Home

Tyler`s VersaTrans TripTracker® User`s & Administrator`s

1. Trip Requests Summary This link brings you to 4 the Trip Search screen ou have O trip requests pending your approval eal Tine e heduled today SY These links bring you to 4 trips scheduled this wesl the Calendar Awaiting approval 35 items i i To be scheduled 20 tems These links bring you to the Trip Search screen To be completed 25 tems To close 2 items Versatrans TripTracker User s amp Administrator s Guide 20 VersaTrans TripTracker Today Trip Searcl 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 Trip ID Status Trip Name Reason For Trip Account Trip Date Requester Paic Steer Roping Ambrose Socety e Clicking on the Trip Name will display the Trip Request Trip Details screen containing tabs for all the stages in the Trip Request process e You can select the stage tab for the task that you need to work with np Details Trip Estimate Directions Scheduling Completon Invowing Payment Trip History 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 th
2. Music Performance SbOrMinG Event 2 Click to display a blank record Add an Activity Type Activity Name Chat po Active Inactive 3 Enter the name of the Activity Type in the Name field VersaTrans TripTracker Chapter 2 Working with the Records 93 4 Select Active 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 gt System Lists gt Activity Types 1 Inthe System Lists Activity Type screen click to display the blank search panel Activity Types a SiE Ee Loo 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 Edit Activity Type ty Name Athletic Department Ei a e tatus W Acove Inactive Ulate Delete Cant al 4 You can change the name and status of the activity type VersaTrans TripTracker User s Guide 94 Setting Up Trip Activity Types 5 You can change the status to ACTIVE or INACTIVE Activity Types which have been checked as Active will appear for selection in Trip Details If you change an Active status to Inactive the status chang
3. Tyler s VersaTrans TripTracker User s amp 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
4. VersaTrans TripTracker 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 drop down 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 e en records ae Addin ga New
5. Accounts Assigned to this path 5 When you are finished assigning accounts to an approval path click cave VersaTrans TripTracker User s Guide 168 Setting Up Approval Paths VersaTrans TripTracker T Working with Trip Requests Chapter 3 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 amp Creating a Template on page 156 Adding a Vehicle Record on page 97 Setting Up User Groups amp Users on page 236 Email Messaging amp 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 T
6. 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 VersaTrans TripTracker User s Guide 228 VersaTrans TripTracker Reports Overview Employee Reports 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 The Employee Reports focus on employee record information you have entered VersaTrans TripTracker 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 trip related 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 Chapter 4 Generating Trip R
7. 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 amp Importing Data 265 3 Click the ConNnEcT button to connect to the server Versalrans Database Console for SOL Server version 1 0 7 build 100 Tools Run Restore ET Database Conliguealion Backup fie WS Fun Backup E DEE FRaslo ya aa dalabs e SQL Database drectoy location Ma Database Update las il appears bom the server Scheduled Tacks Lastdiectoep used Defsuk El Check Dalabase D alahara directory locaton gt OnScreen as appears from this PC Recto Databens Deters tho data ln displaye Local server is aig 4 Complete the selections in this screen 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 VersaTrans TripTracker User s Guide 266 Backing Up amp Restoring Data Database Patl from Database Server If this field is ena
8. Lii m i BE im n Ep T E SENO 2EW l zz 2 10 2 Click 4 to display the blank search panel Vehicles p VersaTrans TripTracker Chapter 2 Working with the Records 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 vehicles A Search On 22 92 total I Active 38 ag a l E I ln lb le ln le L j T PES IL jt jo ILA E VersaTrans TripTracker User s Guide 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 Edit Vehicle ehla Registration H a Status R657 VIN Number Active Inactive FSX578349845 License Plate DMV 12345 Other ID Contractor COLEMAN Model Year 2002 Capacity SC Specal Equip Yes Ono Operating Cost 00 15 Fale Annual Capital Cost 6000 AM Driver Hame Route ntonnstan DUNFEE HENRIETT PM Driver Name DUNFEE HENRIETT h Route Description Driver Anchor Location Anchor Time Days 4 Fla DIMFEE HENRIETTA FRMS 7 15 AM BITHE i DUNFEE HENRIETTA WAES 6 15 AM MTWwWHE CL Fip DUNFEE HENRIETTA FRIMS 205 PM MTWHE E wip VersaTrans TripTracker DUNFEE HENRIETTA WES 3 05 PM MTWHE Chapter 2 Wor
9. Trip Details screen VersaTrans TripTracker User s Guide 212 Requesting a Trip 2 Select the Payment tab to display the Trip Request Payments screen Payments enter a new Payment Payment Date eget AMOuUnt Check Number AccouUne hal Payments Received No payments available for this trip Total TNE Amount 4 561 93 Total Payment Received 0 00 Balance t4 561 93 Breakdown by account Account Total Amount Amount Paid Amount Due Ambrose Society 4 561 93 0 00 4 561 93 3 Complete the fields with the appropriate information VersaTrans TripTracker Chapter 3 Working with Trip Requests 213 4 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 Payments Received Date Amount Check Number 10 18 2007 2 736 17 334 Edit Total Trip Amount 4 561 93 Total Payment Received 2 736 17 Balance 1 525 76 Breakdown by account Account Total Amount Amount Paid Amount Due Ambrose Society 4 561 93 t2 756 17 1 525 76 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
10. 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
11. gt Programs gt VersaTrans Suite gt Common gt VersaTrans Database Console for SQL Server to start the utility A password prompt displays Password Required VersaTrans TripTracker Appendix C Installation Conversion amp Integration 321 2 Type vtrans in the password field and click OK The VersaTrans Database Console for SQL Server displays as in the next figure Versalranz Database Console for SOL Server version 1 0 7 build 106 Tools Database Configuration ET Database Corfiguston Ua Hun Backup n e g Hun Renoa Prover hieroo OLE DE Promider hot SOL Servet ma SQL Network Lira Detail F Database Updates ee ee a 8 Scheduled Tasks Server local fy Check Database M Use Windows HT Auihericston O rScreer Datsbase Connecton Settings Connected Start Server Stop Server Set Logn Set Memory Attach database Detach databasa Secudy Version infomation Connector Databers Mane ee Databate file O jk Altech new databace New Database fik a Miiach Database 3 Enter the SOL 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 Connect
