Click
3.
Enter the name of the trip location in the Location Name field.
4.
Make sure that the Active check box is checked.
VersaTrans TripTracker®
to display a blank record.
Chapter 2 Working with the Records
5.
81
Click the Location Type drop-down button to display a list of location
types (Billing Location, Can be either a destination or an origin,
Destination only and Origin only). Select the location type that is
appropriate for the record you are entering. Trip origins are always the
starting places for field trips; trip destinations are the places you are
going to.
An example of a trip destination that may also be an origin is a high
school. Elementary school students may go to the high school for a
program but high school students may go on field trips too.
Street Address/City//State/Zip
It is important that valid information is entered since the information
entered here will be used for generating textual point-to-point directions
and a map.
Directions
The directions entered here will be used when you are creating directions
for a trip request.
6.
Click the Building drop-down button and select a building from the list.
When a trip is being requested, the requester is associated with an
account. The building associated with the requester’s account will be
used to identify the origin location and will automatically populate the
Trip Origin field on the trip request.
7.
Click
to add the new trip location. The new trip location
appears on the Trip Locations list.
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82
Setting Up Trip Locations
Editing a Trip Location
When a trip is being requested, the Requester is associated with an account.
The building associated with the Requester’s account will be used to identify
the origin location and will populate the Trip Origin field on the Trip
Request.
To edit a trip location:
Path:)
Admin > System Lists > Trip Locations
1.
In the System Lists: Trip Locations screen, click
search panel.
2.
Start typing the name of the trip location. As you enter text, the system
will display a list of trip locations that comes closest to matching the text
entered.
VersaTrans TripTracker®
to display the blank
Chapter 2 Working with the Records
3.
Select a trip location to display the Edit Trip Location screen.
4.
Make the desired changes in the associated fields.
5.
You can change the status to A CTIVE or I NACTIVE .
83
Trip Locations which have been checked as A CTIVE will appear for
selection in drop-down lists throughout the application.
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84
Setting Up Trip Locations
If you change an Active status to Inactive, the status change will take
effect once the status change has been saved. The inactive trip location
name will no longer be actively tracked.
6.
After you complete your changes, click
changes.
to save your
Deactivating a Trip Location
You can deactivate a trip location so it doesn’t display as an option in the
future.
To deactivate a trip location:
Path:)
Admin > System Lists > Trip Locations
1.
In the System Lists: Trip Locations screen, click
search panel.
2.
Start typing the name of the trip location. As you enter text, the system
will display a list of trip locations that comes closest to matching the text
entered.
3.
Select a trip location to display the Edit Trip Location screen.
4.
Click
5.
Click
VersaTrans TripTracker®
in the Status field.
to save your changes.
to display the blank
Chapter 2 Working with the Records
85
Showing Inactive Trip Location Records in the Trip Locations List
Only the “active” trip location records display in the trip location list. You
have the option of displaying the “Active” and “Inactive” trip location
records in the trip locations list.
To show active and inactive trip location records in the Trip Locations list:
Path:)
¾
Admin > System Lists > Trip Locations
Click
inactive records.
in the Trip Locations screen to show the active and
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86
Setting Up Trip Types
Setting Up Trip Types
Trip Types are a way of grouping related trips together and may be used in
conjunction with Activity Types (see, Setting Up Trip Activity Types on page
91) or used alone or not at all depending on your needs.
Adding a Trip Type
To add a trip type:
Path:)
VersaTrans TripTracker®
Admin > System Lists > Trip Types
Chapter 2 Working with the Records
1.
Follow the above path to display the System List: Trip Types screen.
2.
Click
3.
Enter the name of the Trip Type in the Name field.
87
to display a blank record.
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88
Setting Up Trip Types
4.
Select A CTIVE for the status. Trip Types which have been checked as
Active will appear for selection in drop-down lists in the Trip Details.
5.
Click
to add the new trip type. The new trip type appears
on the Trip Type list.
Editing a Trip Type
To edit a trip type:
Path:)
Admin > System Lists > Trip Types
1.
In the System Lists: Trip Type screen, click
search panel.
2.
Start typing the name of the trip type. As you enter text, the system will
display a list of trip types that comes closest to matching the text entered.
3.
Select a trip type to display the Edit Trip Type screen.
4.
You can change the name and status of the trip type.
VersaTrans TripTracker®
to display the blank
Chapter 2 Working with the Records
5.
After you complete your changes, click
changes.
89
to save your
Deleting a Trip Type
To delete a trip type:
Path:)
Admin > System Lists > Trip Types
1.
In the System Lists: Trip Type screen, click
search panel.
to display the blank
2.
Start typing the name of the trip type. As you enter text, the system will
display a list of trip types that comes closest to matching the text entered.
3.
Select a trip type to display the Edit Trip Type screen.
4.
Click
5.
Click OK to delete the trip type record. The record is deleted and its name
is removed from the Trip Types list.
.
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90
Setting Up Trip Types
Deactivating a Trip Type
To deactivate a trip type:
Path:)
Admin > System Lists > Trip Types
1.
In the System Lists: Trip Type screen, click
search panel.
to display the blank
2.
Start typing the name of the trip type. As you enter text, the system will
display a list of trip types that comes closest to matching the text entered.
3.
Select a trip type to display the Edit Trip Type screen.
4.
Click
5.
Click
in the Status field.
to save your changes.
Showing Inactive Trip Type Records in the Trip Types List
Only the “active” trip type records display in the trip type list. You have the
option of displaying the “Active” and “Inactive” trip type records in the trip
type list.
To show active and inactive trip type records in the Trip Types list:
Path:)
¾
Admin > System Lists > Trip Types
Click
inactive records.
VersaTrans TripTracker®
in the Trip Types screen to show the active and
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91
Setting Up Trip Activity Types
Activity Types may be used as a subset of Trip Types (see, Setting Up Trip
Types on page 86) if your district requires the differentiation. For example, a
Trip Type could be Sports and the Activity Type could be Soccer or
Basketball, etc. They are used primarily in reporting. They may also be used
instead of Trip Types or not used at all.
Adding an Activity Type
To add an activity type:
Path:)
Admin > System Lists > Activity Types
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92
Setting Up Trip Activity Types
1.
Follow the above path to display the System List: Activity Types screen.
2.
Click
3.
Enter the name of the Activity Type in the Name field.
VersaTrans TripTracker®
to display a blank record.
Chapter 2 Working with the Records
93
4.
Select A CTIVE for the status. Activity Types which have been checked as
Active will appear for selection in drop-down lists in the Trip Details.
5.
Click
to add the new Activity type. The new activity type
appears on the Activity Type list.
Editing an Activity Type
To edit an activity type:
Path:)
Admin > System Lists > Activity Types
1.
In the System Lists: Activity Type screen, click
search panel.
to display the blank
2.
Start typing the name of the activity type. As you enter text, the system
will display a list of activity types that comes closest to matching the text
entered.
3.
Select an activity type to display the Edit Activity Type screen.
4.
You can change the name and status of the activity type.
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94
Setting Up Trip Activity Types
5.
You can change the status to A CTIVE or I NACTIVE .
Activity Types which have been checked as A CTIVE will appear for
selection in Trip Details.
If you change an Active status to Inactive, the status change will take
effect once the status change has been saved. The inactive activity type
will no longer be actively tracked.
6.
After you complete your changes, click
changes.
to save your
Deleting an Activity Type
To delete an activity type:
Path:)
Admin > System Lists > Activity Types
1.
In the System Lists: Activity Type screen, click
search panel.
2.
Start typing the name of the activity type. As you enter text, the system
will display a list of activity types that comes closest to matching the text
entered.
3.
Select an activity type to display the Edit Activity Type screen.
VersaTrans TripTracker®
to display the blank
Chapter 2 Working with the Records
95
4.
Click
.
5.
Click OK to delete the trip type record. The record is deleted and its name
is removed from the Trip Types list.
Deactivating an Activity Type
To deactivate an activity type:
Path:)
Admin > System Lists > Activity Types
1.
In the System Lists: Activity Type screen, click
search panel.
to display the blank
2.
Start typing the name of the activity type. As you enter text, the system
will display a list of activity types that comes closest to matching the text
entered.
3.
Select an activity type to display the Edit Activity Type screen.
4.
Click
5.
Click
in the Status field.
to save your changes.
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96
Setting Up Trip Activity Types
Showing Inactive Activity Type Records in the Activity Types List
Only the “active” activity type records display in the activity type list. You
have the option of displaying the “Active” and “Inactive” acitivity type
records in the activity type list.
To show active and inactive activity type records in the Activity Types list:
Path:)
¾
Admin > System Lists > Activity Types
Click
inactive records.
VersaTrans TripTracker®
in the Activity Types screen to show the active and
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97
Setting Up Vehicle Records
The Vehicle screen contains information about the vehicles in the vehicle file
and about the routes each vehicle runs. VersaTrans TripTracker uses vehicle
records to manage the vehicles your organization uses for field trips. If you
are currently working with VersaTrans RP and/or VersaTrans FleetVision,
you have probably set up most of the vehicle records. These records can also
be imported into VersaTrans TripTracker.
The following topics are covered in this section:
Adding a Vehicle Record on page 97
Viewing the Routing Information for a Vehicle on page 102
Editing a Vehicle Record on page 103
Deactivating a Vehicle Record on page 109
Finding a Vehicle Record on page 105
Adding a Vehicle Record
To add a vehicle record:
Path:)
Admin > Vehicles
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98
Setting Up Vehicle Records
1.
Follow the above path to display the Vehicles screen.
VersaTrans TripTracker®
Chapter 2 Working with the Records
2.
Click
Note:
99
to display a blank record.
If you have VersaTrans RP and VersaTrans FleetVision, the building,
vehicle, and employee data is shared. Any edits, adds, or deletes that are
made here will impact your VersaTrans RP and VersaTrans
FleetVision data.
3.
Type the name or number of this vehicle in the Vehicle field.
4.
Select A CTIVE for the status. Vehicles which have been checked as Active
will appear for selection in drop-down lists.
5.
Complete the remaining fields selections for the vehicle record.
Registration No.
The registration number of the vehicle assigned by the Department of
Motor Vehicles.
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100
Setting Up Vehicle Records
VIN Number
Enter the manufacturer’s serial number for the vehicle.
License Plate
Enter the license plate number of the vehicle.
Other ID #
This field allows you to enter an additional ID number for the vehicle if
applicable.
Contractor
Enter the name of the contractor.
Model Year
Enter the year of manufacture for the vehicle.
Capacity
Enter the legal capacity of the vehicle.
Special Equip.
Select Yes if vehicle is equipped with special equipment or No if it is not
equipped with special equipment. Indicates vehicles with special
equipment without specifically noting the special equipment.
Operating Cost
Enter the cost/mile (in cents per mile/kilometer) that represents the
operating cost of the vehicle.
Annual Capital Cost
Enter the dollar amount to be assigned as this vehicle’s annual capital
outlay for a vehicle. When the amount appears significantly high, it may
indicate a significant benefit in removing a bus from service.
AM Driver Name
Select the vehicle’s driver from the drop-down list (make sure the
employee record had been entered).
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101
PM Driver Name
Select the vehicle’s driver from the drop-down list (make sure the
employee record had been entered).
6.
Click
to add the new vehicle record. The new vehicle record
displays in the Vehicles screen. Assigned routes display in the Route
Information panel at the bottom of this screen. See, Viewing the Routing
Information for a Vehicle on page 102.
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102
Setting Up Vehicle Records
Viewing the Routing Information for a Vehicle
Some vehicle records in the VersaTrans TripTracker vehicle file contain
assigned routes which display in the Route Information panel at the bottom
of the Add and Edit Vehicle screens. You cannot make any changes in the
Route Information panel.
To view the routes assigned to the selected vehicle:
Path:)
1.
Admin > Vehicles
Follow the above path to display the Vehicles screen.
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Chapter 2 Working with the Records
2.
103
Click on a vehicle to display the Edit Vehicle screen. If routes have been
assigned to this vehicle, the Route Information panel displays.
Editing a Vehicle Record
To edit a vehicle record:
Path:)
Admin > Vehicles
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104
Setting Up Vehicle Records
1.
Follow the above path to display the Vehicles screen.
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Chapter 2 Working with the Records
105
2.
Click on a vehicle to display the Edit Vehicle screen.
3.
Type over the fields you want to change or make a new selection from the
drop-down lists.
4.
Click
to add the changes to the vehicle record.
be imported into VersaTrans TripTracker.
Finding a Vehicle Record
To find a vehicle record:
Path:)
Admin > Vehicles
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106
Setting Up Vehicle Records
1.
Follow the above path to display the Vehicles screen.
2.
Click
VersaTrans TripTracker®
to display the blank search panel.
Chapter 2 Working with the Records
3.
107
Enter a vehicle identification number in the Search On field. As you enter
the vehicle identification number, the system will display a list of vehicles
containing the numbers entered.
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108
Setting Up Vehicle Records
4.
Move the cursor over a vehicle number and right-click on that vehicle
number to select it. The Edit Vehicle screen for the selected vehicle
displays.
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Chapter 2 Working with the Records
109
Deactivating a Vehicle Record
To deactivate a vehicle record:
Path:)
Admin > Vehicles
1.
Click
to display the blank search panel.
2.
Enter a vehicle identification number in the Search On field. As you enter
the vehicle identification number, the system will display a list of vehicles
containing the numbers entered.
3.
Select a vehicle to display the Edit Vehicle screen.
4.
Click
5.
Click
in the Status field.
to save your changes.
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110
Setting Up Employee Records
Setting Up Employee Records
You can keep track of a wide variety of certifications and employee records in
the VersaTrans TripTracker system. Most frequently you keep track of
drivers, their certifications, their hiring information, and their drug testing
records. If you are currently working with VersaTrans RP and VersaTrans
FleetVision, you have probably set up most of the employee records. These
records can also be imported into VersaTrans TripTracker.
If you are installing VersaTrans TripTracker from scratch, there is a definite
order you need to follow to set up certification and employee records
properly.
1.
Certification Records: You set these up first so you have base certification
records to work with. Here is where you enter all of the certifications
required by law and by your organization for all of your employees.
Examples could include license classifications, sensitivity certifications
and minimum reading competency.
2.
Employee Type Records: In these records you match up the certification
records you entered with the type of employee to determine which
certifications are required for each type of employee. Setting up these
records helps you keep on top of each employee’s certifications and
ensures that each employee is qualified for the position he or she holds.
3.
Employee Records: This is where you enter the individual records of your
employees. This information includes their address, and other personal
data plus the employee type information which carries with it the
certification information you entered in the certifications section.
Note:
VersaTrans TripTracker®
If you have VersaTrans RP or VersaTrans FleetVision, employee
records that are drivers are seen in both products.
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111
Setting Up Certification Records
Before you can set up employee records, you have to establish the required
and non-required certification records.
Adding Certification Records
The VersaTrans TripTracker system keeps track of the required certifications
for each employee type. When you add a new employee, the system checks to
see if the employee meets those minimum requirements for certification.
Then, you update their employee record with their certification information.
If the employee does not have all of the certifications required, the system
displays the missing or overdue certifications.
Before you can add and work with employee records, it is important to enter
required certification information. These records establish the minimum
certification requirements. In addition, you have to enter the employee type
records to tie the workers to their appropriate certifications. Then, in the
employee records themselves, you keep track of the individual certification
records. You can use these records to ensure your employees’ certifications
are up-to-date and prevent untimely certification expirations.
To add certification records:
Path:)
Admin > System Lists > Certifications
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112
Setting Up Employee Records
1.
Follow the above path to display the System List: Certifications screen.
VersaTrans TripTracker®
Chapter 2 Working with the Records
2.
Click
3.
Complete the fields in the Add a New Certification screen.
113
.
Name
Type the name of the certification in this field. For example, Driver.
Status
Select either Active or Inactive.
Certification names which have been checked as Active will appear in
any employee record which has an employee type associated with the
certification. For example, if Jane Jones is a driver, only certifications
which have been associated with drivers will appear in Jane's employee
record.
If you change an Active status to Inactive, the status change will take
effect on future employee records once the status change has been saved.
The inactive certification name will not disappear from employee
records, but it will no longer be actively tracked.
Duration (#/Period Type)
Enter the amount of time the certificaton is valid for. For example, 365
days or 6 months. You can also select “Never Expires”.
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114
Setting Up Employee Records
Look Ahead Days
Type the number of days warning you want the system to give you when
employees’ required certification comes due.
When the certification due date falls within the number of days you enter
in this field, the system displays the Coming Due warning message in the
Certifications tab, Status column of the employee’s screen and highlights
the entry in yellow. When the number of look ahead days is passed, the
system highlights the entry in red and displays the label Overdue.
4.
When you have completed these entries, click
new record.
5.
You can continue adding new records by clicking
to save the
.
Editing Certification Records
To edit certification records:
Path:)
Admin > System Lists > Certifications
1.
Click
2.
Enter a certification name in the Search On field. As you enter the
certification name, the system will display a list of certifications
containing the text entered.
3.
Select a certification to display the Edit Certification screen.
4.
Place your cursor in the field you want to change the entry for and type
over the existing entry.
5.
After you complete your changes, click
changes.
VersaTrans TripTracker®
to display the blank search panel.
to save your
Chapter 2 Working with the Records
115
Deleting Certification Records
To delete certification records:
Path:)
Admin > System Lists > Certifications
1.
Click
to display the blank search panel.
2.
Enter a certification name in the Search On field. As you enter the
certification name, the system will display a list of certifications
containing the text entered.
3.
Select a certification to display the Edit Certification screen.
4.
Click
5.
Click OK to delete the certification record. The record is deleted and its
name is removed from the Active Name list.
.
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116
Setting Up Employee Records
Showing Inactive Certifications in the Certifications List
Only the “active” certifications display in the certifications list. You have the
option of displaying the “Active” and “Inactive” certifications in the
certifications list.
To show active and inactive certifications in the certifications list:
Path:)
¾
Admin > System Lists > Certifications
Click
inactive records.
VersaTrans TripTracker®
in the Certifications screen to show the active and
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117
Setting Up Employee Titles
Employee titles are used for categorizing employees and can be used as a
separate identifier rather than employee type.
Adding an Employee Title
To add an employee title:
Path:)
1.
Admin > System Lists > Employee Titles
Follow the above path to display the Employee Titles screen.
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118
Setting Up Employee Records
2.
Click
to display a blank record.
3.
Enter the name of the Employee Title in the Name field.
4.
Select A CTIVE for the status. Employee titles which have been checked as
Active will appear for selection in drop-down lists throughout the
application.
5.
Click
to add the new employee title.
Editing an Employee Title
To edit an employee title:
Path:)
Admin > System Lists > Employee Titles
1.
Follow the above path to display the System List: Employee Titles screen.
2.
Click
VersaTrans TripTracker®
to display the blank search panel.
Chapter 2 Working with the Records
119
3.
Enter an employee title in the Search On field. As you enter the employee
title, the system will display a list of employee titles containing the text
entered.
4.
Select an employee title to display the Edit Employee Title screen.
5.
You can change the employee title name by typing a new name in the
Name field.
6.
You can change the status to A CTIVE or I NACTIVE .
Employee Titles which have been checked as A CTIVE will appear for
selection in drop-down lists throughout the application.
If you change an Active status to Inactive, the status change will take
effect once the status change has been saved. The inactive employee title
will no longer be actively tracked.
7.
After you complete your changes, click
changes.
to save your
Deleting an Employee Title
To delete an employee title:
Path:)
Admin > System Lists > Employee Titles
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120
Setting Up Employee Records
1.
Follow the above path to display the System List: Employee Title screen.
2.
Click
3.
Enter an employee title in the Search On field. As you enter the employee
title, the system will display a list of employee titles containing the text
entered.
4.
Select an employee title to display the Edit Employee Title screen.
5.
Click
6.
Click OK to delete the employee title record. The record is deleted and its
name is removed from the Employee Titles list.
to display the blank search panel.
.
Deactivating an Employee Title
To deactivate an employee title:
Path:)
1.
Admin > System Lists > Employee Titles
Follow the above path to display the System List: Employee Titles screen.
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Chapter 2 Working with the Records
121
2.
Click
to display the blank search panel.
3.
Enter an employee title in the Search On field. As you enter the employee
title, the system will display a list of employee titles containing the text
entered.
4.
Select an employee title to display the Edit Employee Title screen.
5.
Click
6.
Click
in the Status field.
to save your changes.
Showing Inactive Employee Title Records in the Employee Titles List
Only the “active” employee title records display in the employee title list. You
have the option of displaying the “Active” and “Inactive” employee title
records in the employee title list.
To show active and inactive employee title records in the employee titles
list:
Path:)
¾
Admin > System Lists > Employee Titles
Click
inactive records.
in the Employee Titles screen to show the active and
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122
Setting Up Employee Records
Setting Up Employee Types
Employee types allow you to assign certifications to a type of employee and
to determine which types of certifications are required for that type of
employee. Employee type records also help you track the status of employee
certifications.