12. process See Requesting a Trip on page 175 VersaTrans TripTracker User s Guide 218 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 gt 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 J Resubmit A confirmation dialog displays Microsoft Internet Explorer IF you have made all necessary changes to the Trip Request dick ok bo continue and Resubmit the Trip IF you need bo make additional changes click Cancel EE 3 Click if you have made all necessary changes and the trip will be reactivated and returned to Requested status 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 VersaTrans TripTracker Chapter 3 Working with Trip Requests 219 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 gt Request Trip 1 Locate the trip request see Finding a Trip Request o
13. s Guide 166 Setting Up Approval Paths To assign an approval path to an account 1 Follow the above path to display the Approval Paths screen Approval Paths Add a Nav Approval Path Crate anew Trin Baqeest workflow hy Accnciate Approval Path with Accounts Tais toal allows vou to assign a7 Approval Path to cne or more azcounts Associate Patha Appruwal Paths ke 13 total raccrds founc Approval Path Name Art Dept Sthletic Deot S45 Sthletic Deot S3JHS Pluie Creek F3 Field tip MUSI BST SHS VersaTrans TripTracker Chapter 2 Working with the Records 167 2 Click Associate Paths Associate Approval Path to Accounts Art Dept nassigned Accounts enra Field Trips Concerts Theater Department Music Depa Add Selected gt Remove Selected da Remove All Bave Cancel 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 CTRL 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
14. 162 Assigning an Approval Path to an CCOUT EEEE EEE EEE EEE keke ke 165 Chapter 3 Working with Trip Requeste 169 Betore YOU Be Orin ss nari tess r ne b le W R eee A HERAN EKS Ke eee e ed N ne k Ke N R 170 Email Messaging amp Trip Request Stages 0 0 ee eeeesseessecssecseeceeesseeeseecseeeseeeaeenes 170 Ways tO Initiate Trip SOU S cun sanay ah n Nebe n D n sa n A KAN 173 RKegiesune a TTP usea A 175 Adding a Trip Estimate to a Trip Request ee eeeesessecsneceseceeeeeseeeeeeeeseeeseenas 176 Using the Trip Directions Mapping TOoL kk eke 181 Using the Estimated Distance for the Trip E eee 185 Attaching Trip Directions to the Trip Request 186 Sutmittno a pP REUE Terane T N 187 VersaTrans TripTracker Table of Contents Sending Out a Trip Request for Approval Eek ek kek kek k ee 193 IRE CCHS a dibu N rrr seins rrr 195 Adding Directions to a Trip Request Optional u eee 196 pee lt 6 el Ne ZE r Creer ve erereniyr A errteer rete creer 199 COMPEED GA L Pe rete sr cr r KK 203 Invoicing a Trip and Printing Saving the Invoice uEE eee 205 Enternne Pay ments ora rip msiina diss ieee ke Kod K S DAVAN 211 Viewing the History of a Trip REGUS an na windan da lah kla dan k l Mae ki aasa 213 Usine TP EXPOS Saree dl aya a e e lax ans nem Kak SO Ma SO DAK Ab he a SIS 216 C
15. 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 Search on KAMINSKY DOROTHY Selected KANE ALBERT Nalkarbel Mary BURWELL KARGAMILLA SLES kraemer Bob Woodard UKuhns Kim 4 Click ona name to select it 5 Click the Contact Type drop down button for the new contact requester Contact Type Contact Requester Both 6 Select either contact requester or both If you want to remove a name from the list click Remove next to the name that you want removed 8 Click L_vedate 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 amp Editing an Employee s Record on page 150 VersaTrans TripTracker Chapter 2 Working with the Records 13 To edit a contact Requester Path Admin gt Accounts 1 2 5 Follow the above path to display the Accounts screen Click on the account name that contains the contacts requesters that you want to work with The Edit Account screen displays Click on the Add Contact Requester tab Click the Contact Type drop down button for the contact requester you want to edit Contact Type Contact Requester Bath
16. Add an approver to this level Select the name to add to this level Troe Name to find in list Appr iad a BORO ies thin lave Beaulieu Andy Connor Ralph cranmell rory 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 CTRL key When you are finished selecting names click Add Selected to add only the selected name s or click to add all the names VersaTrans TripTracker Chapter 2 Working with the Records 165 You can repeat steps 5 amp 6 to add as many approvers and approval levels as needed for your approval path process Approval Level 1 Approval Level 2 dd an approver to this lave 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 gt Approval Paths VersaTrans TripTracker User
17. 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 Admin gt Accounts VersaTrans TripTracker Chapter 2 Working with the Records 65 1 Follow the above path to display the Accounts screen Accounts Add a New Account Add a New Account t Add New Accounts 22 total records found show In Active Mame Ambrose Socety AndvAccount art Department Athiatic Dept Alb HS Athletic Dept SJHS Athletic avants Field Tops Concerts VersaTrans TripTracker User s Guide 66 Setting Up Accounts 2 Click A to display a blank record Add an Account Active Inactive Bul diri g Addr essl Address2 Budget number Budget threshold Charge basis Approval path ACCOUNT INSITUCDONS 3 Enter a name for the account
18. Approval Path on page 162 This ociated with this account This Cewek k ev will be paea to all trips charged to the account Any special instructions associated with the account VersaTrans TripTracker User s Guide 68 Setting Up Accounts 6 When you have completed these entries click to save the new record Editing Account Records To edit transportation account records Path Admin gt Accounts 1 Follow the above path to display the Accounts screen VersaTrans TripTracker Chapter 2 Working with the Records 69 2 Click on the account name that you want to edit Edit Account General Contacts Requesters Drivers Budget Periods PEERS Ambrose Society Status Active O Inactive Building Blue Creek Elementary Address1 100 Clinton Rd Address North Colonie City State Zip 12110 Budget threshold s 2000 Charge basis Driver Rate plus Di Approval path St Ambrose Comn ka Account instructions Versatrans TripTracker User s Guide 70 Setting Up Accounts 3 Edit the fields by typing in the new information or selecting from drop down lists If you need help with any of these fields see Adding Account Records on page 64 4 Click when you have finished making changes to the account record Deleting an Account Record To delete an account record Path Admin gt Accounts 1 Follow the above path to display the Accounts screen 2 Click on the
19. Click P preve Trip to send the trip request out for approval and begin the approval process 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 VersaTrans TripTracker User s Guide 194 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 trip requests pending your approval 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 VersaTrans TripTracker Chapter 3 Working with Trip Requests 195 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 b
20. D at 515 Cy mmm ig Subject Start Time HOA7 2007 B AM M End Time honza Slom AM W Recurrence r Aakil Cancel Type the reason for an employee not being available in the Subject field Use the drop down calendar to select the start end dates and times Check RECURRENCE when you want to log recurring unavailable time for an employee Recurrence v Period Lally EE Enter the Period Daily Every Weekday Weekly Monthly or Yearly 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 VersaTrans TripTracker User s Guide 144 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 and the selected dates and times are blocked off on calendar September 2007 2007 Thursday September 13 Sentember Sun Mon Tue Wed Thu Fri Sat 1 3 Ed McElroy wil not be available For trips SS 3 a amp 7 oe fing this tine period E 9 o 12 B s a s T 16 17 16 19 Z 21 zz 23 4 25 26 27 6 29 30 10 Today 9 13 2007 TTo 1 2 pm 1 D wa be 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 wi
21. Employee Ty pes wan n cin l l l nal i anka na l n n dare k aa 122 Adding an Employee Type and Associating Certificatione 122 Editing an Employee ly pe 3y n nanna an ante nnn da be Hera M RAN RA HENE mien 125 Deleting an Employee 1 ype HH 5 5 4454 543j 252k5ykk 5 545151 k 25255558 B RA rata daekann 127 Showing Inactive Employee Type Records in the Employee Types List 127 Sehne Wp OW Cate SOLIS ayn aS a ed alan seday na k aica AE 128 Addingat Job Gates Or Ya kenc Aaaa da N k E K Wan k da a e ANA 128 Edif no Job Category Ayl ce NE nln Ani ean be eb e N b 130 VersaTrans TripTracker User s amp Administrator s Guide 1v Table of Contents Deleting Job EZO si s den y Walk y na adit l k kar E be en A ER 132 Deachivatine a JOD 3l oi 555k essere asus acount k n at abin 132 Showing Inactive Job Category Records in the Job Categories List 133 petting Wp Drie Test Py eS orrian tee e Sa b lay EATA 133 Addie a Drug Test Type s neb nonen n ER Kek SE e K N 134 Editino a re TestType yl kane ne sakar n ur dewy Saeed evaya A verva 136 Deachivatine a Drac Test l1 y D ae n ek ken banan NAK ere KER AN N 138 Showing Inactive Drug Test Type Records in the Drug Test Types List 138 Working with Employee Records iosian Eza aran k ak
22. N Seki e A ve Ker N d 236 petting Up User Groups Li SES sunne la dk d r 25y NN eks A3 2 i n k n S22 k k 236 PO Cie D SO Gr OUD iia cee er KO ee Ke aden helene Geese en r 297 petting Upa New Li S yan n ci nek denke k A T e Ed b dem k na 244 Channoine Your User Prone sya ke K n a heye ke 247 Email Messaging System Overview is sxyn ala ale kulataynl i b 40 an i aati aiae aai a p KAN enda i 249 Leka Da CI MD DD ee 2oo 249 hen does email Se tS TE a Ay wpesvatereetiule tetas a y d neyi vk ad lak eki M rk e k n d k ed 250 Bete UPME Ma yn alikare Zin an n ki reza ranaki an ken ra n Sal 4 2 E Za aN An N 251 y VersaTrans TripTracker User s amp Administrator s Guide Vi Table of Contents Specifying Who Gets Email and At What Stages iiE keke ee 251 Searching for and Entering Email Addresses l i eee keke k 252 Setting Up Email Message T emplat S su x ken dne nnn RE ak x n readies 255 Displaying and Editing the Contents of an Email Message 255 Appendix B Backing Up Restoring amp Importing Da t 261 Backing Up amp Restoring Dat ai syn uwa nE nana lek da d k raal a aba san kab 262 Backing up Using Database Console for SQL Server Eiieeeee 262 Restoring Your Data from a Backup Using Database Console 264 Usne the lmpo
23. Options dialog 2 Click the Suite Options tab to display the VersaTrans Options Integration dialog FA VersaTrans Options BAL General System Suite Options M Integrate with YersaT rang Fleelvision Versal rans FleeVision Connection Settings Varsa rans OnScreen Connection Settings Database Location Ons creenGPS washTwnShp sa VersaTrans TripTracker Appendix C Installation Conversion amp Integration 335 3 Click the INTEGRATE WITH VERSATRANS FLEETVISION checkbox When this checkbox is checked the VersaTrans FleetVision Connections Setting window is enabled 4 Click al to display the Database Connection Wizard Note Since this is a system wide option any other users logging into the VersaTrans RP TripTracker databases will be connected to the same Fleet Vision 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 Database Connection Wizard Welcome to the Database Connection Wizard Using this wizard you can define the database connection that will be used by YersaTrans Provider Microsoft OLE DB Provider for SQL Serves gt Network Lib ayy Defaut TT TT TT Server foca CD Database adams UUU Timegut 10 a Use Windows authentication a Test Connechon This dialog allows you to specify the FleetVision database connect
24. System Specifications what are the 3 7 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 deactivatinga 84 setting up 79 Index 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 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
25. 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 Admin gt Employees 1 Follow the above path to display the Employees screen VersaTrans TripTracker Chapter 2 Working with the Records 143 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 Click Add apptblock of time to enter a range of time for when an employee is unavailable E 1 a Fi T 5 ti art irs a D N ede i J Test g
26. Transportation Department Calendar Click the Request a Trip Button to initiate a trip request Transportation Department Calendar Calendar Fitter Zi Repot oP Add Note j Request Trip TU bav B week Hl month VersaTrans TripTracker User s Guide 174 Before You Begin A Filter Report Add Note Request Trip HTDa week BH Month October 15 October 21 Monday October 15 Thursday October 76 2 00pm 7 00pm Trip 114 rodrop2 Trip 108 Test 476 104 00em 4 00pm Trip 124 Museum of Science and Techneodo 2 00pm 6 00pm Trip 131 rctripF 103 3 00pm 6 00pm Trip 133 rciripH Tuesday October 16 Friday October 19 10 00am 4 00 pen Trip 96 bug 603 trin _ rip estimate 36 10 30am 1i SOomn Trip 72 Estimate Save 129 131 Wednesdery October 17 Saturday October 20 Trip 105 Test 476 104 Trip 137 Weekend Trip 45 Sunday Ociober 21 Trip 137 Weekend Trip 45 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 VersaTrans TripTracker Chapter 3 Working with Trip Requests 175 Requesting a Trip The Trip Request process consists of a number of stages Trip Request Submitted Trip Approved Trip Estimates Directions optional Trip Scheduled T