Adding an Employee Type and Associating Certifications
You should set up the certification and employee type information before
adding employee records. If you do not set up these records first, they will
not be available to associate with an employee type. Once you have
completed your employee type records, you can create the individual
employee records for your employees or use those available in VersaTrans RP
and/or VersaTrans FleetVision.
To add an Employee Type:
Path:)
VersaTrans TripTracker®
Admin > System Lists > Employee Types
Chapter 2 Working with the Records
1.
123
Follow the above path to display the System List: Employee Types screen.
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124
Setting Up Employee Records
2.
Click
to display a blank record.
3.
Enter the name of the employee type in the Name of Title field.
Select A CTIVE for the status. Employee Types which have been checked as
Active will appear for selection in drop-down lists throughout the
application.
4.
To add a certification requirement. Select a certification from the dropdown list and click
.
5.
Repeat step 4 for each certification type that you want associated with
this employee type.
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Chapter 2 Working with the Records
125
Editing an Employee Type
Remember, if there are new certifications required for an employee, you must
add them in the Certifications section first. See Setting Up Certification Records
on page 111 for these instructions.
To edit an employee type:
Path:)
Admin > System Lists > Employee Types
1.
Click
to display the blank search panel.
2.
Enter an employee type in the Search On field. As you enter the
employee type, the system will display a list of employee types
containing the text entered.
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126
Setting Up Employee Records
3.
Select an employee type to display the Edit Employee Type screen.
4.
You can change the name and status of the employee type.
5.
You can assign additional certification types for the selected employee
type. See, Adding an Employee Type and Associating Certifications on page
122.
6.
Check R EQUIRED next to the certifications that are required.
7.
You can remove a certification type by clicking
8.
You can delete the selected employee type by clicking
9.
After you complete your changes, click
changes.
VersaTrans TripTracker®
.
to save your
Chapter 2 Working with the Records
127
Deleting an Employee Type
To delete an employee type:
Path:)
Admin > System Lists > Employee Types
1.
Click
to display the blank search panel.
2.
Enter an employee type in the Search On field. As you enter the
employee type, the system will display a list of employee types
containing the text entered.
3.
Select an employee type to display the Edit Employee Type screen.
4.
Click
5.
Click OK to delete the employee type record. The record is deleted and its
name is removed from the Employee Types list.
.
Showing Inactive Employee Type Records in the Employee Types List
Only the “active” employee type records display in the employee type list.
You have the option of displaying the “Active” and “Inactive” employee type
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128
Setting Up Employee Records
records in the employee type list.
To show active and inactive employee type records in the employee types
list:
Path:)
¾
Admin > System Lists > Employee Types
Click
inactive records.
in the Employee Types screen to show the active and
Setting Up Job Categories
Job categories are used for setting up pay criteria within Employees records.
They include the job category description and a pay code. These values will
be available to you in the employee's records in the salary detail section.
Adding a Job Category
To add a job category:
Path:)
VersaTrans TripTracker®
Admin > System Lists > Job Categories
Chapter 2 Working with the Records
1.
129
Follow the above path to display the System List: Job Categories screen.
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130
Setting Up Employee Records
2.
Click
to display a blank record.
3.
Enter the name of the Job Category in the Name field.
4.
Select A CTIVE for the status. Job categories which have been checked as
Active will appear for selection in drop-down lists throughout the
application.
You can optionally enter a Pay Code in the Code field. “Pay Code” is an
optional category for reporting. This is a code associated with the specific
job category.
5.
Click
to add the new job category.
Editing a Job Category
To edit a job category:
Path:)
VersaTrans TripTracker®
Admin > System Lists > Job Categories
Chapter 2 Working with the Records
131
1.
Click
to display the blank search panel.
2.
Enter a job category in the Search On field. As you enter the job category,
the system will display a list of job categories containing the text entered.
3.
Select a job category to display the Edit Job Category screen.
4.
You can change the name, status and pay code.
5.
You can change the status to A CTIVE or I NACTIVE .
Job Categories which have been checked as A CTIVE will appear for
selection in drop-down lists throughout the application.
If you change an Active status to Inactive, the status change will take
effect once the status change has been saved. The inactive certification
name will no longer be actively tracked.
6.
After you complete your changes, click
changes.
to save your
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132
Setting Up Employee Records
Deleting a Job Category
To delete a job category and pay code:
Path:)
Admin > System Lists > job Categories
1.
Click
to display the blank search panel.
2.
Enter a job category in the Search On field. As you enter the job category,
the system will display a list of job categories containing the text entered.
3.
Select an job category to display the Edit Job Category screen.
4.
Click
5.
Click OK to delete the job category record. The record is deleted and its
name is removed from the Job Categories list.
.
Deactivating a Job Category
To deactivate a job category:
Path:)
VersaTrans TripTracker®
Admin > System Lists > Job Categories
Chapter 2 Working with the Records
133
1.
Click
to display the blank search panel.
2.
Enter a job category in the Search On field. As you enter the job category,
the system will display a list of job categories containing the text entered.
3.
Select an job category to display the Edit Job Category screen.
4.
Click
5.
Click
in the Status field.
to save your changes.
Showing Inactive Job Category Records in the Job Categories List
Only the “active” job category records display in the job category list. You
have the option of displaying the “Active” and “Inactive” job category
records in the job category list.
To show active and inactive job category records in the Job Categories list:
Path:)
¾
Admin > System Lists > Job Categories
Click
inactive records.
in the Job Categories screen to show the active and
Setting Up Drug Test Types
Depending on the rules at your district, there may be several different tests
that employees are required to take either on a random or fixed schedule.
Either illicit or prescribed testing may be done.
This section is optiona.l If you already track drug test results in another place.
There is no need to duplicate the effort and VersaTrans TripTracker does not
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134
Setting Up Employee Records
require this data to be entered to function properly.
Adding a Drug Test Type
To add a drug test type:
Path:)
VersaTrans TripTracker®
Admin > System Lists > Drug Test Types
Chapter 2 Working with the Records
1.
135
Follow the above path to display the System List: Drug Test Types screen.
VersaTrans TripTracker® User’s Guide
136
Setting Up Employee Records
2.
Click
to display a blank record.
3.
Enter the name of the drug test in the Name field.
4.
Make sure that the Active check box is checked.
5.
Click
to add the new drug test type. The new drug test type
appears on the Drug Test Types list.
Editing a Drug Test Type
To edit a drug test type:
Path:)
Admin > System Lists > Drug Test Types
1.
Click
2.
Enter a drug test type in the Search On field. As you enter the drug test
type, the system will display a list of job drug test types containing the
text entered.
VersaTrans TripTracker®
to display the blank search panel.
Chapter 2 Working with the Records
3.
Select a drug test type to display the Edit Drug Test Type screen.
4.
Make the desired changes in the associated fields.
5.
You can change the status to A CTIVE or I NACTIVE .
137
Drug Test Types which have been checked as A CTIVE will appear for
selection in drop-down lists throughout the application.
If you change an Active status to Inactive, the status change will take
effect once the status change has been saved. The inactive certification
name will no longer be actively tracked.
6.
After you complete your changes, click
changes.
to save your
VersaTrans TripTracker® User’s Guide
138
Setting Up Employee Records
Deactivating a Drug Test Type
You can deactivate a drug test type so it doesn’t display as an option in the
future.
To deactivate a drug test type:
Path:)
Admin > System Lists > Drug Test Types
1.
Click
to display the blank search panel.
2.
Enter a drug test type in the Search On field. As you enter the drug test
type, the system will display a list of job drug test types containing the
text entered.
3.
Select a drug test type to display the Edit Drug Test Type screen.
4.
Click
5.
Click
in the Status field.
to save your changes.
Showing Inactive Drug Test Type Records in the Drug Test Types List
Only the “active” drug test type records display in the drug test type list. You
have the option of displaying the “Active” and “Inactive” drug test type
records in the drug test type list..
To show active and inactive drug test type records in the Drug Test Types
list:
Path:)
¾
Admin > System Lists > Drug Test Types
Click
inactive records.
VersaTrans TripTracker®
in the Drug Test Types screen to show the active and
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139
Working with Employee Records
Now that you have your certifications records established and set up the
employee types (with the assigned certifications records), you are ready to
enter employee records themselves. You must complete the certification and
employee type records (see, Setting Up Certification Records on page 111 and
Setting Up Employee Types on page 122) before you can add the employee
records themselves.
Adding an Employee Record
Employees may include all of the transportation department workers who
have responsibilities for trips as well as other district workers as needed.
Note:
You can import the Employee data if you have files with a fixed or
delimited format. See, Using the Import Utility on page 267.
To add an employee record:
Path:)
1.
Admin > Employees
Follow the above path to display the Employees screen.
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140
Working with Employee Records
2.
Click
screen.
Note:
VersaTrans TripTracker®
to display a blank Employee Record
If you have VersaTrans RP and VersaTrans FleetVision, the building,
vehicle, and employee data is shared. Any edits, adds, or deletes that are
made here will impact your VersaTrans RP and VersaTrans
FleetVision data.
Chapter 2 Working with the Records
3.
141
Complete the blank fields in this screen including the tabs, until all of the
information your organization requires is complete. Most of these fields
are self-explanatory. If you have questions about the appropriate entries
for this screen, see the field descriptions below.
Note:
A “new” employee record must be saved before the tabs can be accessed
and information added.
First Name/Last Name
Type the employee’s name in the appropriate fields.
Employee ID
Type the employee’s ID in this field.
License #
Type the employee’s drivers license number in this field.
Social Security #
Type the employee’s social security number in this field.
Employee Title
Use the drop-down list to select the employee title for this employee. The
employee title entries you have made display in this list.
Employee Type
Use this drop-down list to select the employee type for this employee.
The employee type entries you have made display in this list.
Hire Date
Select the employee’s hire date from the drop-down calendar.
Seniority Date
This is the date seniority tracking begins. If you want this employee to
use a different date other than the date of hire for seniority purposes,
select that date from the drop-down calendar.
Seniority Rank
If you want to list employees in a particular order based on seniority,
enter this employee’s number in this field.
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Working with Employee Records
Weekly Employee Run Time
The number of hours per week that the driver is scheduled for regular
runs.
Distance Availability
This is the maximum trip distance that a driver will accept. Distance
availability is used in automated driver assignment.
Active/Inactive
Employees with an Active status will appear for selection in drop-down
lists throughout the application.
Driver/Monitor/Aide
Check the boxes that apply to the employee.
Qualified for Activity Vehicle
Check this box to Qualify the driver, monitor, or aide to be assigned to a
field trip.
Appear in Driver Queue
Check this box to include this employee in the list of drivers. If an
employee appears in the driver queue, the driver will be available for
auto-assignment.
Non Transportation Employee
Check this box if the employee is not involved in transportation.
Multi-Day Trips
Checking this box indicates that a driver is available for multi-day trips.
This information is used in automated driver assignment.
Entering a Range of Time for When an Employee is Unavailable
To enter a range of time for when an employee is unavailable:
Path:)
1.
Admin > Employees
Follow the above path to display the Employees screen.
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2.
Perform a search to locate the employee whose record you want to work
with. See, Finding and Editing an Employee’s Record Using the Basic Search
on page 151.
3.
Click
employee is unavailable.
4.
Type the reason for an employee not being available in the Subject field.
5.
Use the drop-down calendar to select the start/end dates and times.
6.
Check R ECURRENCE when you want to log recurring unavailable time for
an employee.
7.
Enter the Period (Daily, Every Weekday, Weekly, Monthly, or Yearly).
8.
If you selected Daily or Every Weekday, enter the number of days in the
Every __ Day(s) field. Weekly, enter the number of weeks. Monthly, enter
the number of months. Yearly, enter the number of years.
to enter a range of time for when an
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Working with Employee Records
9.
Enter the date or select the date the recurrence will end in the End Date
field.
10. Click
to add the recurrence to the calendar.
11. Click
calendar.
and the selected dates and times are blocked off on
Note:
The dates and times that an employee is unavailable is used when
assigning a driver to a trip. If the trips falls within a driver’s
unavailable time, the user will get a message that the driver is
unavailable.
Viewing & Updating an Employee’s Certification Information
Certification information is assigned to employee types, see Adding an
Employee Type and Associating Certifications on page 122. Different employee
types may require different certifications. For example, a driver may be
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required to have CPR, Mountain Driving, and First Aid certifications. The
Certifications tab allows you to view employee certification information (i.e.
Certifications, Required, Completion Date, Expiration Date, and Status)
relating to that employee’s type. You can also edit the completion and
expiration dates for that employee’s certification.
To view and update an employee’s certificating information:
Path:)
Admin > Employees
1.
Follow the above path to display the Employees screen.
2.
Perform a search to locate the employee whose record you want to work
with. See, Finding and Editing an Employee’s Record Using the Basic Search
on page 151.
3.
Click
to display the employee’s certification information.
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Working with Employee Records
When you added a new certification (see, Adding Certification Records on
page 111) you entered a number of look ahead days. When the
employee’s certification is within that look ahead number of days, the
system highlights the entry in this screen in yellow and displays the
Coming Due label in the Status column. If the number of look ahead days
is passed, the Status column entry reads Overdue and the system
highlights the entry in red. Certifications that are missing say Missing in
the Status colum and are also displayed in red. When you update/edit
the certification entries for the employee, the red highlight disappears.
4.
Click
for the certification that you want to update.
5.
Either enter a completion and expiration date or click
dates from the calendar.
6.
Click
expiration dates.
to update the selected certification’s completion and
Entering an Employee’s Pay Rate Information
To enter an employee’s pay rate information:
Path:)
1.
Admin > Employees
Follow the above path to display the Employees screen.
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to select the
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2.
Perform a search to locate the employee whose record you want to work
with. See, Finding and Editing an Employee’s Record Using the Basic Search
on page 151.
3.
Click
. and then click
the Pay Rate Entry box.
4.
Select the employee’s job category from the drop down list.
5.
Enter the appropriate pay rate amounts in each of the rate fields.
6.
Click the
7.
Click
, the system displays
button. The pay rates entered are displayed.
to update the employee’s pay rate.
Entering an Employee’s Drug Testing Information
To enter an employees drug testing information:
Path:)
1.
Admin > Employees
Follow the above path to display the Employees screen.
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Working with Employee Records
2.
Perform a search to locate the employee whose record you want to work
with. See, Finding and Editing an Employee’s Record Using the Basic Search
on page 151.
3.
Click
and then click
displays the Drug Testing Entry box.
4.
Select the test name from the drop down list. See, Setting Up Drug Test
Types on page 133.
5.
Either enter a test date or click
6.
Enter the appropriate pay rate amounts in each of the rate fields.
7.
Enter the results and notes in the corresponding fields.
VersaTrans TripTracker®
, the system
to select a date from the calendar.
Chapter 2 Working with the Records
8.
Click the
9.
Click
149
button. The drug test information is displayed.
to update the drug test information.
Viewing an Employee’s Trip Refusal Information
To view an employee’s trip refusal information:
Path:)
Admin > Employees
1.
Follow the above path to display the Employees screen.
2.
Perform a search to locate the employee whose record you want to work
with. See, Finding and Editing an Employee’s Record Using the Basic Search
on page 151.
3.
Click
to review the employee’s field trip refusals. This is not
applicable when you enter an employee initially, since this tab displays
trips this employee has refused. You cannot enter trip refusals here.
Using the Comment Log
To use the comment log:
Path:)
1.
Admin > Employees
Follow the above path to display the Employees screen.
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Working with Employee Records
2.
Perform a search to locate the employee whose record you want to work
with. See, Finding and Editing an Employee’s Record Using the Basic Search
on page 151.
3.
Click
and then click
displays the Comment Entry box.
4.
Enter your comments into the Notes field and click
comments entered are displayed.
, the system
. The
Finding & Editing an Employee’s Record
You can use the basic or advanced search methods to find an employee’s
record and edit that employee’s record in the VersaTrans TripTracker system.
Finding an employee’s record largely depends upon what criteria you know
when you begin the search.
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Finding and Editing an Employee’s Record Using the Basic Search
To find and edit an employee’s record using the basic search:
Path:)
Admin > Employees
1.
Follow the above path to display the Employees screen.
2.
Click the Basic Search tab.
3.
Clicking the
button without entering information will display
all employee’s records.
4.
For a specific employee, enter the information or select the employee
information from drop-down lists.
5.
Click
to display the employee’s search results.
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Working with Employee Records
6.
Click on the Employee name to display the Employee Record screen.
7.
Click
to return to the Employees Screen
OR,
8.
You can edit the employee record by either entering new information or
selecting information from drop-down lists.
9.
When you are finished editing the employee record click
10. Click
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to return to the Employees Screen.
.
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Saving an Employee Search & Using a Saved Employee Search
You can save any number of employee searches and they will be added to a
list for later use.
To save an employee search and then use the saved search:
Path:
Employee Search
1.
Follow the above path to display the Employee’s Search screen.
2.
Click the Basic Search tab.
3.
Set up and run an employee search as described in Finding & Editing an
Employee’s Record on page 150Finding & Editing an Employee’s Record.
Save Search Panel
4.
In the Save Search panel, enter a name for the search in the Save as field.
5.
Click
. The search is added to a list accessible from the
Saved searches drop-down button.
6.
Click the Saved Searches drop-down button to display a list of saved
searches.
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Working with Employee Records
7.
Select the desired search from the list and click
Finding & Editing an Employee’s Record Using the Advanced Search
If you want to enter more specific criteria, use the advanced search. The
advanced search gives you more options in choosing criteria by introducing
an operator, such as is equal, not equal, less than, and is between.
To find and edit an employee’s record using the advanced search:
Path:)
Admin > Employees
1.
Follow the above path to display the Employee’s Search screen.
2.
Click the A DVANCED search tab.
3.
Select the field you want to search on from the F IELD N AME drop-down
list.
4.
Select an operator for this criterion from the Operator drop-down list.
Operators include: IS EQUA l, NOT EQUAL , LESS THAN , LESS THAN OR EQUAL ,
GREATER THAN , GREATER THAN OR EQUAL , IS BETWEEN , IS IN , and IS NOT IN .
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5.
Click
. The Condition field becomes active allowing you to
select a condition (AND or OR) and if desired, continue entering criteria
to the query. The following is an example of a query with 2 sets of criteria.
6.
When you are finished entering criteria, click
. The Search
Results panel displays the employee(s) that match the query.
7.
Click on the Employee name to display the Employee Record screen.
8.
Click
to return to the Employees Screen
OR,
9.
You can edit the employee record by either entering new information or
selecting information from drop-down lists.
10. When you are finished editing the employee record click
11. Click
.
to return to the Employees Screen.
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Working with Employee Records
Specifying Driver Assignment Rules & Creating a Template
The Driver Assignment Rules screen allows you to select rules for ordering
driver assignment lists (i.e. Driver Pick List) based on any one or a
combination of rules. These rules can be saved as a Driver Pick List template
that can be used to set rules for determining driver assignment lists in the
future.
For example, a district wants to award trip assignments by hours previously
awarded, with rotation, but also factor in refusals. According to their
procedures, 4 refusals = 1 trip, and trips average 4 hours, so for every 4
refusals, 4 hours are added to their awarded hours counts (as if they had been
awarded a trip).
Note:
Multiple Driver Assignment templates can be created. However, there is only
one set of Driver Assignment rules in use for VersaTrans TripTracker at one
time. The default templates can be changed, but whichever is the active set of
rules, those are the set of rules that will be used.
Specifying Driver Assignment Rules
To specify driver assignment rules:
Path:)
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Admin > Driver Assignment Rules
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1.
Follow the above path to display the Driver Assignment Rules screen.
2.
Select the rules to use for ordering driver assignment lists.
3.
Click
to move a rule up or down on the list. The higher the rule is on
the list, the higher the priority that rule will receive.
Allows you to choose “No Rules” as the only driver assignment rule.
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Working with Employee Records
Availability
Allows you to select Date/Time and/or Distance availability to be used
when ordering driver assignment lists. Employee schedule and distance
availability are entered in the employee record, see Entering a Range of
Time for When an Employee is Unavailable on page 142.
Seniority Date
Hire Date or Seniority Date sorts the entries in the list by the dates you
entered in the employees record. Hire Date and Seniority Date are
entered in the employee record, see Adding an Employee Record on page
139.
Number of Refusals
When checked, the number of trip refusals will be taken into account
when ordering driver assignment lists.
Field Trip Hours Awarded
Sorts the entries based on the amount of field trip hours each driver in the
list has already taken. The driver with the most hours displays at the
bottom.
Number of Trips Awarded
Used in totaling trips that will be used when ordering driver assignment
lists.
Seniority Rank
Seniority Rank is entered in the employee record, see Adding an Employee
Record on page 139.
Assignment Option (Apply Rotation)
A driver will be moved to the bottom of the list once a trip is taken.
Annual Reset Date
Select a date that the system should use to reset the driver assignment list
basically giving the driver a clean slate for the upcoming school year. The
following fields are reset:
•
Field Trip Hours Awarded
•
Number of Trips Awarded
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•
159
Number of Refusals
All of the rules are then used again to resort the drivers.