27. Transportation Office VersaTrans TripTracker Appendix A Setting Up Security amp Email 259 VersaTrans TripTracker User s Guide 260 Setting Up Email VersaTrans TripTracker T Backing Up Restoring amp Importing Data Appendix B Topics In This Appendix Backing Up amp Restoring Data 262 Using the Import Utility 267 262 Backing Up amp Restoring Data Backing Up amp 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 yo
28. Trip Account Trip Date Time Requester Tnimley Soccer Meet 4mprose Soacety 10 12 2007 12 00 00 AMH MeccElray E VersaTrans TripTracker User s Guide 224 Finding a Trip Request VersaTrans TripTracker T Generating Trip Reports Chapter 4 Topics In This Chapter VersaTrans TripTracker Reports Overview 226 226 VersaTrans TripTracker Reports Overview VersaTrans TripTracker Reports Overview The VersaTrans Trip1racker 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 PDE 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 e Accounts This report shows the details of each account you have entered into the system including c
29. Trip Request Trip Estimate screen Trip Request bus Aporoved rip Details Too Estimate Directions Scheduling Cancel rin Estimate Destination Arrival Date Time Departure Date Time Missoula APS S008 16 00 00 Ar S S S 2008 1 00 00 Of Destination Calculations 0 Total Oper Ti i Chi r r AM ajal a Hi Time Calculations Total Time Total Estimated Expenses for Trip 0 00 Parking 0 00 Hote 0 00 Misc Charge 0 00 Estimate Total Calculate Trip Total 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 VersaTrans TripTracker User s Guide 178 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 Open Trip Directions Mapping Tool This link provides access to a mapping tool tha
30. 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 amp 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
31. Working with Employee Records Assignment Rule Templates Save rules to template Sawa As Cancel Load rules froma template 4 Inthe 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 gt Driver Assignment Rules 1 Follow the above path to display the Driver Assignment Rules screen 2 Inthe top right hand corner of the screen is the Assignment Rule Templates box Assignment Rule Templates Save rules to a template Load rules from template VersaTrans TripTracker Chapter 2 Working with the Records 161 3 Click Load rules from a template and the Existing rules template field displays Assignment Rule Templates Save rules to a template Load rules from a template Existing rules template Cancel 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 VersaTrans TripTracker User s Guide 162 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 indiv
32. 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 Hire Date The date your organization hired this employee The system may use this date for calculation purposes 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 Job category Specific job function assigned to an employee defining pay rates to be used in creating the invoice 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 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 Employee Record Keeps track of individu
33. 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 VersaTrans TripTracker User s Guide 252 Setting Up Email To specify who gets email and at what stages Path Admin gt System Email Options 1 Follow the above path to display the System Options Email Options screen System Options Email Options Email Recipient Preterences Requester Account Contact Approver i Ez Tri z7 Tri Ea z Tri f T M E Trir fl tri Ed LJ Tri le lp Iz Tri Scheduler Billing Clerk Driver Monitor Aide u edule PA Trip ready fer billi Ari ug elad ak ak 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 amp Email 253 email address entered in their employee record The quickest way to identi
34. 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 e Certifications e Employees e 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 lfa 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 334 e Matching Certification Records 337 VersaTrans TripTracker User s Guide 334 VersaTrans RP TripTracker amp VersaTrans FleetVision Integration e Matching Vehicle Records 341 e Matching Employee Records 344 Setting Up the Database Connections To integrate VersaTrans RP TripTracker with VersaTrans FleetVision within the VersaTrans RP application go to Path Tools gt Options gt VersaTrans Options 1 Follow the above path to display the VersaTrans
35. button to connect to the server Now you are ready to restore a new database VersaTrans TripTracker User s Guide 322 Loading the VersaTrans TripTracker Sample amp Blank Databases 6 Click Run Restore from the Shortcut bar to display the Run Restore dialog Versalrans Database Console for SOL Server version 1 0 7 build 106 EIB Tools Run Restore T ET Database Configuration n Aun Backup Bin Aafaa i a Hal Database Update TA Scheduled Tasks Sty Check Database Li alat ada directory acelin O Unices s li eppes from Enis PL Delal VersaTrans TripTracker Appendix C Installation Conversion amp Integration 323 7 Click the Backup file browse button to display the Set backup file dialog Select backup file Look in iC Sample Fv _sccsample zin My Documents Pi My Computer ri My Ne Wak File nane aces Filet of bipe Zipped backup file zip Carcel 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 RESTORE to beg
36. click gt to display the blank search panel rin Locations i af or 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 Chapter 2 Working with the Records 83 3 Select a trip location to display the Edit Trip Location screen Edit Trip Location Leacahon Name Albany HS Status Active Inactive Location Type Origin only r treet S4ddres Street Ad 52 State be Zip Coun Contact Name Phor Directi B E J Hila C NTT wate 4 Make the desired changes in the associated fields 5 You can change the status to ACTIVE or INACTIVE Trip Locations which have been checked as Active will appear for selection in drop down lists throughout the application VersaTrans TripTracker User s Guide 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 to save your changes 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 gt System Lists gt Trip Locations 1 Inthe System Lists Trip Locations screen click 4 to disp