4.
Click
rules.
when you have finished selecting driver assignment
Creating a Template for Driver Assignment Rules
To create a template for driver assignment rules:
Path:)
Admin > Driver Assignment Rules
1.
Follow the above path to display the Driver Assignment Rules screen.
2.
In the top right-hand corner of the screen is the Assignment Rule
Templates box.
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Working with Employee Records
3.
Click
and the Save As field displays.
4.
In the Save As field type a name for the template.
5.
Click
to save the template for future use.
Loading Rules from a Driver Assignment Template
To load rules from a driver assignment template:
Path:)
Admin > Driver Assignment Rules
1.
Follow the above path to display the Driver Assignment Rules screen.
2.
In the top right-hand corner of the screen is the Assignment Rule
Templates box.
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3.
Click
displays.
and the Existing rules template field
4.
Select the template containing the rules that you want to use.
5.
Click
and the rules contained in the template are loaded.
The driver assignments lists will be ordered according to the new rules.
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Setting Up Approval Paths
Setting Up Approval Paths
When a trip request is submitted, there may be several individuals at various
levels responsible for reviewing the request to determine whether it should
be approved. Some districts have one level of approval, where once a trip is
approved by an individual it will immediately go into the scheduling phase.
While other districts require that there are several levels of approval required
before a trip is scheduled.
Adding a New Approval Path
To add a new approval path:
Path:)
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Admin > Approval Paths
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163
1.
Follow the above path to display the Approval Paths screen.
2.
Click
3.
Enter the name of the Approval Path (i.e.: Athletic Dept., Music Dept.
etc.).
.
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Setting Up Approval Paths
4.
Click
5.
Click
.
This is a list of users that belong to user groups who have
trip approval privleges.
6.
Start typing a name into the blank name field. As the system finds a
match, it displays those matches. You can select a single name by clicking
on the name or select multiple names by using the C TRL key
When you are finished selecting names, click
to add only
the selected name(s) or click
to add all the names.
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You can repeat steps 5 & 6 to add as many approvers and approval levels
as needed for your approval path process.
7.
Click
to save the approval path. The next step is to assign
an approval path to an account (see, Assigning an Approval Path to an
Account on page 165).
Assigning an Approval Path to an Account
The next step in the approval path process is to assign approval paths to one
or more accounts. This step is optional. If you do not want to assign accounts
by way of the Approval Path process, you can associate an account to a
default approval path from within an individual account record. See, Adding
Account Records on page 64.
Path:)
Admin > Approval Paths
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Setting Up Approval Paths
To assign an approval path to an account:
1.
Follow the above path to display the Approval Paths screen.
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2.
Click
.
3.
Use the drop-down button to display a list of Approval Paths and select
an approval path from the list.
On the left side of the Associate Approval Path to Account screen are a
list of Unassigned Accounts. This list contains all active accounts that are
not currently associated with an approval path.
4.
You can select a single account by clicking on the account or select
multiple accounts by using the C TRL key.
When you are finished selecting accounts, click
to add only
the selected name(s) or click
to add all the names.
The selected accounts are moved from the Unassigned Accounts to the
Accounts Assigned to this path.
5.
When you are finished assigning accounts to an approval path, click
.
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Setting Up Approval Paths
VersaTrans TripTracker®
C h ap te r 3
Working with Trip Requests
Topics In This Chapter:
Before You Begin,
170
Requesting a Trip,
175
Finding a Trip Request,
221
170
Before You Begin
Before You Begin
In order to complete all the stages in the trip request process and receive
email messaging, the following information should be entered in the
following order before the trip request process begins:
•
Setting the System Options on page 9
•
Setting Up Email on page 251
•
Setting Up Building Records on page 38
•
Setting Up the Financial Records on page 45
•
Setting Up Trip Locations on page 79
•
Setting Up Trip Types on page 86
•
Working with Employee Records on page 139
•
Setting Up Approval Paths on page 162
•
Setting Up Accounts on page 64
•
Specifying Driver Assignment Rules & Creating a Template on page 156
•
Adding a Vehicle Record on page 97
•
Setting Up User Groups & Users on page 236
Email Messaging & Trip Request Stages
One of the most important features of VersaTrans TripTracker is email
messaging. VersaTrans TripTracker messaging depends upon the following:
•
Setting your email options properly. SeeSetting Up Email on page
251Setting Up Email for these settings.
•
Having your message templates set up. See, Setting Up Email Message
Templates, on page 255 for a description of this process.
Depending upon the stages selected for each recipient in your email option
settings, the system will potentially send the following emails:
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Table 1.
Requester
Trip Submitted
Trip Approved/Rejected
Trip Cancelled
Trip Scheduled
Trip Billed
Trip Closed
Table 2.
Account Contact
Trip Submitted
Trip Approved
Trip Cancelled
Trip Billed
Trip Closed
Budget Alerts
Trip Payments
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Before You Begin
Table 3.
Approver
Trip To Approve
Trip Cancelled
Table 4.
Scheduler
Trip To Schedule
Trip Cancelled
Table 5.
Billing Clerk
Trip ready for Billing
Trip Cancelled
Table 6.
Driver/Monitor/Aide
Trip Scheduled To Them
Trip Cancelled
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Ways to Initiate a Trip Request
In order to facilitate the initiation of trip requests when it is most needed, we
have provided a way to access the Trip Request screen from the following
areas of VersaTrans TripTracker:
Application Header
Click the Request a Trip button to initiate a trip request.
Main Menu
Click the Request Trip link to
initiate a trip request.
Transportation Department Calendar
Click the Request a Trip Button to initiate a trip request.
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Before You Begin
Double- click on a day in the calendar
to initiate a trip request.
Users assigned request permissions can request a trip by selecting a day from the
weekly or monthly calendar or the time of day from the daily calendar view. Selecting
a day and time will auto populate the trip data field and departure time field.
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Requesting a Trip
The Trip Request process consists of a number of stages: Trip Request
Submitted, Trip Approved, Trip Estimates, Directions (optional), Trip
Scheduled, Trip Complete, Trip Billed/Invoiced, and Trip Payment.
The Trip Request screen (below) contains the tabs and commands that allow
you to work your way through each stage of the trip request process.
Different tabs and commands become active as you progress through each
stage.
Tabs for each stage of the Trip Request process
Trip Request commands
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Requesting a Trip
The following trip request tasks are covered in this section:
•
Adding a Trip Estimate to a Trip Request,
176
•
Submitting a Trip Request,
•
Sending Out a Trip Request for Approval,
•
Adding Directions to a Trip Request (Optional),
•
Scheduling a Trip,
199
•
Completing a Trip,
203
•
Invoicing a Trip and Printing/Saving the Invoice,
187
193
196
205
Adding a Trip Estimate to a Trip Request
The estimating function uses the account information you have already
entered to give you an idea of the trip cost. The more estimated expenses you
enter, the more precise the trip estimate will be.
To add a trip estimate to a trip request:
Path:)
1.
Trips > Search Trips
Locate a trip request (see, Finding a Trip Request on page 221) to display
the Trip Request - Trip Details screen.
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2.
Select
to display the Trip Request - Trip Estimate screen.
3.
Complete the fields on the Trip Estimates tab. If you need assistance
completing these fields, please review the field descriptions below.
Departure Date
The date the trip departed from the origin.
Destination Calculations
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Requesting a Trip
Distance Rate
The charge rate per mile/kilometer. This field is populated from the
Charge Basis, "Default Distance Rate" field if the account has a charge
basis linked to it. Adding a Charge Basis on page 45.
Distance Rate is only taken from the charge basis if the account has a
charge basis linked to it.
Distance
The estimated distance from the origin to the destination and back
including any other mileage that might occur during the course of the
trip. This could be compared later to the completion stage where a
beginning and ending odometer reading is entered.
This link provides access to a mapping tool that allows you to display
point-to-point directions and a map for a trip. The generated data can be
used to get a distance estimate for the trip and to generate directions for
the driver. For more information, see
Time Calculations
Start Date
The date the trip/vehicle leaves the origin.
Return Date
The date the trip/vehicle returns to the origin.
Start Time
The time the trip/vehicle leaves the origin.
Return Time
The time the trip/vehicle returns to the origin.
Total Trip Hours
The total number of hours the trip is estimated to take based on the dates
along with the start and return times.
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Driving Rate
The dollar amount per hour that will be used in the calculation of the
driver cost for the trip.
Driving Hours
The driving hours equal the total trip hours - sit time hours.
Total
The total equals the driving rate x driving hours.
Sit Rate
The dollar amount per hour that will be used in the calculation of the
driver sit time cost for the trip.
Sit Time Hours
The sit time hours equal the total trip hours - regular driving hours.
Total Sit
The total sit equals the sit rate x sit time hours.
Overnight Rate
The dollar amount per hour that will be used in the calculation of the
driver overnight cost for the trip.
Overnight Hours
Enter the dollar amount for eight hours of sleep time.
Total Overnight
Total overnight equals the overnight rate x overnight hours.
Total Time
Total time equals the driving total + sit time total + overnight total.
Estimated Expenses
Tolls/Parking/Hotel/Meals/Misc Charges
Enter the dollar amount for all toll charges etc.
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Requesting a Trip
4.
Click
the trip.
and the system displays the estimated total cost of
5.
Click
to save the estimate.
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Using the Trip Directions/Mapping Tool
The trip directions/mapping tool allows you to generate point-to-point
directions and a map for a trip. The mapping tool takes any valid origin and
destination information already entered for a trip (see, Adding a Trip Location
on page 79) and uses that information to generate point-to-point text
directions along with a map that can be manipulated using standard
navigation controls. If necessary, the origin and destination information can
also be edited within the trip directions/mapping tool screen. Once the trip
directions have been generated, you can click a button to have the estimated
distance pulled into the Distance field of the Trip Estimate screen and used
for distance calculations (see Using the Estimated Distance for the Trip on page
185). You can also click a button and have the trip directions attached to the
trip request and used for driver direction (see Attaching Trip Directions to the
Trip Request on page 186).
To use the trip directions/mapping tool:
Path:)
1.
Trips > Search Trips
Locate a trip request (see, Finding a Trip Request on page 221) to display
the Trip Request - Trip Details screen.
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Requesting a Trip
2.
Select
VersaTrans TripTracker®
to display the Trip Request - Trip Estimate screen.
Chapter 3 Working with Trip Requests
3.
Click
screen.
Origin’s Location and Address
183
to display the Mapping Tool
Destination/Address Box
The mapping tool populates the Origin’s Location and Address fields and
the Destination/Address box with the origin and destination information
entered in the Trip Details screen.
4.
To add a destination, enter the location and address. Click
the destination information to the Destination/Address box.
to add
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Requesting a Trip
5.
To remove a Destination/Address, click
next to the
corresponding information that you want to remove.
6.
Click
a map.
to display point-to-point trip directions and
Estimated Trip Distance
Navigation Controls
Destinations
See, Attaching Trip Directions to the Trip Request
See, Using the Estimated Distance for the Trip
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Origin
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You can continue to enter destinations and they will be appended to the
text directions and map. The estimated trip distance will also be updated.
Navigation Controls
7.
To print the trip directions and map, click
dialog.
8.
Choose a printer and click
to display the Print
.
Using the Estimated Distance for the Trip
1.
To have the estimated trip distance pulled into the Distance field of the
Trip Estimate screen and used to estimate the distance for the trip. Click
.
2.
A confirmation message displays. click OK.
3.
Click
the Distance field has been updated.
. You will see that
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Requesting a Trip
4.
Click
. The destination calculations are updated using the
estimated distance generated from the trip directions/mapping tool. See
the example below.
Attaching Trip Directions to the Trip Request
1.
To have the trip directions attached to the trip request and used for driver
directions, click
.
2.
A confirmation message displays. click OK.
3.
Click
4.
Click the
tab. The Directions screen will indicate that there
are point-to-point directions attached.
5.
To view the directions, click
Directions/Mapping Tool screen is displayed.
6.
Click
displayed.
7.
To print the trip directions and map, click
dialog.
8.
Choose a printer and click
VersaTrans TripTracker®
.
and the Trip
and the text directions and map are
.
to display the Print
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Submitting a Trip Request
To submit a trip request:
Path:)
Trips > Request Trip
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Requesting a Trip
1.
Follow the above path to display the Trip Request - Trip Details screen.
Active Tabs
Notice that there are only 2 tabs active, Trip Details and Trip Estimate.
The other links (i.e. Directions, Scheduling etc.) will become active as you
progress through the trip request process.
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The first stage of the trip request process involves entering trip details
and submitting the trip details/trip request.
2.
Complete the fields on the Trip Details tab. If you need assistance
completing these fields, please review the field descriptions below.
Trip Name
Enter a unique name for this trip in this field. This is the name that will
display on the Calendar when you complete the trip request.
Trip Date
Enter or select from the calendar the date that the trip is going to take
place. All the date fields will auto populate with this date.
Trip Type
Select the type of trip from the Trip Type drop-down list. See, Setting Up
Trip Types on page 86 to learn how trip types are set up.
Activity Type
Select the type of activity from the Activity Type drop-down list. This
field describes the purpose of the trip. These entries display based on the
trip activities you entered. See, Setting Up Trip Activity Types on page 91 to
learn how activity types are set up.
Reason for Trip
Enter the reason that the trip is being taken.
Account
You select the account that will be used for this trip from the Account
drop-down list. The balance remaining in the account will be displayed.
See, Setting Up Accounts on page 64 and Working with Employee Records on
page 139.
Requester
Note:
The Requester field will be grayed out until there is an account
determined.
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Once an account has been determined, select the name of the person
requesting the trip from the Requester drop-down list. Names that
appear in the Requester drop-down list are from the employee records.
See, Working with Employee Records on page 139.
Users who are Super-Users have the ability to override the requester
name that displays in the Requester field. When the “Expand Requester
List” option is left unchecked, the names of the requesters associated with
the account will display. When this option is checked, the list of names
displayed in the Requester list will be governed by the status of the
System Option, “Show all Employees Requester field” as follows:
Note:
Fror more information on “Show all Employees in Requester field”, see
“Setting the System Options” in the VersaTrans TripTracker User’s &
Administrator’s Guide or consult the Online Help.
•
When “Show all Employees in Requester field” is unchecked, the
expanded list of names will contain only active non-transportation
employees.
•
When “Show all Employees Requester field” is checked, the
expanded list of names will contain all active transportation and nontransportation employees.
Account Notes
Displays any notes entered on the account. This field is read only.
Origin
Select the origin of the trip from the Origin drop-down list. This is the
place the trip starts. These entries display based on the trip origin
locations you entered. See, Setting Up Trip Locations on page 79.
Departure Date
Enter or select from the calendar the date of the trip’s departure from the
origin.
Departure Time
Enter the time of departure from the trip origin.
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Return Date
Enter or select from the calendar the date of the trip’s return to the origin.
Return Time
Enter the time the trip returns to the origin of the trip.
Destinations
You have the option of requesting a trip with one destination or a trip
with multiple destinations.
Select a trip destination from the Destination drop-down list. This is the
place the trip is going to. These entries display based on the trip
destination/locations you entered. See, Setting Up Trip Locations on page
79.
Allows you to add a location to the actual Trip Location file when you
cannot find the destination you want in the Destination drop-down list.
Click the “Click here to add a new location” link to display a panel that
allows you add a new location.
Enter the new location and click
displayed in the panel and added to the list.
Note:
and the new location is
The new destination becomes an “Active” trip location.
Enter the date/time the vehicle should arrive at the destination in these
fields.
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Enter the date/ time the vehicle should depart from the destination for
another destination or the origin.
3.
Clicking
will add the new destination to the list of
destinations and designate locations on the list as your trip destination.
You can select a new destination, dates, and times and repeat as needed
for each additional destination of the trip.
Number Of - Adults/Students/Wheelchairs/Vehicles
Enter the number of adults, students, wheelchairs, and vehicles
associated with this trip. Trip estimates will be calculated according to
the number of vehicles which gives the approver a better idea of what the
costs might be for the trip requested.
Note:
The actual number of vehicles will still be determined at the scheduling
stage where the initial number from the Trip Request may increase or
decrease changing the final cost of the trip.
Special Accommodations
Check this box if special accommodations will be needed for this trip, (i.e.
any considerations for medical or safety needs such as wheelchair).
Contact Name/Phone
Enter the name and phone number of the contact person for the trip.
Notes
Enter any notes that might be applicable to the trip.
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When you have finished the entries on the Detail Entries tab, click
to submit or
to cancel the trip request.
The system updates the trip record with the new data and displays a
status of Requested. The system also sends an email confirmation
message according to your message option settings.
5.
During the trip request process, you can go back and edit the different
stages by clicking on the appropriate tab and clicking
.
6.
Click the
tab if you want to view the history of the trip. See,
Viewing the History of a Trip Request on page 213.
Once a trip request has been submitted successfully, you can clone the
trip request. You will notice that the
link is now active. See,
Cloning a Trip Request on page 217.
Sending Out a Trip Request for Approval
Once a trip request has been successfully submitted, it is ready to be sent out
for approval.
To send out a trip request for approval:
Path:)
Trips > Search Trips
1.
Locate a trip request (see, Finding a Trip Request on page 221) to display
the Trip Request - Trip Details screen.
2.
Once you have located the Trip Request Click
comments box displays.
3.
Enter any comments that you may have concerning this trip in the
comments box. The approver(s) will be able to view your comments.
4.
Click
to send the trip request out for approval and begin
the approval process.
.A
Once a trip request has been successfully sent out for approval, it will begin to
flow through the approval process. The levels of approval that your trip
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Requesting a Trip
request may encounter depends on the account this trip request is using and
the approval path associated with this account. See, Setting Up Approval Paths
on page 162. The person(s) at the first level in the approval process will
receive an email indicating that their approval is needed on a trip. The link
in the email, will take the approver directly to
the Trip Request - Trip Detail screen for that trip. The approver can then
choose to Approve or Reject the trip (see, Rejecting a Trip Request on page 195).
If they approve the trip, it then moves to the next approver in the approval
path and the process is repeated.
Once the final Approver has approved the trip, it moves to a status of
“Approved”. The Trip Request screen’s “Scheduling tab” becomes active and
you can proceed to the scheduling stage. See, Scheduling a Trip on page 199.
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Rejecting a Trip Request
At any stage before a trip is scheduled, a Trip Request can be reviewed by an
Approver and assigned a decision of "Rejected". The Trip Request is then sent
back to the Requester (and the submitter if the submitter is different than the
requester). The Requester can then make the necessary changes and resubmit
the Trip Request. If the Requester does not resubmit the Trip Request, it will
retain the status of "Rejected".
To reject a trip request:
Path:)
Trips > Request Trip
1.
Locate the trip request (see, Finding a Trip Request on page 221) to display
the Trip Request - Trip Details screen.
2.
Click
3.
Enter the reason for the rejection in the comment box and then click
.
. A comment box and Reject button are displayed.
The system sends an email confirmation message to the Requester and
submitter (if submitter is different from Requester).
Upon receiving the rejection notice, the Requester can make any
necessary changes and resubmit the request. See, Resubmitting a Rejected
Trip Request on page 218.
Note:
The Trip Request remains in the database and is available for reporting
even if it is not resubmitted.
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Requesting a Trip
Adding Directions to a Trip Request (Optional)
You have the option of adding directions to a trip request which can be
printed at the same time as the trip sheet. The trip directions are pulled from
the directions entered in Trip Locations (see, Adding a Trip Location on page
79). If there are multi-destinations then the directions from the trip locations
are concatenated. If directions aren’t entered in Trip Locations, then you will
need to enter the directions in the Text box or import directions that exist in
one of the file formats shown below. You also have the option of using the
Trip Directions Mapping Tool
To add directions to a trip request:
Path:)
1.
Trips > Search Trips
Locate a trip request (see, Finding a Trip Request on page 221) to display
the Trip Request - Trip Details screen.
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Chapter 3 Working with Trip Requests
2.
Select the
197
tab to display the Directions screen.
If directions were entered in the Admin > System Lists > Trip Locations
for the destinations selected in Trip Details, then those directions will
display in the Directions text box. You can edit the directions as
necessary.
3.
If directions weren’t entered in Trip Locations, type the trip directions in
the text box provided.
4.
Click
to use the Trip
Directions/Mapping Tool to get a distance estimate for the trip and to
generate directions for the driver. This information can then be attached
to the Directions. See, Using the Trip Directions/Mapping Tool on page 181.
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You can also copy and paste directions from another source or import the
directions from a file in the following formats:
•
Plain Text (.txt)
•
Microsoft Word (.doc)
•
Rich Text (.rtf)
•
Excel (.xls)
•
PowerPoint (.ppt)
•
Word 2007 (.docx)
•
Excel 2007 (.xlsx)
5.
Click
6.
Click
and the directions in the txt file are imported into the
Directions text box.
7.