37. 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 Versalrans riplracker 9 9 Versalrans TripTracker Install NET 2 0 runtime ASP NET AJAX Library Microsof Report Viewer Setup SOL Server Express Versalrans Serer Ayeni Versalrans TipTracker Versalrans TopTracker and Sample Databases Close Versalrans TnpTracker User s Guide 2 Click Beein to launch the installation program The VersaTrans Server Agent Installation Wizard displays 3 Complete the suggested recommendations and click Next VersaTrans TripTracker User s Guide 308 What are the VersaTrans TripTracker Components amp How to Install Them 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 Next 5 Click Next to begin the installation When the installation is complete click Finish to close the dialog The VersaTrans Server Agent will start automatically You can start and stop the Server Agent within Administrative Tools gt Services on the server where it was installed Installing VersaTrans TripTrac
38. 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 amp 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 consequenitial 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
39. 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
40. 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 VersaTrans TripTracker Chapter 3 Working with Trip Requests 191 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 Destination ag 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 19 Can t find your destination in the list Click Here to add a new location 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 Add Location Enter the new location and click and the new location is displayed in the panel and added to the list Note The new destination becomes an Active
41. on the right ignore all rules and settings random assignment salan ant Bulu Template Save rulas to a tamplata Pule Mane Oohoans iz Availability CO bate Time F Distance F Seniorty Rank Y o Field Trip Hours Awarded E Number af Trips Awarded ElHumbar of Refusals aqual to One Trip of Refusals Taker L 7 mn n Number of Refusals oe nm Sern rikj Date F Assignment Options ARD 1 FPeeshari Aririual Rasat Date Saptember 10 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 tne higher the priority that rule will receive Ignore all rules and setting random assignment Allows you to choose No Rules as the only driver assignment rule VersaTrans TripTracker User s Guide 158 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 accou
42. 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 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 VersaTrans TripTracker Appendix B Backing Up Restoring amp Importing Data 28 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 thos
43. set up specific charge basis records to apply to specific accounts under System Lists gt 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 amp Administrator s Guide 16 Welcome to VersaTrans TripTracker Enable Password Retrieval 3 Inthe 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 amp 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
44. 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 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 Click to add the new trip location The new trip location appears on the Trip Locations list VersaTrans TripTracker User s Guide 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 gt System Lists gt Trip Locations 1 Inthe System Lists Trip Locations screen
45. 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 amp 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 iP Today VersaTrans TripTracker User s amp Administrator s Guide 18 VersaTrans TripTracker Today VersaTrans TripTracker Today ran Ha nii Ecil Samer S Weiler Y 5S qal Er I a ii a se xen a nal miniviralive Tatki vara lil i di ji Ti vil ri DE Theale i b n completo Gpr filling fo be ln eniri d AP ining hain Partially Doin Bri Flagged mr fied get Lmpifi ra a i EFE cati When you logon to VersaTrans TripTracker this is the first screen you will see It contains
46. 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 Secti
47. the filter VersaTrans TripTracker User s Guide 234 VersaTrans TripTracker Reports Overview VersaTrans TripTracker Appendix A Setting Up Security amp Emall Topics In This Appendix Security Overview 236 Setting Up User Groups amp Users 236 Setting Upa New User 244 Email Messaging System Overview 249 Setting Up Email 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 amp 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 Appendi
48. 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 disassem
49. trip location C m Enter the date time the vehicle should arrive at the destination in these fields VersaTrans TripTracker User s Guide 192 Requesting a Trip Data rie 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 Destination Arrival Date Time Departure Date Time Art Museum 10 12 2007 10 00 00 4M 10 12 2007 10 00 00 PM Remove Fenway Parl 10 13 2007 10 00 00 AM 10 13 2007 2 00 00 PM Remove 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 th
50. 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 VersaTrans TripTracker User s Guide 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 th
51. 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 specifying receiver of 251 Email Options specifying 251 Email Templates setting up 255 Employee Records adding 159 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 foratrip 185 F Financial Records setting up 40 Fiscal Periods editing 61 Fixed Charges editing 48 entering 48 removing 48 Index 111 G Glossary Versalrans RP 3847 Group adding auser 237 H History trip request 213 IIS installing 297 Import Utility using 267 Importing creating delimited files for 273 creating fixed width f
52. was selected Click Atte query to add the query to the filter Talus To continue adding to the query click in the Operator field and choose either AND or OR and enter select Field Name Operator etc This process can be repeated as often as necessary VersaTrans TripTracker Chapter 4 Generating Trip Reports 231 6 You also have the option of sorting on available fields Click Soreng to noice Date moice Mymber noite Change Amound mvoice Deecnption Trip Name Trip ID AOOOUrI Trip Date 10 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 Arranges Fields in Ascending Order Descending Order Look through the list of available fields and select the field s that you want to sort on Click hes and the selected field s are moved to the Sort Fields panel Click eee eee to move field s out of the Sort Fields panel When you are finished selecting and organizing fields for the sort click PET to return to the Filter panel Pr 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
53. 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 amp Administrator s Guide 14 Welcome to VersaTrans TripTracker e 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 Ifthe 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
54. with the Records 123 1 Follow the above path to display the System List Employee Types screen system List Employee Types Add a New Employee Type Define a new employee Type that can be activated to appear in the system Employee Types s 29 total records found Hide Inactive Active Mame Aide Aide II Side III Aide Tu Assistant Driver butcher Cafeteria Worker Chet Chef II Driver VersaTrans TripTracker User s Guide 124 Setting Up Employee Records 2 Click to display a blank record Add an Employee Type Nama af Ei ployee j File Eh i Fan fi j oLa Cus a TI WE Inactive Associated Training Certiticabons Select and click Add to ac Ba 3 Enter the name of the employee type in the Name of Title field Select Active 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 drop down list and click aua 5 Repeat step 4 for each certification type that you want associated with this employee type VersaTrans TripTracker 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 Pat
55. 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 Inactive in the Status field 5 Click 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 VersaTrans TripTracker User s Guide 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 Admin gt System Lists gt Invoice Charges VersaTrans TripTracker Chapter 2 Working with the Records 55 1 Follow the above path to disp
56. you wank to continue as 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 J ob Category To deactivate a job category Path Admin gt System Lists gt J ob Categories VersaTrans TripTracker Chapter 2 Working with the Records 133 1 Click to display the blank search panel Job Categories 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 Inactive in the Status field 5 Click to save your changes Showing Inactive J ob Category Records in the J ob 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 Admin gt System Lists gt J ob Categories gt Click Show Inactive in the Job Categories screen to show the active and inactive records 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
57. 0 Date 10 18 2007 E 3 Enter an invoice date or select a date from the calendar VersaTrans TripTracker Taxable Edit Delete Edit palate Edit Delete Edit Delate Edit Delete Edit Delete Edit pelate Edit Delete Edit Delete J Chapter 3 Working with Trip Requests 207 Accounts The account specified in Trip Details is displayed along with a unique invoice The total percent billed must equal 100 Accounts Total percent billed must equal 100 6 Account to Bill Invoice Ambrose Society 1010 ss Delete 4 If you want to add an additional account click Add an additional account Add Account Add additional account Account 5 Click v in the Account field select an account and click Account wg to Bill Invoice Ambrose Society a ss Delete Track Team events Cah E a Delete In the case of multiple accounts the total charge must be divided among the accounts by percentage and equal 100 VersaTrans TripTracker User s Guide 208 Requesting a Trip 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 Driver Pay Rates Laudon Jackson Smithson John 6 Click m in the Drivers Pay Rate Panel and select a pay rate for each driver Charges Displays a description of the trip charges the quantity th
58. 07 10500 AM Leave 1012200 10 00 PM Destination 2 Fenway Part TOA 2007 10000 AM Leave T S200 2 00 PM zit Time cr Hours averignt Hours Odometer Retur Fue Allor angis eals Parking Save Completion Data There will be tabs i e Wehicle 44 Wehicle 304 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 VersaTrans TripTracker Chapter 3 Working with Trip Requests 205 Odometer Enter the actual odometer mileage and fuel used Allowances Enter the actual allowances for meals etc 3 Click when you have finished making the final trip entries 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 Trips gt Search Trips 1 Locate a trip request see Finding a T
59. 11 12 13 i4 15 16 17 18 19 20 21 z2 z28 24 25 26 27 28 29 30 31 Today 10 23 2007 October 2007 October 2007 iw Sun Mon Tue Wed Thu Fri Sat BIT aq z __s j Double click on a date 7 8 10 ji1 2 13 4 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Today 10 23 2007 VersaTrans TripTracker fo n 9 on 10 oc 11 oo 12 pm Too 200 Joo 4 on 00 Boo Chapter 1 Getting Started with VersaTrans TripTracker 2d 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 Monday C cl ebar 01 Trip 4 Apple picking 33 Double click ona HRS SERRE SR SOIR trip to go to the Trip Trip amp 2 Art Museum 114 162 Detail screen for that trip L gt 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 amp 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 gt You can access the C
60. 1528 2008 400A PM EIH Km Local server in 1unring Select the appropriate database from the Database drop down list In the Backup File field create or navigate to the backup directory Click the Backup Database button The system backs up the database into a zip file and shows the results in the Backup History box VersaTrans TripTracker User s Guide 264 Backing Up amp 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 Due to permissions and user rights access it is highly recommended that the database be restored on the server where it is installed Caution 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 gt Programs gt VersaTrans Suite gt Common gt Database Console for SQL Server Note Ifyou selected a different Program Manager Group during the installation this path may be different 1 Inthe VersaTrans Database Console for SOL 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
61. 2 05 PM MIT WHE PRM3p FOUST KRISTINA STWI 2 55 PM MTWJHEF raze Bat Editing a Vehicle Record To edit a vehicle record Path Admin gt Vehicles VersaTrans TripTracker User s Guide 104 Setting Up Vehicle Records 1 Follow the above path to display the Vehicles screen Vehicles Add a New Vehicle Define a new VYVehicla that can be activated for use in the system Add New Vehicles a LO total records found show Inactive Active Vehicle ra T PJ i y ra Er D un al S Lin m aL of m J 12345678910 VersaTrans TripTracker Chapter 2 Working with the Records 105 2 Click ona vehicle to display the Edit Vehicle screen Edit Vehicle Jenicle Hd ontractor COLEMAN Mode agac rn 2 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 gt Vehicles VersaTrans TripTracker User s Guide 106 Setting Up Vehicle Records 1 Follow the above path to display the Vehicles screen Vehicles Add a New Vehicle Define a new VYVehicla that can be activated for use in the system Vehicles Add New 107 total records found show Inactive Active Vehicle Tn ho i y ra cr HT E lt 1 4 Li eet