If you make a mistake, and want the original directions from Trip
Locations, click
.
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and navigate to the txt file.
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Scheduling a Trip
Once the Trip Request is approved by the final approver in the approval path,
the Scheduling tab becomes active and you can schedule a trip. You can
schedule as many vehicles, drivers, monitors, and aides as necessary. If a
driver turns down a trip, you can record a trip refusal for that driver. If a
destination is drop and return, you can have the driver return to the origin
after dropping students off at the destination, as well as having the option of
assigning different drivers for each ‘leg’ of the trip.
Path:)
Trips > Search Trips
1.
Locate a trip request (see, Finding a Trip Request on page 221) to display
the Trip Request - Trip Details screen.
2.
Select the
screen.
tab to display the Trip Request - Scheduling
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Filter Drivers by Account
If there are drivers associated with the account the filter will be on by
default. If there are no drivers associated with the account the filter will
be off by default.
3.
To add a vehicle and driver to the trip, click the
4.
Click the Driver drop-down button
select it.
tab.
and click on a drives’s name to
In order for a name to appear on the driver’s list, the employee’s record
must indicate that they are a “driver”, “active”, “qualified for activity
vehicles”, and “Appear in driver queue”. Finally, the driver must qualify
according to the driver assignment rules. The driver assignment rules
will determine the order in which the drivers appear in the list.
5.
Click the Vehicles drop-down button
select it.
6.
To add another vehicle or driver, click
tab displays where you can enter another vehicle or driver
7.
To add an aide and/or monitor to the trip, click the
tab.
8.
Click the drop-down button
select it.
VersaTrans TripTracker®
and click on a vehicle’s ID to
.A
and click on an aide/monitor’s name to
Chapter 3 Working with Trip Requests
9.
To add another aide/monitor, click
selected is added to the Aide/Monitor list.
201
. The name you
Aide/Monitor
List
10. You can continue to add as many aides/monitors as necessary.
11. To add a driver refusal, click
.
12. Click the Driver drop-down button
select it.
and click on a driver’s name to
13. Enter the reason for the refusal in the Reason field.
14. Click the Replacement Driver drop-down button
driver’s name to select it.
15. Click
and click on a
to save the refusal.
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16. If a destination is a “Drop and Return” (trip where the driver drops
students at the destination and returns to the origin), check the box next
to the destination that is drop and return.
You have the option of assigning different drivers and vehicles for each
‘leg’ of the trip.
17. Click the Pickup Driver drop-down button
name to select it.
18. Click the Pickup Vehicle drop-down button
ID to select it.
and click on a driver’s
and click on a vehicle’s
19. Click
to save your scheduling entries. If a driver or bus is
unavailable or for whatever reasons you need to make a change, you can
return to the applicable section, make the changes and re-save the
schedule. The system sends an email confirmation message according to
your message option settings.
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Completing a Trip
Once a trip is taken, you can enter the actual times, odometer readings, and
allowances for each vehicle and driver.
To complete a trip:
Path:)
1.
Trips > Search Trips
Locate a trip request (see, Finding a Trip Request on page 221) to display
the Trip Request - Trip Details screen.
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Requesting a Trip
2.
Select the
screen.
tab to display the Trip Request - Completion
There will be tabs (i.e.
) for each vehicle and
associated driver used for the trip. You must enter completion
information for all vehicles and associated drivers.
Times
Times are displayed in the applicable fields from the Trip Details and
Trip Estimation information entered. You can enter missing information
and make adjustments to reflect the actual times of the trip.
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Odometer
Enter the actual odometer mileage and fuel used.
Allowances
Enter the actual allowances for meals, etc.
3.
Click
trip entries.
when you have finished making the final
Invoicing a Trip and Printing/Saving the Invoice
Once the trip is completed and the actual times, odometer readings, and
allowances for each vehicle and driver are entered, you can create the invoice.
If a Job Category is selected for an employee, the associated rates are used.
Otherwise, the Charge Basis associated with the Account that was defined on
the Trip Request is used. If this is not the case, the rates from the System
Options page are used.
To invoice a trip and print/save the invoice:
Path:)
1.
Trips > Search Trips
Locate a trip request (see, Finding a Trip Request on page 221) to display
the Trip Request - Trip Details screen.
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Requesting a Trip
2.
Select the
tab to display the Trip Request - Invoicing screen.
Invoice Date
3.
Enter an invoice date or select a date from the calendar.
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Accounts
The account specified in Trip Details is displayed along with a unique
invoice #. The total percent billed must equal 100%.
4.
If you want to add an additional account, click
.
5.
Click
in the Account field, select an account and click
.
In the case of multiple accounts, the total charge must be divided among
the accounts by percentage and equal 100%.
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Driver Pay Rates
The drivers associated with the trip request are displayed in the Driver
Pay Rates panel. Pay rates are only used if the Charge Basis has “use
driver’s rates” selected.
6.
Click
driver.
in the Drivers Pay Rate Panel and select a pay rate for each
Charges
Displays a description of the trip charges, the quantity, the cost per unit,
the total and whether or not the trip is taxable. These items can be edited
or deleted. Also, new trip and invoice charges can be added.
7.
To add a new trip charge, click
8.
Enter/select the description, quantity, cost per unit, and whether or not
the trip is taxable and click
. The new trip charges are
added.
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.
209
Chapter 3 Working with Trip Requests
9.
To add a new invoice charge, click
.
10. Enter/select the new invoice charge and click
invoice charge is added.
. The new
Editing Trip Charges
The description of the trip charges, the quantity, the cost per unit, the
total and whether or not the trip is taxable can be edited.
11. Click
for the trip charge that you want to work with.
12. Type over the description and/or charges that you want to change. In the
Taxable drop-down list, select Yes or No and click
. The trip charge
total will be automatically updated.
13. At any point, you can click
will be recreated from the completion data.
and the invoice
14. When you are finished working with the invoice, click
The system sends an email confirmation message according to your
message option settings.
.
Printing and the Invoice
The invoice can be previewed and then printed on your printer.
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Requesting a Trip
15. Click
to display the print preview screen.
16. Click
to send the invoice to your printer.
17. Click
and save the invoice in PDF fromat..
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Entering Payments for a Trip
After a trip is invoiced, you can enter the payments in VersaTrans
TripTracker. We use a simple payment recording system that is not meant to
take the place of your organization’s accounting process but to track
payments for reporting. VersaTrans TripTracker can handle full and partial
payments.
To invoice a trip and print/export the invoice:
Path:)
1.
Trips > Search Trips
Locate a trip request (see, Finding a Trip Request on page 221) to display
the Trip Request - Trip Details screen.
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Requesting a Trip
2.
Select the
3.
Complete the fields with the appropriate information.
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tab to display the Trip Request - Payments screen.
Chapter 3 Working with Trip Requests
4.
213
Click
when you are finished entering payment
information. The system displays the payment received and sends an
email confirmation message according to your message option settings.
The Amount Due field indicates the balance owed on this account. If
there is no amount due, $0.00 displays in this field.
Viewing the History of a Trip Request
The Trip History screen allows you to view the Date/Time, Status, Comment,
User Name and Email information relating to a trip as it progressed through
the different stages of the trip request process.
To view a history of the Trip Request:
Path:
1.
Trips > Search Trips
Locate a trip request (see, Finding a Trip Request on page 221) to display
the Trip Request - Trip Details screen.
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Requesting a Trip
2.
Select the
screen.
tab to display the Trip Request - Trip History
The Email log lists the number of emails sent for each stage of the Trip
Request.
3.
To view email information for a specific stage, click the email link in that
row. For example, click
.
A panel displays containing the Date/Time the email was sent and the
address that the email was sent to.
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4.
215
To view the contents of the email, move the cursor over the envelope icon
.
You can click this link to display the
Trip Request - Trip Details screen.
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Using Trip Express
Trips Express allows a user with Trip Express privileges to enter a Trip
Request and approve it at the same time. Using Trip Express skips the
“approval path process” and the trip request immediately becomes ready for
scheduling. You must have Trip Request privileges to use this feature.
To use Trip Express:
Path:)
Trips > Request Trip
1.
Follow the above path to display the Trip Request - Trip Details screen.
2.
Complete the Trip Details Screen, See Submitting a Trip Request on page
187.
3.
When Trip Details are complete, click
. The system sends
an email confirmation message according to your message option
settings.
4.
You have the option of completing a trip estimate, directions or go
directly to Scheduling. For information on any of these tasks, see the
following:
•
Adding a Trip Estimate to a Trip Request on page 176.
•
Adding Directions to a Trip Request (Optional) on page 196.
•
Scheduling a Trip on page 199.
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Cloning a Trip Request
Cloning allows you to select a trip in any stage of the trip request process,
including closed, completed, cancelled, rejected or otherwise inactive trips,
and submit a copy of the trip request through the trip request process. Any
data that was entered in Trip Details, Trip Estimate or Directions will be
retained and accessible for editing.
To clone a trip request:
Path:)
Trips > Request Trip
1.
Locate a trip request (see, Finding a Trip Request on page 221) to display
the Trip Request - Trip Details screen.
2.
Click
and the trip request is cloned and given a status of
Requested. Any data that was entered in Trip Details, Trip Estimate or
Directions is retained and accessible for editing.
Note:
3.
VersaTrans TripTracker does not save the driver and bus assignment
information from trip to trip, so you must assign the bus and driver
again.
You can proceed through the remaining stages of the Trip Request
process. See, Requesting a Trip on page 175.
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Requesting a Trip
Resubmitting a Rejected Trip Request
When a Requester wants to reinstate a rejected trip, they must edit the request
data and then resubmit the request.
To resubmit a rejected a trip request:
Path:)
Trips > Request Trip
1.
Locate the trip request (see, Finding a Trip Request on page 221) to display
the Trip Request - Trip Details screen.
2.
Click
3.
Click
if you have made all necessary changes and the trip will
be reactivated and returned to “Requested” status.
. A confirmation dialog displays.
The System will generate an email notification to the Approver that the
trip has been resubmitted. When you have multiple Approvers, your
system options settings determine who the resubmitted request will be
sent to. The resubmitted request will either be sent to the Approver who
rejected the trip or to all designated Approvers.
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Canceling a Trip Request
A trip Requester can cancel a trip at any stage before the trip is completed.
To cancel a trip request:
Path:)
Trips > Request Trip
1.
Locate the trip request (see, Finding a Trip Request on page 221) to display
the Trip Request - Trip Details screen.
2.
Click
3.
Enter the reason for the cancellation in the comment box and then click
.
. A comment box and Reject button are displayed.
The system sends an email confirmation message to Requestor. All users
in the request process who have dealt with the trip in some capacity will
also receive email alerts.
Upon receiving the cancellation notice, the Requester can make any
necessary changes and reactivate the request. See, Reactivating a Cancelled
Trip Request on page 220.
Note:
A cancelled Trip Request remains in the database and is available for
reporting even if it is not reactivated.
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Requesting a Trip
Reactivating a Cancelled Trip Request
When a Requester wants to reactivate a cancelled trip, they can make any
necessary changes and then reactivate the request.
To reactivate a cancelled trip request:
Path:)
Trips > Request Trip
1.
Locate the trip request (see, Finding a Trip Request on page 221) to display
the Trip Request - Trip Details screen.
2.
Click
3.
Click
if you have made all necessary changes and the trip will
be reactivated and returned to “Requested” status.
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. A confirmation dialog displays.
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221
Finding a Trip Request
You can use the basic or advanced search methods to find a Trip Request in
the VersaTrans TripTracker system. Whether you use the basic or advanced
search largely depends upon what criteria you know and how you want the
system to perform the search.
Finding a Trip Request Using the Basic Search
To find a Trip Request using the basic search:
Path:)
Trips > Search Trips
1.
Follow the above path to display the Trip Search screen.
2.
Click the Basic Search tab.
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Finding a Trip Request
3.
Clicking the
all trip requests.
button without entering information will display
4.
For a specific trip request, enter the information or select the trip request
information from drop-down lists. You can perform a search on a single
criteria, such as requester, etc.
5.
Click
to display the trip request search results.
You can click on the heading of any column in the search results to sort
by that column.
6.
Click on the Trip Name to display the Trip Request screen.
Finding a Trip Request Using the Advanced Search
If you want to enter more specific criteria, use the advanced search. The
advanced search gives you more options in choosing criteria by introducing
an operator, such as is equal, not equal, less than, and is between.
To find a trip request using the advanced search:
Path:)
1.
Trips > Search Trips
Follow the above path to display the Trip Search screen.
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2.
Click the A DVANCED search tab.
3.
Select the field you want to search on from the F IELD N AME drop-down
list. Field names include: A PPROVER N AME , D RIVER N AME , R EQUESTER NAME ,
S CHEDULED D ATE , TRIP N AME , TRIP S TATUS , and TRIP ID.
4.
Select an operator for this criterion from the Operator drop-down list.
Operators include: IS EQUA l, I S NOT EQUAL , I S LESS THAN , I S LESS THAN OR
EQUAL TO , I S GREATER THAN , I S GREATER THAN OR EQUAL TO , IS BETWEEN , IS IN , IS
NOT IN , DOES NOT CONTAIN DATA , and CONTAINS DATA .
5.
Depending on the Field Name selected, click
or
to display a list
of values or enter a value in the Value field. If you select a value, click OK.
6.
Click
. The Condition field becomes active allowing you to
select a condition (AND or OR) and if desired, continue entering criteria
to the query.
7.
When you are finished entering criteria, click
. The Search
Results panel displays the trip requests that match the query.
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VersaTrans TripTracker®
Chapter 4
Generating Trip Reports
Topics In This Chapter:
VersaTrans TripTracker Reports Overview, 226
226
VersaTrans TripTracker Reports Overview
VersaTrans TripTracker Reports
Overview
The VersaTrans TripTracker Reports provide a way of managing the most
important information in the system. Using the report tools, you can preview,
print, or export a report as an Excel or Acrobat (PDF) file.
Types of Reports
There are four types of reports in the VersaTrans TripTracker system.
1.
The Listing Reports provide simple listings of accounts, trip locations,
and vehicles in the VersaTrans TripTracker system.
2.
The Accounting Reports provide financial information regarding trips
that have been billed. They assist in the monitoring of trips charges and
payment.
3.
The Trip Reports give you several ways to keep track of the trip activity
and trip details.
4.
The Employee Reports give you information about employees, employee
certifications, driver refusals, employee lists, and driver time.
Listing Reports
The Listing Reports give you simple lists of basic information you have
entered into VersaTrans TripTracker:
•
Accounts: This report shows the details of each account you have
entered into the system including contact information and budget
information.
•
Buildings: This report provides details on all Buildings defined in the
VersaTrans TripTracker system.
VersaTrans TripTracker®
Chapter 4 Generating Trip Reports
227
•
Trip Locations: This report details the trip locations (origins and
destinations) defined in the VersaTrans TripTracker system.
•
Vehicles: This report gives you a list of all vehicles in the Vehicle file
and includes equipment details.
Accounting Reports
The Accounting Reports give you information based on the account
information you have entered into VersaTrans TripTracker and the trips that
have been billed under the accounts.
•
Trip Account Balance: This report provides account balance
information for each account per trip for each fiscal period.
•
Balance Due (Aging): This report presents account information aged in
categories based on a trip’s invoice date. The report includes trips
that have been billed, but have not yet been paid in full.
•
Cost Detail: This report produces a listing of trips by account and all
charges associated with the trip.
•
Invoice: This report allows you to generate groups of invoices at the
same time.
•
Trip Payment: This report will present a list of all payments posted
against the invoices for a trip.
Trip Reports
The Trip Reports give you information based on the trip information you
have entered into TripTracker:
•
Cancelled Trips: This report will provide details regarding any trip in a
Cancelled status.
•
Driver Trip Sheets: This report produces a listing of trip sheets for
selected trips that can be used for recording pertinent information
during the course of a trip.
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228
VersaTrans TripTracker Reports Overview
•
Trip Listing by Account: This report is a listing of trips summarized by
account.
•
Trip Listing Detail: This report shows the details of each trip. The
report can be sorted and filtered by different trip details to present
the list of trips you are looking for.
•
Trip Status History: This report provides a history of a trip as it passes
through the significant trip processing stages (Requested, Approved,
Rejected, Scheduled, Completed, Billed, Paid, Completed).
Employee Reports
The Employee Reports focus on employee record information you have
entered into VersaTrans TripTracker:
•
Certification Listing: This report lists the details of each employee’s
certification information and the status of those certifications.
•
Employee Listing: This report shows the employees you have entered
into the system and includes non- confidential personal details.
•
Refused Trip Details: This report lists the driver related and triprelated information associated with a driver’s trip refusal.
•
Summary of Driver Time: This report shows the trips taken by a driver,
the amount of hours by trip and the total number of hours.
VersaTrans TripTracker®
Chapter 4 Generating Trip Reports
229
Generating the Reports
Since the report generating process is the same for all reports, we use the
Invoice Report as an example.
To generate a report and select its output options:
Path:)
Reports > Accounting Reports > Invoice
1.
Follow the above path to display the Invoice screen. By default, the Filter
tab is displayed.
2.
Clicking the V IEW PDF, V IEW E XCEL , or P REV IEW O NLY buttons at this point
will result in output for all the records (invoices) in the system.
The filter allows you to select invoices according to specified filter criteria
and then generate a report showing the results of that filter.
3.
Enter or select information for the following.
Field Name
Click
to display a list of invoice field names and select a name from
the list (i.e Account Name, Approver, Requester, etc.). The field names in
the list will be determined by the type of report that was selected.
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230
VersaTrans TripTracker Reports Overview
Operator
Click
to display a list of operators and select an operator from the list
(i.e. is equal to, contains data, etc.).
Depending on the type of operator selected, the Value field may or may
not display.
Value
Click
to display a list of values and select a value from the list. The
values in the list will be determined by the type of report that was
selected.
4.
Click
5.
To continue adding to the query, click
in the Operator field and
choose either A ND or O R and enter /select Field Name, Operator, etc. This
process can be repeated as often as necessary.
VersaTrans TripTracker®
to add the query to the filter.
Chapter 4 Generating Trip Reports
6.
231
You also have the option of sorting on available fields. Click
to
display a panel that allows you to select the available fields .Sorting can
be used by itself or in conjunction with a filter.
Moves a Field
Up One Position
Moves a Field
Down One Position
Arranges Fields in
Ascending Order
Arranges Fields in
Descending Order
7.
Look through the list of available fields and select the field(s) that you
want to sort on.
8.
Click
panel. Click
9.
When you are finished selecting and organizing fields for the sort, click
to return to the Filter panel.
and the selected field(s) are moved to the Sort Fields
to move field(s) out of the Sort Fields panel.
10. When you are done setting up the filter and/or sort fields, you will want
to select an output for the report. If you want to view PDF output, Excel
output, or Preview only, click the appropriate Button.
If you click
, the system displays the report in PDF
format. You can save the report in PDF format by clicking
.
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232
VersaTrans TripTracker Reports Overview
If you click
, a dialog displays asking if you want
to open the file in a Microsoft Excel Worksheet or save the file in Excel.
If you click
, the system displays the report and you
can page through each invoice on the screen. You can print using File >
Print or Export the report as a PDF or Excel file using
.
Saving and Using a Saved Report Search
You can save any number of report searches and they will be added to a list
for later use.
To save a report search and then use the saved search:
Path:)
1.
Reports > Accounting Reports > Invoice
Follow the above path to display the Invoice screen. By default, the Filter
tab is displayed.
Save Search Panel
2.
Set up and run a report search as described in Generating the Reports on
page 229.
3.
In the S AVE A S field, enter a name for the search.
4.
Click
. The search is added to a list accessible from the L OAD
S EARCH drop-down button.
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Chapter 4 Generating Trip Reports
233
5.
To use a report search that was previously saved, click the L OAD S EARCH
drop-down button to display a list of saved searches.
6.
Select the desired search from the list and click
selected search is loaded into the filter.
. The
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234
VersaTrans TripTracker Reports Overview
VersaTrans TripTracker®
Appendix A
Setting Up Security & Email
Topics In This Appendix:
Security Overview,
236
Setting Up User Groups & Users, 236
Setting Up a New User,
244
Email Messaging System Overview,
Setting Up Email,
249
251
Setting Up Email Message Templates, 255
236
Security Overview
Security Overview
User security is a significant issue in the VersaTrans TripTracker system.
There are three areas of particular concern:
1.
Accounts - Access to budget information and the ability to change these
records
2.
Employees - Access to sensitive information and the ability to change
employee records
3.
System Administration - Ability to add and remove privileges and views
of the VersaTrans TripTracker system
Setting Up User Groups & Users
We set up a limited administrative user for the VersaTrans TripTracker
system to allow you to enter the system. Once you get in, you need to set up
the administrative privileges and other user groups for the other types of
users who require access to the system. Remember to change the password
for the admin account immediately to preserve the security of the VersaTrans
TripTracker system. See Changing Your User Profile on page 247 for these
instructions. However your organization functions, setting up the admin user
is your first task.