62. 20 Setting Up Employee Records 1 Follow the above path to display the System List Employee Title screen 2 Click to display the blank search panel Employee Titles a 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 netet Microsoft Internet Explorer Warning By deleting the record all associated records wil be deleted as well It is suggested that you change the lt s record to Inactive instead By clicking OK you will delete the record Are you sure you wank to continue x Ces 6 Click OK to delete the employee title record The record is deleted and its name is removed from the Employee Titles list Deactivating an Employee Title To deactivate an employee title Path Admin gt System Lists gt Employee Titles 1 Follow the above path to display the System List Employee Titles screen VersaTrans TripTracker Chapter 2 Working with the Records 121 2 Click to display the blank search panel Employee Tithes af or 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 Inactive in the Status fi
63. 3 Click Next 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 Browse 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 VersaTrans TripTracker User s Guide 306 What are the VersaTrans TripTracker Components amp How to Install Them The Microsoft SQL Server 2005 Setup dialog displays showing the progress of the components being installed removed etc D Microsoft SOL Server 2005 Setup Setup Progress The selected components are being configured Product Status MSA PIL 6 Cb SQL Setup Support Files Configuring components SQL Native Client SQL v55 Writer SOL Server Database Services SQL Server Management Studio Expr Status Cancel 4 Once SQL Server Express has been installed successfully the dialog will close automatically Note This installation sets the SA password to vtrans and default authentication mode to mixed NT authentication amp SQL authentication VersaTrans TripTracker Appendix C Installation Conversion amp Integration 307 Installing and Starting the VersaTrans Server Agent The VersaTrans Server Agent allows you to make a backup of the
64. 5 06 22 06 OO06 0 07 01 06 06 30 07 z007 U8 07 01 07 06 30 08 z00 g 009 097 01 08 06 30 09 z00 g 010 06 12 07 06 06 05 VersaTrans TripTracker Chapter 2 Working with the Records 61 2 Click to display a blank record Add a Fiscal Period Name of Pera Lancel 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 to save the new record 6 You can continue adding new records by clicking Add New Editing a Fiscal Period To edit a fiscal period Path Admin gt System Lists gt Fiscal Periods 1 Inthe System List Fiscal Periods screen click to display the blank search panel Fiscal Periods VersaTrans TripTracker User s Guide 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 to save your changes Deleting a Fiscal Period To delete a fiscal period Path Admin gt System Lists gt Fiscal Periods 1 Inthe Sy
65. 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 Chapter 2 Working with the Records 149 8 Click the button The drug test information is displayed Calendar Certifications Pay Rates Drug Testing Refusals Comment Log Add New Date Test Type Results Notes 9 03 2007 Illegal Substance Passed Edit 9 Click Edit to update the drug test information Viewing an Employee s Trip Refusal Information To view an employee s trip refusal information Path Admin gt Employees 1 Follow the above path to display the Employees screen 2 Performa 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 Refusal to review the employees 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 Admin gt Employees 1 Follow the above path to display the Employees screen VersaTrans TripTracker User s Guide 150 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 Gomment Log and th
66. A gt tab displays where you can enter another vehicle or driver 7 To add an aide and or monitor to the trip click the 4ides and Monitors tab wides and Monitors Lit 2 ku i Add another monitor aida No data available 8 Click the drop down button and click on an aide monitor s name to select it VersaTrans TripTracker 9 Chapter 3 Working with Trip Requests 201 To add another aide monitor click Add another monitoraide The name you selected is added to the Aide Monitor list Aides and Monitors 1 2 Add another monitoraide hide Monitor D AR M JA i List wolno Carmen Remove 10 You can continue to add as many aides monitors as necessary 11 To add a driver refusal click add a driver refusal 13 14 15 Driver Reason Replacement Oriver 12 Click the Driver drop down button and click on a driver s name to select it Enter the reason for the refusal in the Reason field Click the Replacement Driver drop down button and click on a driver s name to select it Click to save the refusal VersaTrans TripTracker User s Guide 202 Requesting a Trip 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 rip Destinations Where applicable indicate am Art Museum Droo and Return Aides and Mo
67. An DL n k ene ENA 139 Adding an Employee RECOLC suc yekc nek aa e Ayak akt k n ki kan 139 Entering a Range of Time for When an Employee is Unavailable 142 Viewing amp Updating an Employee s Certification Informatioan 144 Entering an Employee s Pay Rate Information er 146 Entering an Employee s Drug Testing Information 147 Viewing an Employee s Trip Refusal Information 149 Usine the Comment Woes jst Dine k sa d ka a k r a k an 2anda 2 149 Finding amp Editing an Employee s Record ski nalan Wile kl kek kaya kar an n 150 Finding and Editing an Employee s Record Using the Basic Search 151 Saving an Employee Search amp Using a Saved Employee Search 153 Finding amp Editing an Employee s Record Using the Advanced Search 154 Specifying Driver Assignment Rules amp Creating a Template 156 Specifying Driver Assignment Rules 00 eee esecesecseeeeseeeseeeecneeseeeeeeeneens 156 Creating a Template for Driver Assignment Rules e 159 Loading Rules from a Driver Assignment Templae 160 Seine Wp Approval Pats sna kn don elb d A ae e se e9 a DYEy 162 Adding a New Approval Tati yas yak yay yanan diranen n lek in aren heldin y adkn
68. Charge screen Edit Invoice Charge Price 200 00 Status Active Inactive Taxable ves No Update Delete Cancel 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 No in the status field 6 After you complete your changes click to save your changes Deleting an Invoice Charge To delete an invoice charge Path Admin gt System Lists gt Invoice Charges VersaTrans TripTracker User s Guide 58 Setting Up the Financial Records 1 Inthe System List Invoice Charges screen click to display the blank search panel Invoice Charges 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 _Detete 7 Microsoft Internet Explorer a Waning By deleting the record all associated records will be deleted as well It is suggested that you ge the SEW record to Inactive insbead chan By clicking OK you will delete the record Are you sure you wank to continue _cencel_ 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 Admin gt System Lists gt Invoice Charge