VersaTrans TripTracker®
Appendix A Setting Up Security & Email
237
Adding a User Group
User Groups are a way to categorize users and control their access to the
functions in VersaTrans TripTracker. Even if only one person is using the
VersaTrans TripTracker system, you must create a system administrator’s
user group. You can establish privileges for other groups as different users
with different needs. For example, you might not give an accounting person
the same kind of access to VersaTrans TripTracker that you would to a data
entry person. Human Resources may need access to the employee records in
VersaTrans TripTracker but not to trip scheduling. Since their purpose in
using VersaTrans TripTracker is different, their access privileges should be
different. User groups help you manage those diverse groups of users.
To add a user group:
Path:)
Admin > User Groups
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238
Security Overview
1.
Follow the above path to display the User Groups screen.
The User Group screen lists all the User Groups currently available in the
system.
Caution:
2.
Click
to display the Add a User Group screen.
3.
Type “Administrators” or the appropriate name of the group in the User
Group Name field.
4.
Click the scroll bar to scroll up and down the list of privileges.
5.
In the Privileges list, click the check boxes of the privileges that you want
to assign to this user group and then click
to save these
privileges.
Familiarize yourself with the VersaTrans TripTracker system thoroughly
before you choose user group privileges. You could jeopardize the security of
the VersaTrans TripTracker system if you do not understand these privileges.
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Appendix A Setting Up Security & Email
239
For any non-administrator-type user, carefully review the options in the
list and weigh which kinds of users need to have access to each right.
Click each check box that applies to the whole group.
If a particular person needs privileges slightly different from others in his
or her group, select another user group to differentiate that user. We
recommend that you do not grant privileges to a whole group based on
what one or two people in the group require.
You can refer to the following security definitions when setting up your
user groups.
Administration
Administrator: Options
Enables access to: System Options and System Email Options.
Administrator: Super User
Enables access to all functionality within VersaTrans TripTracker.
If you are a super user, you can override any thresholds defined in the
System Options.
System Lists: Edit
Enables access to: Activity Types, Certifications, Charge Basis, Drug Test
Types, Employee Titles, Employee Types, Fiscal Periods, Invoice
Charges, Job Categories, Trip Locations, Trip Types.
User: Accounts Edit
Enables access to: User Setup for creating and editing users within the
system.
User: Groups Edit
Enables access to: User Groups for creating and editing user groups
within the system.
Employees
These permissions enable access to specific pieces of functionality within
the employee records.
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240
Security Overview
Employees: Edit Calendar
Enables access to viewing/editing data on the employee’s calendar.
Employees: Edit Certifications
Enables access to viewing/editing certifications for employees.
Employees: Edit Details
Enables access to editing general information provided in the employee
record.
Employees: Edit Drug Tests
Enables access to viewing/editing drug test information for employees.
Employees: Edit Pay Rate
Enables access to viewing/editing salary information for employees.
Employees: Edit Seniority
Enables access to editing seniority rankings among employees.
Reports
Reports: Accounting
Enables access to: Account Balance Report, Balance Due (Aging Report),
Cost Detail Report, Invoice Report, Trip Payment Report.
Reports: Edit
Enables access to the Report Editor for creating customized reports.
Reports: Employees
Enables access to: Certification Listing Report, Employee Listing Report,
Refused Trip Detail Report, Summary of Driver Time Report.
Reports: Listing View
Enables access to: Accounts Report, Buildings Report, Trip Locations
Report, Vehicles Report.
VersaTrans TripTracker®
Appendix A Setting Up Security & Email
241
Reports: Trip
Enables access to: Cancelled Trips Report, Driver Trip Sheet Report, Trip
Listing by Account Report, Trip Listing Detail Report, Trip Status History
Report.
Transportation
Within the Calendar, these permissions enable a user to access notes or
view the calendar.
- Transportation Calendar: Add Notes
- Transportation Calendar: Delete Notes
- Transportation Calendar: Edit Notes
- Transportation Calendar: View
Miscellaneous
Miscellaneous: Change Password
Enables access to: allow individual users to change their login password.
Trip Requests
Within the Trip Request process, these permissions enable a user to
access data on the closed trips page.
- Closed Trips: Close
- Closed Trips: Edit
- Closed Trips: View
Within the Trip Request process, these permissions enable a user to
access data on the approve trips page.
- Trip Approval: Approve or Reject
- Trip Approval: Cancel
- Trip Approval: Edit
- Trip Approval: View
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242
Security Overview
Within the Trip Request process, these permissions enable a user to
access data on the trip completion page.
- Trip Completion: Add Trip Completion Info
- Trip Completion: Edit
- Trip Completion: View
Within the Trip Request process, these permissions enable a user to
access data on the trip invoicing page.
- Trip Invoicing: Create
- Trip Invoicing: Edit
- Trip Invoicing: View
Within the Trip Request process, these permissions enable a user to
access data on the trip payments page.
- Trip Payments: Create
- Trip Payments: Edit
- Trip Payments: View
Within the Trip Request process, these permissions enable a user to
access data on the trip request page.
- Trip Request: Cancel
- Trip Request: Create
Trip Request: Create For Other Requestors
If you have the correct security privileges, you can request trips and edit
requested trips on behalf of other individuals that are considered
Requesters.
When this privlege is checked, you can request either for yourself or for
other employees. You will still only have access to the accounts listed on
the User Record but can then choose the name of any of the requesters
associated with the account.
- Trip Request: Edit
VersaTrans TripTracker®
Appendix A Setting Up Security & Email
243
- Trip Request: View
Trip Request: Express Trips
Enables the user to automatically approve the trip and go straight to the
scheduling stage. This would typically be used by someone in the
Transportation office only.
Trip Request: View All Trips
Enables the user to search for and view trips associated with any account
that the user has access to.
Within the Trip Request process, these permissions enable a user to
access data on the trip scheduling page.
- Trip Scheduling: Cancel
- Trip Scheduling: Edit
- Trip Scheduling: Schedule
- Trip Scheduling: View
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244
Security Overview
Setting Up a New User
The User Setup feature described below allows clerks or administrators to
create new users and passwords, as well as assign new users to accounts and
user groups. The user group the user is assigned to determines what options
and data the user is able to access. Access to certain functionality and data are
restricted to those items included in the user group’s respective security
privileges. See, Adding a User Group on page 237.
To setup a new user:
Path:)
1.
Admin > User Setup
Follow the above path to display the User Setup screen.
VersaTrans TripTracker®
Appendix A Setting Up Security & Email
245
The User Setup screen lists all the Users currently available in the system.
2.
Click
3.
Enter the username
to display the Add a User screen.
VersaTrans TripTracker® User’s Guide
246
Security Overview
4.
Enter a password. By default the password must be at least 5 characters
long and adhere to the “Min special characters in password” and “Min
characters in password” settings as specified in the VersaTrans
TripTracker Configuration Utility.
5.
Click Active or Inactive.
6.
Optional. Click
in the Employee field and select an employee that this
user login corresponds to. The security question and answer fields will be
displayed at the bottom of the screen.
7.
Click
in the Group field and select the group that you want the user
assigned to. The Group that the user is assigned will determine that users
security privileges.
8.
In the Accounts section, select the account(s) that you want the user
assigned to.
9.
Optional. Enter a valid e-mail address where you want your password
sent in the event that it is forgotten.
Note:
This e-mail address is also used for sending trip messages to
Users/Employees who are added to the Contacts/Requestors tab of an
account.
10. Enter the same e-mail address again in the Confirm Email address box.
11. Optional. Click the drop-down button in the Choose Security Question
box to display a list of security questions. Choose a security question.
12. Enter an answer for the security question in the Answer Security
Question box.
13. Click
VersaTrans TripTracker®
to save the data.
Appendix A Setting Up Security & Email
247
Changing Your User Profile
To change your user profile:
Path:
Admin > Change User profile
1.
Follow the above path to display the Change User profile screen.
2.
Type your Old Password, New Password and new password again in the
corresponding fields.
3.
Click
and you will receive a message that your password
was updated successfully.
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248
Security Overview
If you have enabled password retrieval, (see, Setting the System Options on
page 9) the following screen displays.
4.
You have the additional option of entering a new email address and/or
security question and answer.
5.
Click
and you will receive a message that your email
address and/or security question and answer was updated successfully.
VersaTrans TripTracker®
Appendix A Setting Up Security & Email
249
Email Messaging System
Overview
You can manage who gets what email messages and when they get them.
Here are some questions you might ask yourself when you set up your
VersaTrans TripTracker messaging strategy:
Who gets email?
In the Email Options screen, we have set up the user roles (Requesters,
Approvers, etc.) that determine who can receive email notifications
pertaining to the stages of a requested field trip. The following user roles
could potentially get email.
Account Contacts
Here you can establish at what stage in the trip precess the person
financially responsible for an account is notified of important budget
events.
Requesters and Approvers
You determine at what stages the system can email the trip Requesters
and Approvers. When you select an option in this list, the system can
send email messages for that stage. If you do not select an option in this
list, emails cannot be sent for that stage. You can select different options
for Requesters than you do for Approvers.
Scheduler
You can determine whether a Scheduler receives an email when there is a
trip to schedule and when a trip is canceled.
Billing Clerk
You can determine whether a Billing Clerk receives an email when there
is a trip ready for billing and when a trip is canceled.
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250
Email Messaging System Overview
Driver/Monitor/Aide
You can determine whether a driver/monitor/aide receives an email
when a trip is scheduled to them and when a trip is canceled.
When does email get sent?
As trip moves through the trip request process (submission, approval,
scheduling etc.) the options that you selected on te email options screen
will determine the employees who receive email and the content of that
email. The content of the email can be the default message template
content or a message template that you have customized (see, Setting Up
Email Message Templates on page 255).
An email address is entered when you add an employee record. See,
Adding an Employee Record on page 139.
VersaTrans TripTracker®
Appendix A Setting Up Security & Email
251
Setting Up Email
We have created an email system which notifies parties involved with the
field trip about the status of the trip automatically (according to your email
option settings).
To use the messaging capabilities of VersaTrans TripTracker, you must first
perform the following tasks in the order presented below:
1.
Adding a User Group on page 237
2.
Setting Up a New User on page 244
3.
Adding Account Records on page 64
4.
Adding Contacts/Requesters to an Account Record on page 71
5.
Setting Up Approval Paths on page 162
6.
Specifying Who Gets Email and At What Stages on page 251.
7.
Searching for and Entering Email Addresses on page 252
8.
Setting Up Email Message Templates on page 255
Make sure to complete steps 1 through 5 before you begin steps 6 through 8
described in the section below.
Specifying Who Gets Email and At What Stages
The Email Options screen allows you to identify who gets messages and at
what stages. Recipients in this case are Requesters, Account Contacts,
Approvers, Schedulers, Billing Clerks and Drivers/Monitors/Aides.
Note:
This should be the first place you check if an employee is having issues
with receiving e-mails. These options are global and will apply to the
entire system.
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252
Setting Up Email
To specify who gets email and at what stages:
Path:)
Admin > System Email Options
1.
Follow the above path to display the System Options: Email Options
screen.
2.
For each type of recipient you want to send email to (Requester,
Approver, etc.), place a check in each check box to represent the emails
you want to send.
For example, if you want Requesters to be sent emails when the field trip
is scheduled but not when it is approved/rejected, click the Trip
Scheduled box but not the Trip Approved/Rejected box.
3.
Click
to save your selections.
Searching for and Entering Email Addresses
Before an employee can receive an email notification, they must have an
VersaTrans TripTracker®
Appendix A Setting Up Security & Email
253
email address entered in their employee record. The quickest way to identify
employees without email addresses is to perform a search which is described
below. Once you have a list of employees, you can open their records and
enter email addresses.
To search for and enter email addresses:
Path:)
Reports > Employee Reports > Employee Listing
1.
Follow the above path to display the Employee Listing screen.
2.
Click the Field drop-down button and select Email.
3.
Click the Operator drop-down button and select does not contain data.
4.
Click
addresses.
5.
Go to Admin > Employees to display the Employees screen.
to get a report of employees without email
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254
Setting Up Email
6.
Enter an employee’s information from the report list generated in step 4.
7.
Click
8.
Click on the employees name to display that employee’s record.
to display the employee search results.
.
Enter Email Address
VersaTrans TripTracker®
Appendix A Setting Up Security & Email
9.
255
Enter an email address and make sure that all the ohter fields have the
required entries.
10. When you are finished making entries, click
.
Setting Up Email Message Templates
The email system is one of the unique features of VersaTrans TripTracker that
make it so helpful. We have created an email system which notifies parties
involved with the field trip about the status of the trip automatically
(according to your email option settings). Message templates allow you to set
up email structures to keep involved parties informed of the trip request
status and allow you to complete and bill the account.
Displaying and Editing the Contents of an Email Message
To display and edit the contents of an email message:
Path:)
Admin > Message Templates
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256
Setting Up Email
1.
Follow the above path to display the Message Templates screen.
The Message Template screen lists the available message types. You can
use the default template as is or customize the template. Only one
message template of each type can be saved and made available. At any
time you change the contents of the message or restore it back to its
default format.
VersaTrans TripTracker®
Appendix A Setting Up Security & Email
2.
257
Click a message type to display and edit the contents of a message. For
example, click
to display a trip was over
budget template.
This is the contact that would receive the email
You may want to customize the message and take out or add information
to the template.
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258
Setting Up Email
3.
You can insert fields in the template by first selecting a field from the
Available Fields drop-down list and then placing the cursor where you
want to insert the field and clicking
.
You can edit the body of the template as you would with any text editor.
Note:
The information in brackets {...}, for example
, will be converted to
data defined on the trip (assuming it is a field in the selection list).
4.
Enter the
codes so the system can
pull that data directly from the account record.
5.
At anytime, you can click
default format.
6.
Click
like this:
VersaTrans TripTracker®
to restore the template to it’s
to save the template. The resulting email might look
Appendix A Setting Up Security & Email
259
VersaTrans TripTracker® User’s Guide
260
Setting Up Email
VersaTrans TripTracker®
Appendix B
Backing Up, Restoring &
Importing Data
Topics In This Appendix:
Backing Up & Restoring Data,
Using the Import Utility,
267
262
262
Backing Up & Restoring Data
Backing Up & Restoring Data
We provide the Database Console for SQL Server as part of VersaTrans
TripTracker. This utility is intended to be a tool for the system administrator
and does not have to be installed on each workstation. You use this utility to
run database backups and restores and make any database update changes
that are required. Currently, the database cannot be backed up from within
VersaTrans TripTracker.
Caution:
VersaTrans RP and VersaTrans TripTracker data are stored in the same
database. If you have both products, careful consideration should be given to
restoring the database to prevent data loss. If you restore the database, you
are actually restoring the data for both products.
If you have VersaTrans FleetVision integrated with VersaTrans RP and
versaTrans TripTracker, you need to carefully consider database backups as
well. VersaTrans FleetVision resides in a separate database from VersaTrans
RP and TripTracker data. Therefore, any changes made to shared data
(Employees, Vehicles, Certifications) could become out of synch if you restore
an older database for just one of these products.
Backing up Using Database Console for SQL Server
To back up and restore your data using the ToolMS utility, open the
VersaTrans TripTracker Database Console for SQL Server. Create a separate
backup directory for the database zip file before you begin the process.
To back up VersaTrans TripTracker data:
Path:)
Start > Programs > VersaTrans Suite > Common > Database
Console for SQL Server
If you selected a different Program Manager Group during the
installation, this path may be different.
VersaTrans TripTracker®
Appendix B Backing Up, Restoring & Importing Data
263
1.
In the VersaTrans Database Console, check the server name and verify
there is a saved value for username and password.
2.
Click the
3.
Click the R UN B ACKUP button in the left side of the console to display the
Run Backup screen.
4.
Select the appropriate database from the Database drop-down list.
5.
In the Backup File field, create or navigate to the backup directory.
6.
Click the
button. The system backs up the database
into a zip file and shows the results in the Backup History box.
button and the connection is established.
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264
Backing Up & Restoring Data
Restoring Your Data from a Backup Using Database Console for
SQL Server
Once you back up your data, you can restore it from the database server
computer or from one of the client systems. Choose these options carefully to
ensure you do not overwrite the wrong database.
Note:
Caution:
Due to permissions and user rights access, it is highly recommended
that the database be restored on the server where it is installed.
When restoring the VersaTrans RP and VersaTrans TripTracker datasets that
are used for VersaTrans e-Link, you must also stop and re-start the e-Link
Web Service (eWS).
To restore VersaTrans TripTracker data:
Path:)
Start > Programs > VersaTrans Suite > Common > Database
Console for SQL Server
Note:
If you selected a different Program Manager Group during the
installation, this path may be different.
1.
In the VersaTrans Database Console for SQL Server, check the server
name and verify there is a saved value for User Name and Password.
2.
Enter your Username and Password. If you have installed SQL Server
Express from the VersaTrans TripTracker CD, your Username is sa and
your password is vtrans.
If you have installed SQL Server prior to the VersaTrans TripTracker
installation, you will need to obtain your password and user information
from your system administrator.
VersaTrans TripTracker®
Appendix B Backing Up, Restoring & Importing Data
3.
Click the C ONNECT button to connect to the server.
4.
Complete the selections in this screen.
265
Backup File
Locate the backup file (either BAK or .ZIP file) you want to restore using
the Backup File
.
Restore as Database
Select the database you want to restore in this backup into. You may not
have more than one. If you are restoring to the same database that
displays in this drop-down list, the Database Path from Database Server
field does not enable.
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Backing Up & Restoring Data
Database Path from Database Server
If this field is enabled, use the
path of the database server.
button to select the (drive mapped)
Database Location
If you are restoring the database from the database host system, this path
will be the same as the one you selected in the previous field. If you are
restoring the database from a client computer, use the
button to
select the (drive mapped) path from the client computer to the database
server.
5.
Click
to begin the restore process. If you select a
different database than the system expects, the system prompts you to
confirm that you want to overwrite one database with the other. Click
YES to confirm or N O to select another database.
Note:
6.
When restoring a database in Vista, you may receive a message saying,
“Could not create database path … and then the name of the path” (for
example, C:\Program Files\Microsoft SQL Server\MSSQL). You will
need to grant yourself full control of the MSSQL folder in order to
perform the restore.
When the system has completed the restoration, the message Restore
Complete displays in the text box below the
button.
VersaTrans TripTracker®
Appendix B Backing Up, Restoring & Importing Data
267
Using the Import Utility
The VersaTrans TripTracker import utility allows you to import buildings,
vehicles, employees, locations, accounts and
accounts/contacts/requesters/drivers. The files can be .txt, .csv, .asc, or .tab
in either fixed or delimited format. When the import is complete, this
information will be available for use in the system.
Importing Items Using a Fixed Format
To import Items using a fixed format:
Path:)
Admin > Import Utility
1.
Follow the above path to display the Import Utility screen.
2.
Click
to display Buildings, Vehicles, Employees, Locations,
Accounts or Account Contacts/Requesters/Drivers in the drop-down
list. The procedure for importing is the same for all selections. We will be
importing vehicles for our example.
VersaTrans TripTracker® User’s Guide
268
Using the Import Utility
3.
Select Vehicles to display the import options for vehicles as shown
below.
4.
Selected Fixed for the type of import. For more information see, Creating
Fixed Width Files Used for Importing Data on page 280.
5.
Click
6.
Enter the row that you want to start at in the S TART
VersaTrans TripTracker®
and locate the file that you want to import.
AT ROW
field.
Appendix B Backing Up, Restoring & Importing Data
269
If there isn’t a header line, set the number to 1. Otherwise, enter the
number that corresponds to the first row of valid data.
Specify the field positions
In the Start and End boxes, enter how long the fields should be. For
example, if the vehicle starts in the first column of the file and it is ten
characters in length, enter 1 in the Start box and 10 in the End box.
7.
You do not need to enter Start and End values for every field. Only enter
values for the required fields and the fields you are importing.
8.
Click
to start the importing process. You will be able to
preview a sample of your file for accuracy.
9.
Click
to begin the import process. This will show you the
first 10 rows of data in your import file.
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270
Using the Import Utility
10. If there are errors, you can correct the errors in the file that you are
importing. When the errors have been corrected, select the file and
perform the import again. When your import is successful, you will
receive a message indicating how many vehicles were imported.
Importing Items Using a Delimited Format
The procedure is the same for importing Buildings, Vehicles, Employees,
Locations, Accounts or Account Contacts/Requesters/Drivers from the dropdown list. We will be importing vehicles for our example.
To import items using a delimited format:
Path:)
VersaTrans TripTracker®
Admin > Import Utility
Appendix B Backing Up, Restoring & Importing Data
271
1.
Follow the above path to display the Import Utility screen.
2.
Click
3.
Selected Delimited for the type of import. For more information see,
Creating the Delimited Files Used for Importing Data on page 273
4.
Click
5.
Specify the row number that the data in the file begins at (do not count
the row that defines the fixed definitions). This defaults to one. Typically
this value does not change.
6.
Select the type of delimiter that was used for creating the file that is being
imported Tab, Semicolon, Comma, or Other).
and select Vehicles from the drop-down list.
and locate the delimited file that you want to import.
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272
Using the Import Utility
7.
Click
to start the importing process. You will be able to
preview a sample of your file for accuracy.
8.
Click
to begin the import process. This will show you the
first 10 rows of data in your import file.
9.
If there are errors, you can correct the errors in the file that you are
importing. When the errors have been corrected, select the file and
perform the import again. When your import is successful, you will
receive a message indicating how many vehicles were imported.
VersaTrans TripTracker®
Appendix B Backing Up, Restoring & Importing Data
273
Creating the Delimited Files Used for Importing Data
In order for VersaTrans TripTracker to know what values to populate
into which fields in the database, you MUST include a header in your
delimited file that defines the fields that you are importing. The system
expects the field names to be defined as follows. The field names are not
case-sensitive.
* indicates a required field for the import
Buildings
Table 1.
Screen Name
Delimited Field Name
*Name
Name
*Building Number
BuildingCode
Address 1
Address1
Address 2
Address2
City
City
State
State
Zip
PostalCode
Status
Active(Values = Y/N)
Abbreviation
Abbrev
Contact First Name
FirstName
Contact Last Name
LastName
Title
Title
Email
Email
VersaTrans TripTracker® User’s Guide
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Using the Import Utility
Table 1.
Screen Name
Delimited Field Name
Phone
PhoneNumber
Fax
Fax
Note:
You do not need to import values for each of these fields. VersaTrans
TripTracker will populate just the fields that you define in your import.
A sample delimited file might look like this:
Name,BuildingCode,Address1,Active,Abbrev
Elm Street Elementary,4590,12 Elm Street,Y,ESE
Vehicles
Table 2.
Screen Name
Delimited Field Name
*Vehicle
Vehicle
Status
Active (Values = Y/N)
Registration No
RegistrationNo
VIN Number
VIN
Contractor
Contractor
Capacity
Capacity
Special Equipment
SpecialEquipment
Model Year
ModelYear
Operating Cost
CostPerMile
License Plate
Plate1
Other ID
SerialNo
VersaTrans TripTracker®
Appendix B Backing Up, Restoring & Importing Data
275
Table 2.
Screen Name
Delimited Field Name
AM Driver Employee No
AMDriverID
PM Driver Employee No
PMDriverID
* indicates a required field for the import
Note:
You do not need to import values for each of these fields. VersaTrans
TripTracker will populate just the fields that you define in your import.
A sample delimited file might look like this:
Vehicle,Active,Contractor,Capacity,ModelYear
3402,Y,My Yellow Bus,65,2004
Employees
Table 3.
Screen Name
Delimited Field Name
*First Name
FirstName
*Last Name
LastName
*Employee ID
EmployeeNo
License #
DrivLicense
Social Security
SSN
Employee Title
EmployeeTitleID
Employee Type
EmployeeTypeID
Address 1
Address 1
Address 2
Address 2
City
City
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Using the Import Utility
Table 3.
Screen Name
Delimited Field Name
State
State
Zip
PostalCode
Phone
HomePhone
Cell Phone
CellPhone
Email
Email
Hire date
HireDate
Seniority Date
SeniorityDate
Weekly Employee Run Time
WeeklyEmployeeRunTime
Distance Availability
DistanceAvailability
Status
Active (Values = Y/N)
Driver
IsDriver (Values = Y/N)
Monitor
IsMonitor (Values = Y/N)
Aide
IsAide (Values = Y/N)
Qualified for activity vehicle
QualifyForActivityVehicle (Values =
Y/N)
Multi-Day Trips
MultiDayTrips (Values = Y/N)
Notes
Notes
Non-Transportation Employee
NonTransportationEmployee
(Values = Y/N defaults to Y
if not specified)
Birth Date
BirthDate
* indicates a required field for the import
VersaTrans TripTracker®
Appendix B Backing Up, Restoring & Importing Data
Note:
277
You do not need to import values for each of these fields. VersaTrans
TripTracker will populate just the fields that you define in your import.
A sample delimited file might look like this:
FirstName,LastName,EmployeeNo,HireDate,Active
Michael,Walton,8974,10/10/02,Y
Trip Locations
Table 4.
Screen Name
Delimited Field Name
*Location Name
LocationName
Status
Active (Values = Y/N)
Location Type
**LocationTypeID
Address1
Address1
Address2
Address2
City
City
State
StateProvince
Zip
PostalCode
Country
Country
Contact Name
ContactName
Phone
Phone
Directions
Directions
* indicates a required field for the import
** 1=billing location; 2=origin only; 3=destination only; 4=origin or
destination. If unspecified 3 is the default.
VersaTrans TripTracker® User’s Guide
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Using the Import Utility
Note:
You do not need to import values for each of these fields. VersaTrans
TripTracker will populate just the fields that you define in your import.
A sample delimited file might look like this:
LocationName,Active,Address1,ContactName,Phone,Directions
Art Museum,Y,123 Main Street,Anne Arthur,555-1234,Take I-90 East to Exit
54 right turn off of ramp onto Main Street
Accounts
Table 5.
Screen Name
Delimited Field Name
*Name
Name
Building ID
Building
Budget Number
Budget Number
Address1
Address1
Addres 2
Address2
City
City
State
State
Zip
PostalCode
Budget Threshold
BuidgetThreshold
Charge Basis
DefaultChargeBasis
Approval Path
ApprovalPath
Account Instructions
Account Instructions
Status
Active (Values = Y/N)
External Account
ExternalAccount (Values = Y/N)
VersaTrans TripTracker®
Appendix B Backing Up, Restoring & Importing Data
279
* Indicates a required field for the import
Note:
You do not need to import values for each of these fields. VersaTrans
TripTracker will populate just the fields that you define in your import.
A sample delimited file might look like this:
Name,Active,Building,BudgetNumber,Address1,Address2,City,State,Postal
Code,BudgetThreshold,DefaultChargeBasis,ApprovalPath,AccountInstructio
nsAccount1,Y,BuildingName,123,111 Main St,PO
Box111,Anytown,NY,12111,999.50,ChargeBasis,ApprovalPath,Instructions
Account Contacts/Requesters/Drivers
Table 6.
Screen Name
Delimited Field Name
*Account Name
TransportationAccount
Employee Number
EmployeeNumber
**Is Contact
IsContact(Values = Y/N)
**Is Requester
IsRequester (Values = Y/N)
**Is Driver
IsDriver (Values = Y/N)
* Indicates a required field for the import
** At least one of these fields needs to be “Y” for an import to take place
Note:
You do not need to import values for each of these fields. VersaTrans
TripTracker will populate just the fields that you define in your import.
A sample delimited file might look like this:
TransportationAccount,EmployeeNumber,IsContact,IsRequester,IsDriver
Account1,1,N,N,Y
VersaTrans TripTracker® User’s Guide
280
Using the Import Utility
Account1,2,N,Y,N
Account1,3,Y,Y,N
Note:
The Employee number and Account must exist (previous import etc.)
before you can import Account Contacts/Requesters/Drivers.
Creating Fixed Width Files Used for Importing Data
The system expects the field names to be defined as follows. The field
names are not case-sensitive.
Buildings
Table 7.
Screen Name
*Name
*Building Number
Address 1
Address 2
City
State
Zip
Status (Values = Y/N)
Abbreviation
Contact First Name
Contact Last Name
Title
VersaTrans TripTracker®
Appendix B Backing Up, Restoring & Importing Data
281
Table 7.
Screen Name
Email
Phone
Fax
* indicates a required field for the import
Note:
You do not need to import values for each of these fields. VersaTrans
TripTracker will populate just the fields that you define in your import.
Vehicles
Table 8.
Screen Name
*Vehicle
Status
Registration No
VIN Number
Contractor
Capacity
Special Equipment
Model Year
Operating Cost
License Plate
Other ID
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Using the Import Utility
Table 8.
Screen Name
AM Driver Employee No
PM Driver Employee No
* indicates a required field for the import
Note:
VersaTrans TripTracker®
You do not need to import values for each of these fields. VersaTrans
TripTracker will populate just the fields that you define in your import.
Appendix B Backing Up, Restoring & Importing Data
283
Employees
Table 9.
Screen Name
*First Name
*Last Name
*Employee ID
License #
Social Security
Employee Title
Employee Type
Address 1
Address 2
City
State
Zip
Phone
Cell Phone
Email
Hire date
Seniority Date
Weekly Employee Run Time
Distance Availability
Status (Values = Y/N)
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284
Using the Import Utility
Table 9.
Screen Name
Driver (Values = Y/N)
Monitor (Values = Y/N)
Aide (Values = Y/N)
Qualified for activity vehicle
(Values = Y/N)
Multi-Day Trips (Values = Y/N)
Notes
Non-Transportation Employee
(Values = Y/N defaults to Y if not
specified)
Birth Date
* indicates a required field for the import
Note:
You do not need to import values for each of these fields. VersaTrans
TripTracker will populate just the fields that you define in your import.
Trip Locations
Table 10.
Screen Name
*Location Name
Status (Values = Y/N)
**Location Type
* indicates a required field for the import
VersaTrans TripTracker®
Appendix B Backing Up, Restoring & Importing Data
Note:
285
You do not need to import values for each of these fields. VersaTrans
TripTracker will populate just the fields that you define in your import.
Accounts
Screen Name
*Name
Building ID
Budget Number
Address1
Addres 2
City
State
Zip
Budget Threshold
Charge Basis
Approval Path
Account Instructions
Status
External Account
* indicates a required field for the import
Note:
You do not need to import values for each of these fields. VersaTrans
TripTracker will populate just the fields that you define in your import.
Account Contacts/Requesters/Drivers
VersaTrans TripTracker® User’s Guide
286
Using the Import Utility
Screen Name
*Account Name
Employee Number
**Is Contact
**Is Requester
**Is Driver
* Indicates a required field for the import
** At least one of these fields needs to be “Y” for an import to take place
Note:
VersaTrans TripTracker®
You do not need to import values for each of these fields. VersaTrans
TripTracker will populate just the fields that you define in your import.
Appendix B Backing Up, Restoring & Importing Data
287
Batch Creation of Users
Batch User Creation allows you to quickly generate user accounts for a large
number of employees. The Batch User Creation process enables you to filter
on a specified set of employees and then select the appropriate account(s) to
which those employees should be assigned.
Because you may not always be able to use the Employee filter criteria to get
the exact list of employees that you want to be part of the same User Group,
there is a recommended work flow to help facilitate the creation of Users and
their assignment to specific User Groups.
This section will walk you through importing a list of employees with similar
characteristics by assigning them all the same Employee Type. From there,
on the Batch User Creation page you can filter for this specific Employee Type
and then assign all of those employees to the same User Group and Accounts.
The steps that need to be taken for the Batch Creation of Users include:
1.
Add Accounts, See, Adding Account Records on page 64.
2.
Setup the “specific” Employee Type that you want to associate the
designated employees with. This will allow you to import employees
using the specified employee type (step 4) and filter on the employee type
that the imported employees belong to (step 5). See, Adding an Employee
Type and Associating Certifications on page 122.
3.
Add User Groups. See, Adding a User Group on page 237.
4.
Import Employees using the specified Employee Type. Setup your
employee import so that employees that will be Users have the specific
employee type that matches the employee type that you created in step 2.
See, Using the Import Utility on page 267.
5.
Filter on the Employee Type that the imported Employees (step 4) belong
to. Once you have your list of employees, select the username and
password format along with the User Group and Account(s) which these
users should have access to. See, Batch Assigning Employees to a User Group
& Accounts on page 288.
VersaTrans TripTracker® User’s Guide
288
Batch Creation of Users
Batch Assigning Employees to a User Group & Accounts
To batch assign employees to a user group & accounts:
Path:)
Admin > Batch User Creation
1.
Follow the above path to display the Batch User Creation page. This page
consist of two panels. The panel on the left allows you to perform an
employee search. The panel on the right allows you to select import
options.
2.
You start by performing either a basic or advanced search to find the
employee records that you want to batch assign.
For information on how to use the basic and advanced search, see Finding
& Editing an Employee’s Record on page 150. Once the search is performed,
the results must be used in their entirety and individual employees
cannot be selected.
VersaTrans TripTracker®
Appendix B Backing Up, Restoring & Importing Data
289
Once you have finished selecting employees for batch user creation, you
will select import options in the “Select Import Options” panel on the
right side of the page.
3.
Select a User Name Format and Password Format.
If you use select the “Generate Random Password” option for the
password format, the passwords generated will adhere to the “Min
special characters in password” and “Min characters in password”
settings as specified in the VersaTrans TripTracker Configuration Utility
via the Login tab.
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Batch Creation of Users
If you use the “User ID” option only employees with User ID’s that
adhere to the “Min special characters in password” and “Min characters
in password” will be assigned to User Groups and Accounts.
4.
Select the User Group that you want the employee(s) assigned to.
5.
To select a specific account, click on that account. Use the Ctrl and Shift
keys to select multiple accounts.
6.
Check the “Users can access all accounts” box to select all the accounts.
7.
Click
to assign the employees to a user group &
accounts. The “Batch User Creation Completed” screen displays
containing the batch creation results and export options as shown below.
Number of users successfully created
Number of employees
that were not imported
successfully
Error list
VersaTrans TripTracker®
The user group assigned
Appendix B Backing Up, Restoring & Importing Data
291
Export Options
User Created
8.
You can export the information for the user(s) that were created as a CSV
or Excel file. If you want to export this information, click
or
and then click
Note:
9.
You also have the option of opening the CSV file in an Excel
spreadsheet.
Select the location where you want to export the file and enter a name for
the file.
10. Click
.
Using the Batch User Creation Log
The “Batch User Creation Log” allows you to display a chronological list of
users that were successfully created. You can then make a selection from the
list and view the details (Name, Title, UserName and Password) of those
users.
To use the batch user creation log:
Path:)
1.
Admin > Batch User Creation
Follow the above path to display the Batch User Creation page.
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292
Batch Creation of Users
2.
Click
to display the Batch User Creation Log. This log
provides a chronological list of successfully created users.
3.
Make a selection from the list and click
User information.
Number of
users created
The User Group that the user
was assigned to
. to view associated
The data and time the user
was created
Export Options
User
4.
You can export the information for the user(s) that were created as a CSV
or Excel file. If you want to export this information, click
or
and then click
Note:
VersaTrans TripTracker®
You also have the option of opening the CSV file in an Excel
spreadsheet.
Appendix B Backing Up, Restoring & Importing Data
293
5.
Select the location where you want to export the file and enter a name for
the file.
6.
Click
.
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294
Batch Creation of Users
VersaTrans TripTracker®
Appendix C
Installation, Conversion &
Integration
Topics In This Appendix:
What are the VersaTrans TripTracker Components & How to Install
Them?, 296
Loading the VersaTrans TripTracker Sample & Blank Databases, 320
Opening VersaTrans TripTracker & Registering the Application,
Converting VersaTrans TripTracker 1.2 Data, 326
VersaTrans RP/TripTracker & VersaTrans FleetVision
Integration, 333
324
296
What are the VersaTrans TripTracker Components & How to Install Them?
What are the VersaTrans
TripTracker Components & How
to Install Them?
Welcome to Tyler’s VersaTrans TripTracker. Only system administrators
familiar with the complexities of working with web servers and with your
organization’s operating environment(s) should install VersaTrans
TripTracker. We provide the instructions necessary for adding VersaTrans
TripTracker and some advice for integrating our product into your
architecture.
You will need to perform the following tasks to install and run VersaTrans
TripTracker:
•
Install Microsoft Internet Information Services (IIS)
•
Install .NET Framework runtime
(Application & Web Server)
•
Install ASP.NET AJAX Library
•
Install Microsoft Report Viewer Setup
(Application Server)
•
Install VersaTrans Trip Tracker
•
Install VersaTrans TripTracker Sample Data (Database Server)
•
Generate Security Tables for VersaTrans TripTracker
Important: If you are currently a VersaTrans RP user, it is important to note that
VersaTrans TripTracker uses the same database as VersaTrans RP.
VersaTrans TripTracker®
Appendix C Installation, Conversion & Integration
297
Installing Microsoft Internet Information Services (IIS)
Before beginning the Microsoft Internet Information Services (IIS)
installation, you will need to have IIS installed on the machine where you are
installing VersaTrans TripTracker. If you do not have IIS installed, you can
install IIS from the Windows Installation CD.
To install Microsoft Internet Information Services (IIS):
Path:)
Start > Control Panel
R EMOVE P ROGRAMS .
1.
Click ADD
2.
Click A DD OR R EMOVE W INDOWS C OMPONENTS in the left panel of the
window. The Window Component Wizard dialog displays.
3.
Click on the Application Server entry and click the D ETAILS button. The
Application Server dialog displays.
4.
In the Application Server dialog, click on Internet Information Services
(IIS) and click the D ETAIL s button.
5.
Select World Wide Web Service and click OK.
6.
Click OK in the Application Server dialog box.
7.
Click N EXT in the Windows Components dialog box.
8.
Click F INISH in the Completing the Windows Components Wizard.
OR
Downloading the VersaTrans TripTracker Installation Files or
Using a CD
The VersaTrans TripTracker installation files can be downloaded from the
VersaTrans Solutions Support website, or you can purchase and use the
VersaTrans TripTracker installation CD by calling VersaTrans Solutions @
800-775-5556.
VersaTrans TripTracker® User’s Guide
298
What are the VersaTrans TripTracker Components & How to Install Them?
Downloading the VersaTrans TripTracker Installation Files
1.
Go to the VersaTrans Web site at
http://www.versatrans.com/support/support_offerings.cfm.
2.
Click on the “Go to VersaTrans Knowledgebase” link.
3.
Enter your Username and Password which can be found in the
“Instructions for Electronic Download of VersaTrans Products” that was
provided when the software was purchased. If you cannot find this
information, contact VersaTrans Technical Support @ 800.775.5556.
4.
Select VersaTrans TripTracker from the VersaTrans Support
Knowledgebase menu.
Note:
At the time of installation, you will use the Registration Name and
Registraton Code to register your product(s).
5.
Use the keyword search “installation files” to locate the appropriate page
for downloading the installation files.
6.
Select Versatrans TripTracker Installation Files and download the
installation files according to the instructions that appear on the screen.
7.
Once you have downloaded the VersaTrans TripTrackern installation
files from our website, go to the location where you downloaded the
product (the default is C:\TripTracker Installation Files.)
8.
Double-click on the launcher.exe to bring up the VersaTrans TripTracker
Install Menu.
You are now ready to install the individual components that comprise
VersaTrans TripTracker. For detailed instructions on how to install each
component, see Installing the VersaTrans TripTracker Components on page 299.
VersaTrans TripTracker®
Appendix C Installation, Conversion & Integration
299
Using the VersaTrans TripTracker Installation CD
1.
Insert the installation CD into the CD-ROM and go to Start > My
Computer and double-click on your CD Drive to display the available
folders.
2.
Double-click on the launcher.exe to bring up the VersaTrans TripTracker
Install Menu.
You are now ready to install the individual components that comprise
VersaTrans TripTracker. For detailed instructions on how to install each
component, see Installing the VersaTrans TripTracker Components on page 299.
Installing the VersaTrans TripTracker Components
You are now ready to install the individual components that comprise
VersaTrans TripTracker. For detailed instructions on how to install each
component, proceed to the following topics:
•
Installing VersaTrans TripTracker on page 308Installing .NET Framework
2.0 on page 299
•
Installing the ASP .Net AJAX Library on page 301
•
Installing the Microsoft Report Viewer on page 303
•
Installing SQL Server Express 2005 on page 304
•
Installing and Starting the VersaTrans Server Agent on page 307
•
Installing VersaTrans TripTracker on page 308Installing .NET
Framework 2.0
.NET Framework 2.0 is an environment for building, deploying, and running
Web Services and other applications. It includes many technologies that are
designed to facilitate rapid development of Internet and intranet applications.
Before beginning the VersaTrans TripTracker installation, you will need to
have .NET Framework installed and enabled on your system. You cannot run
VersaTrans TripTracker without having .NET Framework installed or
enabled.
VersaTrans TripTracker® User’s Guide
300
What are the VersaTrans TripTracker Components & How to Install Them?
Note:
Windows Installer 3.0 or later is a prerequisite for .NET 2.0
installation. Version 3.1 can be found on the TripTracker Installation
CD.
To install .NET Framework:
1.
From the VersaTrans TripTracker “Install” menu, select .NET 2.0
runtime.
2.
Click
displays.
3.
Click
4.
Read the license agreement. If you want to continue with the install
process, click I accept the terms of the License Agreement and then click
.
VersaTrans TripTracker®
. The Microsoft .NET Framework 2.0 Setup dialog
. The License Agreement dialog displays.
Appendix C Installation, Conversion & Integration
5.
When the installation is complete, click
installation and close the dialog.
301
to complete the
Installing the ASP .Net AJAX Library
The ASP .Net AJAX Library provides AJAX functionality. These assemblies
are required for VersTrans TripTracker.
1.
From the VersaTrans TripTracker “Install” menu, select ASP .NET AJAX
Library.
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302
What are the VersaTrans TripTracker Components & How to Install Them?
2.
Click
VersaTrans TripTracker®
. A Security Warning displays.
Appendix C Installation, Conversion & Integration
303
3.
Click
. The Microsoft ASP.NET 2.0 AJAX Extensions 1.0
Setup Wizard displays.
4.
Click
5.
Read the license agreement. If you want to continue with the install
process, click I accept the terms of the License Agreement and then click
.
6.
Click
7.
When the install is complete, click
. The License Agreement dialog displays.
to start the installation.
.
Installing the Microsoft Report Viewer
The Microsoft Report Viewer allows you to process and render reports.
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What are the VersaTrans TripTracker Components & How to Install Them?
1.
From the VersaTrans TripTracker “Install” menu, select Microsoft
Report Viewer Setup.
2.
Click
.
When the installation is complete a dialog displays indicating that the
setup is complete.
3.
Click
to close the dialog.
Installing SQL Server Express 2005
SQL Server 2005 Express Edition is a lightweight, and embeddable version of
SQL Server 2005.
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1.
From the VersaTrans TripTracker “Install” menu, select SQL Server
Express.
2.
Click B EGIN to launch the set up program.
3.
Click N EXT and by default SQL Server Express will be installed in:
C:\Program files\Microsoft SQL Server. You have the option of
specifying a different directory by clicking B ROWSE and navigating to the
desired directory.
Note:
This installation requires that other Microsoft components have already
been installed. Should you be prompted to install these components,
they can be found and installed from the CD or by accessing the
Microsoft Support website.
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The Microsoft SQL Server 2005 Setup dialog displays, showing the
progress of the components being installed, removed, etc.
4.
Once SQL Server Express has been installed successfully, the dialog will
close automatically.
Note:
VersaTrans TripTracker®
This installation sets the SA password to vtrans and default
authentication mode to mixed (NT authentication & SQL
authentication).
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Installing and Starting the VersaTrans Server Agent
The VersaTrans Server Agent allows you to make a backup of the current
database that you are working in without specifying the database location
path. Installation is required when using SQL Server 2005 which has no
backup capability without the VersaTrans Server Agent.
Note:
The Server Agent needs to be installed on the same machine as SQL
Server.
1.
From the VersaTrans TripTracker “Install” menu, select VersaTrans
Server Agent.
2.
Click B EGIN to launch the installation program. The VersaTrans Server
Agent Installation Wizard displays.
3.
Complete the suggested recommendations and click N EXT .
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4.
Select a folder where the application will be installed. The default
location is C:\Programs\VersaTrans Suite\Common\ or you can browse
for a different location. Click N EXT .
5.
Click N EXT to begin the installation. When the installation is complete,
click F INISH to close the dialog.
The VersaTrans Server Agent will start automatically. You can start and
stop the Server Agent within Administrative Tools > Services on the
server where it was installed.
Installing VersaTrans TripTracker
VersaTrans TripTracker employs a Graphical User Interface (GUI). This
graphical user interface when deployed over the World Wide Web presents
information in a user-friendly way using pictures, graphics and icons.
This installation will install the following three components when selecting
the recommended install.
•
VersaTrans TripTracker Web application
•
VersaTrans TripTracker Conversion Utility
•
VersaTrans TripTracker Database Console
VersaTrans TripTracker®
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To install VersaTrans TripTracker:
1.
From the VersaTrans TripTracker “Install” menu, select VersaTrans
TripTracker.
2.
Click
. You will see the following message while the
installation program is loading.
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When the installation program has finished loading, the VersaTrans
TripTracker Installation Wizard Welcome screen displays.
3.
Click
. The Customer Registration dialog displays.
4.
Enter your information and click
dialog displays.
. The Type of Installation
The installation defaults to Recommended Installation - Complete Install.
If you select Custom Install (for advanced users), you can select whether
you want to install the web application, database console, or conversion
utility.
5.
Click
VersaTrans TripTracker®
. The Destination Folder dialog displays.
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This is where the VersaTrans Console for SQL Server and the TripTracker
Conversion Utility will be installed. The database console will install to a
sub-directory called “common”. The conversion utility will install to a
sub-directory called “TripTracker”.
6.
Select your directory and click
dialog displays.
. The New Virtual Directory
The virtual directory name defaults to “TripTracker”. The default
location for this directory is C:\Inetpub\wwwroot\triptracker.
7.
Click
. The Shortcuts dialog displays.
8.
Specify where you would like the shortcuts for VersaTrans TripTracker.
The default is the VersaTrans Suite program group. This will allow the
Database Console for SQL Server and the Conversion Utility to be
accessed from the Start menu.
9.
Click
. The Ready to Install dialog displays.
10. Close all running programs and click
TripTracker dialog displays.
Wait for the installation to complete or click
install.
. The Installing
to abort the
11. When the installation completes, the installation Results dialog displays.
12. If you already have VersaTrans RP installed, you are ready to run the
VersaTrans TripTracker Conversion Utility and can check R UN
VERSA TRANS TRIP TRACKER C ONFIGURATION U TILITY NOW.
Important: If you are currently a VersaTrans RP user, it is important to note that
VersaTrans TripTracker uses the same database as VersaTrans RP.
OR,
If you only have VersaTrans TripTracker, do not check the box R UN THE
VERSA TRANS TRIP TRACKER C ONFIGURATION U TILITY NOW . You can run the
conversion utility after you have restored the blank VersaTrans
TripTracker database (see, Loading the VersaTrans TripTracker Sample &
Blank Databases on page 320).
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13. Click
.
Using the VersaTrans TripTracker Configuration Utility
Once you have installed VersaTrans TripTracker, you will need to use the
VersaTrans TripTracker Configuration Utility to specify how you will
connect to your data. If you already have VersaTrans RP installed, you are
ready to configure your VersaTrans TripTracker settings.
If you only have VersaTrans TripTracker, skip this step and run the
VersaTrans TripTracker Conversion Utility after you have restored the blank
VersaTrans TripTracker database (see, Loading the VersaTrans TripTracker
Sample & Blank Databases on page 320).
To access the VersaTrans TripTracker Configuration Utility:
Path:)
Start > Program Files > VersaTrans Suite > TripTracker >
VersaTrans TripTracker Confutation Utility
VersaTrans TripTracker®
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Follow the above path to display the TripTracker Configuration dialog.
The VersaTrans TripTracker Configuration Utility can only be run on the
machine where the VersaTrans TripTracker web application was
installed. The configuration utility displays where the web.config is
located.
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There are 4 tabs for the settings which can be altered:
•
Database
•
Login
•
Mail
•
Integration
On any of these tabs, you may perform the following actions:
•
Reset – the reset button will reload the web.config file, replacing
any changes that the user made that have not been saved.
•
Save – the save button will save the changes made to the
web.config file using the file name specified on this page.
•
Close – the close button will close the VersaTrans TripTracker
Configuration Utility.
Database Tab
Database Server
Enter the name of the server where your VersaTrans RP/TripTracker
data resides or use the pull-down list to select it.
VersaTrans TripTracker®
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Database Name
Enter the name of the VersaTrans RP/TripTracker database or use the
pull-down list to select it.
¾
Click on
to verify that the settings are valid.
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Login Tab
Session timeout in minutes
Enter the number of minutes it takes for an inactive user to be timed out
of the system. The default is 30 minutes.
Max password attempts
Sets the number of invalid password or password-answer attempts
allowed before the membership user is locked out. The default here is
blank.
Min special characters in password
Sets the minimum number of special characters that must be present in a
valid password. The default here is zero.
Min characters in password
Gets the minimum length required for a password. The default is 5.
VersaTrans TripTracker®
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Mail Tab
The mail settings define the SMTP settings needed for VersaTrans
TripTracker to send email as part of the trip process.
Mail server
Specify the name of your mail server.
Mail server login
Specify the login needed for the mail server.
Mail server password
specify the password for the mail server login
Send as address
Specify the address that you wish to indicate that the VersaTrans
TripTracker messages are being sent from.
1.
You can click
2.
When you are finished entering configuration settings, click
.
•
to verify that the settings are valid.
Configuration Utility.
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Integration Tab
Districts can now integrate Tyler’s VersaTrans TripTracker with Tyler’s
MUNIS Financial System. Integration will be enabled when the correct
MUNIS URL is entered.
MUNIS URL
Integration between VersaTrans TripTracker and MUNIS is active when a
valid MUNIS URL displays in the MUNIS URL field. If the MUNIS URL
is blank, the user needs to contact the MUNIS system administrator and
obtain a valid URL.
Setting Write Permissions for Reports
During the VersaTrans TripTracker installation routine, “read” and “write”
permissions were placed at the “\inetpub\wwwroot\triptracker’ level (and
inherited by all subdirectories beneath it) for the following users:
•
ASPNET – for Windows Server 2000 and Windows XP
•
Network Service – for Windows Server 2003, Windows XP, and Vista
The reason for this is because when you generate reports in VersaTrans
TripTracker, the files generated (both .pdf and .xls) need to be written to a
VersaTrans TripTracker®
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subdirectory on the web server. For imports, files are temporarily stored in a
subdirectory on the web server. Failure to have this permission set will result
in errors when attempting to generate reports or import files into VersaTrans
Trip Tracker.
If you use an account other than ASPNET or Network Services to access your
web applications, you will need to set the “write” permissions for that
account on the directories noted below.
•
\inetpub\wwwroot\triptracker\customreports
•
\inetpub\wwwroot\triptracker\customsubreports
•
\inetpub\wwwroot\triptracker\importfiles
•
\inetpub\wwwroot\triptracker\images
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Loading the VersaTrans TripTracker Sample & Blank Databases
Loading the VersaTrans
TripTracker Sample & Blank
Databases
Note:
The sample database can only be used with SQL Server Express/SQL Server 2005. It
is not compatible with SQL Server 2000.
VersaTrans TripTracker provides you with two different databases, a sample
database and a blank database. To get you started quickly, we have put
together a sample set of records for your TripTracker database
(TTSample.zip). The sample data allows you to get familiar with VersaTrans
TripTracker before you begin working on your own district’s records.
When you are ready to use VersaTrans TripTracker with your own data, you
will attach the blank database (TTData.zip) to VersaTrans TripTracker and
import your current data into the blank database.
The procedures for loading the sample (TTSample.zip) and blank database
(TTData.zip) are identical.
1.
Click Start > Programs > VersaTrans Suite > Common > VersaTrans
Database Console for SQL Server to start the utility. A password prompt
displays.
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2.
Type vtrans in the password field and click OK. The VersaTrans
Database Console for SQL Server displays as in the next figure.
3.
Enter the SQL Server name/computer name followed by \sqlexpress. For
example: TransportationServer\sqlexpress.
4.
Enter your User Name and Password.Your User Name is sa and your
Password is vtrans.
If you have installed SQL Server prior to the VersaTrans TripTracker
installation, you will need to obtain your Password and User information
from your system administrator.
5.
Click the C ONNECT button to connect to the server. Now you are ready to
restore a new database.
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Loading the VersaTrans TripTracker Sample & Blank Databases
6.
Click
dialog.
VersaTrans TripTracker®
from the Shortcut bar to display the Run Restore
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7.
Click the Backup file browse button to display the Set backup file dialog.
8.
Browse the directory ~\TTData and select TTData.zip for the VersaTrans
TripTracker blank database or TTSample.zip for the VersaTrans
TripTracker sample database.
9.
Type in a name for your new VersaTrans TripTracker database (i.e.
Sample Data) in the Restore as database field.
10. The Database directory location which should be filled in automatically is the
path where your VersaTrans database will be stored. In the event that it is
not filled in browse to your SQL Server data directory.
11. Click R ESTORE to begin the process.
Now you are ready to open VersaTrans TripTracker for the first time. See,
Opening VersaTrans TripTracker & Registering the Application on page 324.
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Opening VersaTrans TripTracker & Registering the Application
Opening VersaTrans TripTracker &
Registering the Application
After installing VersaTrans TripTracker you will need to open your web
browser and navigate to the VersaTrans TripTracker address. The
TripTracker address will be “http://<VTTTserver>/<virtual directory>”. For
example, if you installed your VersaTrans TripTracker virtual directory
(named “triptracker” by default) on a server named “Transportation”, your
VersaTrans TripTracker address would be
“http://Transportation/triptracker”.
1.
Open your web browser and navigate to the VersaTrans TripTracker
address. The VersaTrans TripTracker Registration dialog displays.
2.
Enter your Company/Registration Name in the Registration Name field.
3.
Enter your Registration Code. The code can be found with the VersaTrans
TripTracker CD.
4.
Click
5.
Enter the Administrator User Name and Password provided by
VersaTrans.
VersaTrans TripTracker®
to display the VersaTrans TripTracker Logon screen.
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325
Click
. The VersaTrans TripTracker Today screen displays.
See, Working In VersaTrans TripTracker Today on page 17.
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Converting VersaTrans TripTracker 1.2 Data
Converting VersaTrans
TripTracker 1.2 Data
After you install the VersaTrans TripTracker upgrade and attach the blank
database, you are ready to think about your data. If you are a current
VersaTrans TripTracker 1.2 user, you can convert your existing data to the
VersaTrans TripTracker format, which saves a lot of work.
Note:
ONLY Version 1.2 users and later can convert their data using this
utility. Users with older versions must upgrade before importing and
users who have non-VersaTrans field trip tracking data cannot use this
conversion utility at all.
Overview of the Conversion Process
The conversion program takes your current data, converts it into a different
format and imports it into the new database you have attached to VersaTrans
TripTracker. How long the conversion takes depends upon the amount of
information you have to convert. Original Version 1.2 data will remain
available and unchanged because we use a copy of the data in creating the
conversion. However, we highly recommend that you back up your data
prior to the conversion.
Note:
It is required that you run the VersaTrans TripTracker conversion
utility from a workstation that currently has Version 1.2 installed.
What Is Involved In Converting My Data
You will need to perform the following procedures to convert your data:
1.
Install VersaTrans TripTracker as described in Installing VersaTrans
TripTracker on page 308.
VersaTrans TripTracker®
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2.
Connect to the empty database using the ToolMS, (See Loading the
VersaTrans TripTracker Sample & Blank Databases on page 320).
3.
Review your VersaTrans TripTracker 1.2 data to make it as complete as
possible.
4.
As a precaution, backup your VersaTrans TripTracker 1.2 data and place
it in a separate directory.
5.
If you have archived data that you want to convert, we recommend that
you restore it after you backup your current data.
6.
Open the VersaTrans TripTracker Conversion Utility and select the
database you want to convert.
7.
Specify the conversion options and convert your data.
8.
Connect to the new database.
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Converting VersaTrans TripTracker 1.2 Data
Preparing Your Version 1.2 Data
Before you convert your data, it makes sense to clean it up and remove any
old information that you do not need in the new system.
•
Delete any unneeded Accounts, Employees, Trips etc. keeping
only those necessary to move ahead.
Remember, the fewer the records, the faster and better the
conversion. The more complete the records, the better report
options you have.
•
Review the Fiscal Period date ranges in version 1.2 and make
sure there are no overlapping date ranges. This is important
because those date ranges are what determines how trip charges
are reported by Fiscal Period in version 9.9.
•
Review your current trips. Note that any trips that are in a
“scheduled” status, but do not have a driver associated with
them will be converted to a trip with an “approved” status in the
new version since it is required to have a driver associated with a
scheduled trip.
Once you have pared down your data, “back it up”. While the conversion
shouldn’t affect your current VersaTrans TripTracker 1.2 data files, it is a
good idea to have a current back up before you begin.
What Information Cannot Be Converted
The following information cannot be converted:
•
Custom Holidays
•
Driver Pick Lists
•
Message Templates
•
Tip of the Day
•
Option Settings
•
Reports
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Appendix C Installation, Conversion & Integration
•
User Groups
•
Users
329
Converting Your Data
Before we begin, we assume that you have already completed the VersaTrans
TripTracker installation and have attached to the empty database, see
Installing VersaTrans TripTracker on page 308. You must complete this entire
process, including connecting to the blank database, to be ready to perform
the conversion.
Further, we expect that you have cleaned up your data and backed it up one
last time before beginning the conversion process.
Additional considerations:
•
Installation does not check for drive space please make sure you have
adequate drive space.
•
Make sure all users are out of VersaTrans TripTracker 1.2 and no one
else is running VersaTrans TripTracker.
Converting Your 1.2 Data to VersaTrans TripTracker
To convert your 1.2 data to VersaTrans TripTracker:
Path:)
Start > Programs > VersaTrans Suite > VersaTrans TripTracker >
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Converting VersaTrans TripTracker 1.2 Data
VersaTrans TripTracker Conversion Utility
1.
In the TT Data Directory field, click the
button to display the list of
directories on your local computer. Select the TT 1.2 data file path. If you
do not know the data path, you can check by looking in your TT 1.2
options screen.
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2.
In the VT8 Data Directory field, click the
button to display the list of
directories on your local computer. Select the TT 1.2 data file path. If you
do not know the data path, you can check by looking in your TT 1.2
options screen.
3.
Click the Current Data Directory button to select the same data directory
indicated in your TT 1.2 options.
4.
Select the new database’s settings in the VersaTrans TripTracker
Connection Settings box.
Provider
Select the Microsoft OLE DB Provider for SQL Server from the
Provider field.
Network Library
Select the network protocol you use to communicate to your
database. Most users use TCP/IP.
Server
If you are connecting to the database over a network, type the
name of the server you are using in this field. If your database is on
your computer’s hard drive, type (local) in this field. Make sure
you enter the parentheses ( ) as well.
Database
Select the database from the drop-down list.
Time Out
This is the number of seconds you will allow the system to execute
the import commands. If the import commands take longer than
this, the system will end the command. We recommend that you
leave the default entry as it is.
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Converting VersaTrans TripTracker 1.2 Data
Use windows authentication
This option allows you to make your server more secure by only allowing
specific windows logins to the server. When this checkbox is checked,
VersaTrans attempts logging into the database server using the user's
Windows NT authentication credentials.
5.
Click the Import Data tab, and then click the Conversion options tab to
display available conversion options:
•
Display TripTracker 1.2 record ID values during import
•
Delete TripTracker tables before importing
•
Display information about skipped records
•
Run the Pdxbld check and repair utility before importing - before
you convert your 1.2 data to VersaTrans TripTracker, you should
run the Pdxbld utility to check and repair the TripTracker 1.2
tables.
You are now ready to run VersaTrans TripTracker and connect to the new
database.
Post Conversion Checklist
•
Review the Warnings or Error Messages tab. .
•
Remember that your security settings could not be converted and
you must recreate those settings.
•
For a TripTracker standalone installation, you need to run the
TripTracker Configuratin Utility. See, Using the VersaTrans
TripTracker Configuration Utility on page 312.
VersaTrans TripTracker®
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VersaTrans RP/TripTracker &
VersaTrans FleetVision
Integration
Note:
You must have VersaTrans RP in order for VersaTrans TripTracker data to be
integrated with VersaTrans FleetVision. If you only have VersaTrans TripTracker
and VersaTrans FleetVison, integrating between these two products is not supported.
In order to initiate the integration between VersaTrans RP/TripTracker, and
VersaTrans FleetVision, a one time integration matching process must be run.
This process must be run when upgrading to Version 9.9 for existing users or
when VersaTrans RP/TripTracker, or VersaTrans FleetVision has been
purchased after having been populated with data.
VersaTrans RP/TripTracker allow for integration with VersaTrans Fleet
Vision eliminating duplicate data entry in the following areas:
•
Certifications
•
Employees
•
Vehicles
Anytime an add/change/delete action occurs on a record in VersaTrans
RP/TripTracker, the record in VersaTrans FleetVision reflects the change
immediately and vice versa.
Note:
If a record is open in both applications, the record will be editable to the
user that opens the record first, any user that opens the record after the
first user will receive a warning message and see the record as “read
only.”
The following topics are covered in this section:
•
Setting Up the Database Connections,
•
Matching Certification Records,
334
337
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334
VersaTrans RP/TripTracker & VersaTrans FleetVision Integration
•
Matching Vehicle Records,
•
Matching Employee Records,
341
344
Setting Up the Database Connections
To integrate VersaTrans RP/TripTracker with VersaTrans FleetVision
within the VersaTrans RP application, go to:
Path:
Tools > Options > VersaTrans Options
1.
Follow the above path to display the VersaTrans Options dialog.
2.
Click the
dialog.
VersaTrans TripTracker®
tab to display the VersaTrans Options Integration
Appendix C Installation, Conversion & Integration
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3.
Click the I NTEGRATE WITH VERSA TRANS F LEET V ISION checkbox. When this
checkbox is checked, the VersaTrans FleetVision Connections Setting
window is enabled.
4.
Click
Note:
to display the Database Connection Wizard.
Since this is a system wide option, any other users logging into the
VersaTrans RP/TripTracker databases will be connected to the same
FleetVision database. Therefore, this setting can only be changed in
single-user mode. If there is more than 1 user connected to the
VersaTrans database, a warning dialog displays and you should not
change the settings.
This dialog allows you to specify the FleetVision database connection
information. Complete the selections and entries that are appropriate to
your system.
Provider
Select Microsoft OLE DB Provider for SQL Server unless instructed by
VersaTrans Solutions support staff otherwise.
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Network Library
Select TCP/IP from this drop down unless instructed by VersaTrans
Solutions support staff otherwise.
Server
Type (local) in this field.
Database
Select the database you attached to from this list.
Timeout
Leave this entry as it is. The amount of time the system will spend trying
to connect to the database. If you type 30 in this field, VersaTrans will try
for 30 seconds before timing out of the database.
5.
When these entries and selections are complete, click S AVE . Saving these
change applies the connection settings to the FleetVision database.
Once the database is connected, a green label (Current Status: Connected)
indicates that the connection to FleetVision has been successful.
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Matching Certification Records
Allows you to associate similar certifications in VersaTrans RP/TripTracker
with similar certifications in VersaTrans FleetVision based on the certification
description from the D ESCRIPTION field.
To match certification records within the VersaTrans RP application, go to:
Path:
1.
Tools > Integration > Match Certifications
Follow the above path to display the Certification Matching dialog.
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VersaTrans RP/TripTracker & VersaTrans FleetVision Integration
Certifications between VersaTrans RP/TripTracker, and VersaTrans
FleetVision are matched using the certification description in the
D ESCRIPTION field.
The upper section of the Certification Matching dialog contains two lists
displaying the available certifications for Matching VersaTrans
RP/TripTracker Certifications and VersaTrans FleetVision Certifications. The
lower section of the dialog contains a Matched Certification list that
automatically displays the certifications that currently match. When you
manually match and save certifications, this list will also display those
certifications.
The certification description in the DESCRIPTION field is the unique identifier
between VersaTrans RP/TripTracker and VersaTrans RP certifications and
VersaTrans FleetVision certifications. The certifications are matched when the
descriptions match.
1.
You can click on a field name to sort by that name. For example, you can
click on the D ESCRIPTION field to alphabetically sort the certification
descriptions.
2.
Click on a description in the left or right list and edit the description so
that it matches the corresponding description in the opposite list. For
example, click on certification description “First Aid & CPR” in the
VersaTrans FleetVision Certifications list and edit it to read “First Aid” to
match the certification description in the VersaTrans RP/TripTracker and
VersaTrans RP list.
3.
Click
and the matching certification is moved to the Matched
Certification list.
The certification description in the Certifications list in FleetVision will
automatically be changed from “First Aid & CPR” to “First Aid”. If the
change had been made on the VersaTrans RP/TripTracker certification
description, the change would have automatically been made in the
VersaTrans TripTracker/RP Certifications list.
Note:
VersaTrans TripTracker®
You must click Refresh in the Certifications list to see the change.
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4.
If a certification description exists in the VersaTrans RP/TripTracker list
but not in the VersaTrans FleetVision list, you can click on the VersaTrans
RP/TripTracker description and then click
to move it to the
FleetVision list or vice versa.
5.
Click S AVE and the matching certification # is moved to the Matched
Certification list.
6.
Click the
certifications.
button when you are finished matching
Adding, Editing, and Deleting Certification Records
The table below describes the interaction between VersaTrans
RP/TripTracker and VersaTrans FleetVision certification records.
VersaTrans RP
VersaTrans FleetVision
Add Certification record
The certification record appears when
you refresh the Certification list.
Delete Certification record
Edit Certification duration
There is no change in VersaTrans
FleetVision
The certification duration change is
reflected once you re-open the
Certification record
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VersaTrans RP/TripTracker & VersaTrans FleetVision Integration
Maintenance and Transmittal of Certification Records
Certifications are handled differently in VersaTrans RP/TripTracker than
they are in VersaTrans FleetVision requiring that the maintenance of these
records be limited to employees of record type “Driver”.
The following behavior takes place when transmitting certification updates in
VersaTrans RP/TripTracker to VersaTrans FleetVision.
•
The changes will be propagated only on RP/TripTracker
employee records with the Driver checkbox ON.
•
When a certification is edited or added to an employee in
RP/TripTracker, the program checks for the existence of the
same certification (based on description) in the VersaTrans
FleetVision employee record. If one exists, updates are made. If
the certifications is not already applied to the employee, the
program further checks to see if the certification record exists in
VersaTrans FleetVision (based on description). If such a
certification is found, it is then applied to the employee.
VersaTrans TripTracker®
Appendix C Installation, Conversion & Integration
341
Matching Vehicle Records
Allows you to associate similar vehicles in RP/TripTracker with similar
vehicles in VersaTrans FleetVision by Vehicle #.
To match vehicle records within the VersaTrans RP application, go to:
Path:
1.
Tools > Integration > Match Vehicles
Follow the above path to display the Vehicle Matching dialog.
The upper section of the Vehicle Matching dialog contains two lists
displaying the available vehicles for Matching RP/TripTracker Vehicles and
VersaTrans FleetVision Vehicles. The lower section of the dialog contains a
Matched Vehicle list that automatically displays the vehicles that currently
match. When you manually match and save vehicles, this list will also display
those vehicles.
VersaTrans TripTracker® User’s Guide
342
VersaTrans RP/TripTracker & VersaTrans FleetVision Integration
The vehicle # (ie.603) in the VEHICLE field is the unique identifier between
RP/TripTracker vehicles and VersaTrans FleetVision vehicles. The vehicles
are matched when the vehicle #’s match.
1.
You can click on a field name to sort by that name. For example, you can
click on the Vehicle field label to sort by vehicle order.
1.
Click on a vehicle # in the left or right list and edit the vehicle # so that it
matches the corresponding vehicle # in the opposite list. For example,
click on vehicle # T603 in the VersaTrans FleetVision Vehicles list and
edit it to read 603 to match the vehicle # in the VersaTrans RP list.
2.
Click
and the matching vehicle # is moved to the
RP/TripTracker Matched Vehicle list.
The vehicle # in the Vehicles list in FleetVision will automatically be
changed from T603 to 603. If the change had been made on the
RP/TripTracker vehicle #, the change would have automatically been
made in the RP/TripTracker Vehicles list.
Note:
You must click Refresh in the Vehicles list to see the change.
3.
If a vehicle # exists in the RP/TripTracker list but not in the VersaTrans
FleetVision list, you can click on the FleetVision vehicle # and then click
to move it to the RP/TripTracker list or vice versa.
4.
Click
Vehicle list.
5.
Click the
and the matching vehicle # is moved to the Matched
button when you are finished matching vehicles.
Adding, Editing, and Deleting Vehicle Records
The table below describes the interaction between RP/TripTracker and
VersaTrans FleetVision vehicle records.
VersaTrans RP
VersaTrans TripTracker®
VersaTrans FleetVision
Appendix C Installation, Conversion & Integration
Add vehicle record
343
The vehicle record appears when
you refresh the vehicle list
Delete vehicle record
The vehicle record is changed
to “Inactive”
Edit vehicle record
The vehicle record changes are
visible once the RP/TripTracker
user saves changes and the
FleetVision user refreshes the list
VersaTrans TripTracker® User’s Guide
344
VersaTrans RP/TripTracker & VersaTrans FleetVision Integration
Matching Employee Records
Allows you to associate similar RP/TripTracker employees and similar
VersaTrans FleetVision employees of type/classification “driver”.
To match employee records within the VersaTrans RP application go to:
Path:
1.
Tools > Integration > Match Employees
Follow the above path to display the Employee Matching dialog.
The upper section of the Employee Matching dialog contains two lists
displaying the available employees for Matching RP/TripTracker Employees
and VersaTrans FleetVision Employees. The lower section of the dialog
VersaTrans TripTracker®
Appendix C Installation, Conversion & Integration
345
contains a Matched Employee list that automatically displays the employees
that currently match. When you manually match and save employees, this list
will also display those employees.
The employee # in the E MPLOYEE # field is the unique identifier between
VersaTrans FleetVision employees and RP/TripTracker employees. The
employees are matched when the Employee #’s match.
1.
You can click on a field name to sort by that name. For example, you can
click on the Last Name field label to sort by alphabetical order.
2.
Click on an employee # in the left or right list and edit the employee # so
that it matches the corresponding employee # in the opposite list. For
example, click on employee # 1888138 in the VersaTrans FleetVision list
and edit it to read 4740 to match the employee # in the RP/TripTracker
list.
3.
Click
and the matching employee # is moved to the Matched
Employee list.
The employee # in the Employee list in FleetVision will automatically be
changed from 1888138 to 4740. If the change had been made on the
RP/TripTracker employee #, the change would have automatically been
made in the RP/TripTracker Employees list.
Note:
You must click Refresh in the Employee list to see the change.
4.
If an employee # exists in the FleetVision list but not in the
RP/TripTracker list, you can click on the FleetVision employee # and
then click
to move it to the VersaTrans RP list or vice versa.
5.
Click S AVE and the matching employee # is moved to the Matched
Employee list.
6.
Click the
button when you are finished matching employees.
VersaTrans TripTracker® User’s Guide
346
VersaTrans RP/TripTracker & VersaTrans FleetVision Integration
Adding, Editing, and Deleting Employee Records
The table below describes the interaction between VersaTrans FleetVision
and RP/TripTracker employee records.
VersaTrans RP
VersaTrans FleetVision
Add employee record
Employee record appears when you
refreshes employee list
Delete employee record
Employee record is marked “Inactive”
Edit employee record
The employee record changes are
visible once the RP/TripTracker
user saves changes and the
FleetVision user refreshes the employee
list
VersaTrans TripTracker®
Glossary of VersaTrans
TripTracker Terms
A
Account
The budget item you want to charge field trips against. For example, if
your organization breaks the field trip budget down by school and then
further by group, you might enter the name of the school and the group
name in the Account field.
Active Check Box
When a check displays in an Active box, VersaTrans TripTracker
considers the record active.
Advance notice for trip cancellation
Number of days in advance a trip must be cancelled. This can be overridden by a system administrator.
Advance notice for trip requests
Number of days in advance a trip must be scheduled. This can be overridden by a system administrator.
348
Approval Path
Defines the approvers and levels that a trip must go through to be
approved for scheduling. An approval path can have multiple levels, and
multiple approvers within a level.
Approver
The person(s) who can authorize a field trip.
Arrival Time
The time the bus should arrive at the destination.
B
Budget
Entire amount allocated for an account for a given fiscal period (usually a
school year).
Budget Number
This is an internal code that your organization can use to track this
transaction. This field is optional, so you do not have to complete it.
Budget Period
See the Fiscal Period on page 350.
Budget Warning Limit
The amount limit at which the system emails the Budget Contact. For
example, if you enter $150 in this field, the system sends an email to the
budget contact when there is $150 or less remaining in the budget for this
account.
C
Capacity
The maximum number of people the vehicle can transport.
VersaTrans TripTracker®
Glossary of VersaTrans TripTracker Terms
349
Charge Basis
The formula the system uses to calculate the trip cost. There can be many
charge bases and one default basis.
Clone
Create a new trip by copying the trip request details from an existing trip.
Closed Date
The date the trip is closed.
Completed date
Date on which the trip completion details are entered. This is done after
the trip has taken place.
D
Date Approved
The date the current trip is (was) approved.
Deactivating
Deactivating a record leaves it in the database but does not include it in
new lists.
Default Charge Basis
You set the appropriate charge basis to act as the default for all trips
entered into the system.
Destination
Describes the place the field trip is going to. The opposite of the origin.
Driver Assignment Rules
Flexible rules for defining how the next driver to be assigned a trip is
selected.
VersaTrans TripTracker® User’s Guide
350
E
Express Trip
Allows a user with the appropriate permissions the ability to request and
approve a trip in a single function. Trip is immediately ready to schedule.
F
Filter(ing)
When you filter a list, you remove the items that do not match a preset
criteria and display the shortened list.
Fiscal Period
The term of your budget, usually for districts, the school year.
Fixed charges
Static set of charges defined on the Charge Basis that can be included on
an invoice.
H
Hire Date
The date your organization hired this employee. The system may use this
date for calculation purposes.
I
Invoice
An itemized list of charges incurred for the trip, including Invoice Date,
Invoice number, quantities, and prices.
VersaTrans TripTracker®
Glossary of VersaTrans TripTracker Terms
351
J
Job category
Specific job function assigned to an employee defining pay rates to be
used in creating the invoice.
L
Leave Time
The time the bus should leave the destination.
Location Type
Indicates which type of location you are entering.
Destination Only: If your field trips only go to this location as an end
result (not as a starting point for the trip).
Origin Only: If your field trips only start from this location (as in a school
or the bus garage location or terminal).
Look Ahead Days
How far ahead you want the program to notify you of approaching
expiration dates. For example, if you want to know that a driver’s
certification is going to expire two weeks ahead of time, type 14 in this
field.
O
Origin
This is the place the field trip starts. Most of the time, the trip origin is a
school but it does not have to be.
VersaTrans TripTracker® User’s Guide
352
P
Employee Record
Keeps track of individual employee records including personal address
information and certifications.
Employee Type
Identifies the type of work an employee does. For example, you might
have a driver type, an aide type, etc. You use these records to specify the
organization required certification and training for a particular type of
work.
R
Reactivate
Move a cancelled trip into the Approval process as an active trip request.
Refusal Date
The date a driver refused a trip. The system defaults to the current date
but you can either type over this entry or you can click the down arrow
and select the date from the calendar.
Resubmit
Move a rejected trip back into the approval process. See also “Trip Resubmission handling”.
Requester
Person requesting a trip.
S
Sales Tax
The sales tax rate percentage that is applicable to trips taken in your
organization. For example, if your tax rate is 7.25%, type 7.25 in this field.
This is set in the Options screen (System tab).
VersaTrans TripTracker®
Glossary of VersaTrans TripTracker Terms
353
Seniority
If you want to list employees in a particular order based on seniority,
enter the employee’s number. See, Adding an Employee Record on page 139.
Seniority Date
If you want this employee to use a different date other than the date of
hire for seniority purposes, selectan alternate date. See, Adding an
Employee Record on page 139.
Sit Time
Time during the course of a trip where a driver is not driving a vehicle
Sort
When you sort a list, you rearrange the items in a list in a particular order.
Starting Range
The first number/date/element in the range you want to search for.
Straight Time
The amount this employee receives for regular work hours.
Submitter
The logged in user who enters the data to create the trip request.
Super user
A user account that can access and update any information in the
VersaTrans TripTracker application.
System Message
Message entered in the System Options page that will display for all users
on the Today screen.
T
Taxable
Setting which indicates whether the current entry should be taxable.
VersaTrans TripTracker® User’s Guide
354
Templates
Templates are structures for emails for the VersaTrans TripTracker
system.
Time threshold for trip requests
Time of the day during with trips cannot be scheduled. This pertains to
Monday through Friday.
Trip Origin
See Origin on page 351.
Trip Re-submission Handling
Option which determines whether a re-submitted trip will begin at the
first step of the approval process or step at which it was rejected.
Trip Statuses
Requested
A trip has been submitted and is waiting for approval.
Rejected
A requested trip has been rejected by an approver
Approved
An approver at each level of the approval path has approved the trip
Cancelled
Trip has been cancelled.
Scheduled
The driver(s) and vehicle(s) have been assigned to the trip
Completed
The trip has taken place and all pertinent information needed by the
invoice has been entered.
Awaiting Payment
The invoice has been generated for the trip
VersaTrans TripTracker®
Glossary of VersaTrans TripTracker Terms
355
Partial Payment
A payment has been posted to the trip, but an outstanding balance
remains
Paid
The trip has been paid in full
Closed
All action has been taken on the trip; there will be no further updates
VersaTrans TripTracker® User’s Guide
356
VersaTrans TripTracker®
Index
Symbols
adding 91
deactivating 95
deleting 94
editing 93
showing inactive 96
.NET Framework
installing 299
A
Account
adding drivers to an 74
Approval Paths
adding a new 162
setting up 162
ASP .NET AJAX Library
installing 301
Account Records
adding 64
B
Accounts
adding an approval name 162
deleting 70
editing 68
new user 244
Backing Up
Using ToolMS 262
Activity Types
Backup
restoring your data from a 264
Batch
ii
Index
creatoin of users 287
Batch Assigning
employees to accounts 288
employess to a user group 288
Buildings
deleting 43
editing a 41
manually adding 38
C
Certifications
adding 111
adding, editing and deleting 339
deleting 115
editing 114
maintenance 340
matching 337
updating 144
viewing employee 144
Certifications List
showing inactive 116
Charge Basis
adding a 45
deactivating 52
setting the default 53
setting up 45
setting up the records 45
Comment Log
using 149
Contact Messaging Options
setting up 251
Contacts
adding to account record 71
deleting account record 73
editing account record 72
VersaTrans TripTracker®
Conversion
about 329
overview 326
post checklist 332
preparing your data 328
what cannot be converted 328
what is involved 326
D
Databases
backing up 262
restoring data 264
Default Charge Basis
setting the 53
Driver Assignment Rules
specifying 156
Drivers
adding to an account 74
Drug Test Types
adding 134
deactivating 138
hiding inacitve 138
setting up 133
Drug Testing
entering information 147
E
Email
setting up 251
Email Address
changing 247
Email Messages
Index
specifying receiver of 251
Email Options
specifying 251
Email Templates
setting up 255
Employee Records
adding 139
adding, editing and deleting 346
matching 344
setting up 110
Employee Title
adding an 117
deactivating 120
deleting an 119
editing an 118
hiding an inactive 121
Employee Type
adding an 122
associating certifications 122
deleting 127
editing an 125
showing inactive 127
Estimated Distance
using for a trip 185
F
Financial Records
setting up 45
Fiscal Periods
editing 61
Fixed Charges
editing 48
entering 48
removing 48
iii
G
Glossary
VersaTrans RP 347
Group
adding a user 237
H
History
trip request 213
I
IIS
installing 297
Import Utility
using 267
Importing
creating delimited files for 273
creating fixed width files for 280
Integrating
VersaTrans RP with FleetVision 333
Invoice
printing 205
saving 205
Invoice Charges
adding an 54
deactivating 58
deleting 57
editing an 56
setting up 54
showing inactive 59
VersaTrans TripTracker ® User’s Guide
iv
Index
J
P
Job Categories
adding 128
deactivating 132
editing 130
hiding inacitve 133
setting up 128
showing inactive 133
Password
changing 247
how to retrieve a lost 7
new user 244
M
Pay Rate
entering employee’s 146
Messaging
setting up system-wide 251
System Overview 249
R
Messaging System
overview 249
N
Net Framework
installing 299
O
Option List
adding a charge basis 45
adding a contact 71
adding a trip location 79, 133
adding an account 68
editing a charge basis 50
VersaTrans TripTracker®
Password Retrieval
setting up 4
Pay Code
deleting 132
Range of Time
employee unavailable 142
Records
editing an employee’s 151
finding an employee’s 151
Report Viewer
installing 303
Reports
about trip 227
accounting 227
employees 228
generating 229
overview 226
printing from calendar 29
saving searches of 232
setting write permissions 318
types of 226
using saved searches 232
Requesters
adding to account records 71
Index
deleting account record 73
editing account record contact 72
Routing Information
viewing 102
S
Security
overview 236
Security Question
changing 247
SQL Server Express
installing 304
System Options
setting the 9
System Specifications
what are the 3
T
Templates
creating driver assignment 159
setting up email 255
Terms
glossary of VersaTrans RP 347
ToolMS
backing up using 262
Trip Directions
attaching to trip request 186
Trip Locations
adding 79
deactivating a 84
setting up 79
v
showing inactive 85
Trip Refusals
viewing 149
Trip Request
add directions 196
add trip estimate 176
advanced search for 222
basic search for 221
initiating from calendar 28
sending for approval 193
submitting 187
viewing history 213
Trip Types
adding 86
deactivating 90
deleting 89
showing inactive 90
Trips
completion entry 203
filtering 29
invoicing 205
scheduling 199
set max number of 9
TripTracker
first time opening 324
registering 324
setting the options 9
starting 4
TripTracker 1.2 data
converting 329
TripTracker Components
how to install 296
what are they 296
TripTracker Today
about 17
working in 17
TripTracker Web GUI
VersaTrans TripTracker ® User’s Guide
vi
Index
installing 308
what is 308
U
User
adding a new 244
User Groups
adding 237
setting up 236
V
Vehicle
viewing the routing information 102
Vehicle Records
adding 97
adding, editing, and deleting 342
deactivating 109
editing 103
finding 105
matching 341
VersaTrans Server Agent
installing 307
starting 307
VersaTrans TripTracker
CD install 299
downloading 298
VersaTrans TripTracker®
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