69. Conversion amp Integration 331 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 Click the Current Data Directory button to select the same data directory indicated in your TT 1 2 options 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 VersaTrans TripTracker User s Guide 352 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
70. DIME JOHNSON ha SHALL JOHNSON ANTHONY HELLE BRULE DECKER BRYAN RAMAS SALVADOR VIGIL Lf Fiat Matched Employee li VARP Enea uEy Emine 2 Dii HARPER JESMETTE Hapa Jeanette ggz cSACDOUMANO GART S acocurmano Gary s RAJ Perez Debra Perez Debra DRIVER 1 tiri var cone diver i 942718 Fath Debra Fioth Dekra ACE Z RANMELL DANIELLE CRAaNMELL DANIELLE ELT ma daran ma esas Ms zus ji Close 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 amp 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 EMPLOYEE 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 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 Ve
71. Guide 314 What are the VersaTrans TripTracker Components amp How to Install Them There are 4 tabs for the settings which can be altered e Database e Login Mail e Integration On any of these tabs you may perform the following actions e 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 e Close the close button will close the VersaTrans TripTracker Configuration Utility Database Tab Database Login Mail Integration B Z E Si eo onr Trip TrackerDatabase server Bitte eee Trip TrackerDataBase Test Connection 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 Appendix C Installation Conversion amp Integration 315 Database Name Enter the name of the VersaTrans RP TripTracker database or use the pull down list to select it gt Click on g to verify that the settings are valid VersaTrans TripTracker User s Guide 316 What are the VersaTrans TripTracker Components amp How to Install Them Login Tab Database Login Mail Integration Session timeout in minutes Max password attempts Min special characters in password Min characters in password Session timeout in minute
72. 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 Admin gt System Lists gt Trip Types gt Click Show Inactive in the Trip Types screen to show the active and inactive records VersaTrans TripTracker Chapter 2 Working with the Records 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 gt System Lists gt Activity Types VersaTrans TripTracker User s Guide 92 Setting Up Trip Activity Types 1 Follow the above path to display the System List Activity Types screen System Lists Activity Types Add a New Activity Type Defne a new activity type that can be activated for use in the system s Add New Activity Types A 10 total records found 3h Active Name Athletic Department Basball Game Cheerleading Competition Edurcationg Field Tr Fun Trip
73. Integration gt Match Certifications 1 Follow the above path to display the Certification Matching dialog Weral rare AP Ceilhesbore Verna Trans Fesin Cetlicelione een Buln ut Toe Pec a n First Aid Year Arima Ireereice i Yeas First Ajd Year Frst 4id CPA 1 Years Mourtan During feats Prasical Fhysacel oars Yeas LOL COL VersaTrans TripTracker User s Guide 338 VersaTrans RP TripTracker amp VersaTrans FleetVision Integration Certifications between VersaTrans RP TripTracker and VersaTrans FleetVision are matched using the certification description in the DESCRIPTION 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 Description field to alphabetically sort the certific
74. On field As you enter the job category the system will display a list of job categories containing the text entered Select a job category to display the Edit Job Category screen Edit Job Category Ha rS Aide Al atis Ar Pay Code Ale MERI a You can change the name status and pay code You can change the status to ACTIVE or INACTIVE Job Categories which have been checked as Active 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 After you complete your changes click to save your changes VersaTrans TripTracker User s Guide 132 Setting Up Employee Records Deleting a J ob Category To delete a job category and pay code Path Admin gt System Lists gt job Categories 1 Click to display the blank search panel Job Categories K 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 Microsoft Internet Explorer Warning By deleting the record all associated records wil be deleted as well It is suggested that you change the i record to Inactive instead By clicking OK you will delete the record Are you sure
75. PDF format by clicking A VersaTrans TripTracker User s Guide 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 Preview Onhy the system displays the report and you can page through each invoice on the screen You can print using File gt Print or Export the report as a PDF or Excel file using Select a format Export 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 Reports gt Accounting Reports gt Invoice 1 Follow the above path to display the Invoice screen By default the Filter tab is displayed Invoice aa t r ter All to Chet Save Search Panel 2 Setup and run a report search as described in Generating the Reports on page 229 3 Inthe Save As field enter a name for the search 4 Click The search is added to a list accessible from the Loap SEARCH drop down button VersaTrans TripTracker Chapter 4 Generating Trip Reports 233 5 To use a report search that was previously saved click the Loap SEARCH drop down button to display a list of saved searches saved Seaches wa Saved Search 7 Faved Search 2 6 Select the desired search from the list and click toa The selected search is loaded into
76. PES U Venice IRC O5 xo ley u ties estes oll l t 0e ei bie yek y eee e pe eae 97 PACING a VENICIE RECON si yi ks NN Ny e E W auetane 97 Viewing the Routing Information for a Vehicle L ee 102 Pid thine a Venc le ROC On lc e ne Ka Sa KON N N N K tenekan 103 Padine a yemle NS OTO aie siete asic 241455453552012 N e Eek N bass kr kan ka i nakan 105 D decliyat no a Vende N c l 5ya c Sin Kat n be Kek A ek K k e Ae ER NA e e EN 109 petting UP Employ Ge S CCOL AS yiy yanl anka jE NS 110 Setin Up Certification Recordsissa E k anka 111 Adding Certification Record Sassonia k n kera dek kan beled nan a 111 Editino Certification Record 5 x yyo5xx4n 4oyi An le Ne N AWE an din 114 Deletine Certification RECAS iii ja Qliy anyn sid iiei inaita en y k a nadin di daek 115 Showing Inactive Certifications in the Certifications Liet 116 petine UP Employee Titles scx sans Za ned a sik A RR 117 Ad dine an Employ COT tle si As 5445444554542025 E E bak kak k 117 Editing an Employee Lil y ye n ran n ANN A MA A Kew w don ke a K Y n n 118 Deleting an Employee Titles a s yc Ly sahi Siyer yen b van xa zana d k nana idaia 119 Deactivatine an Employee Title sca 452414 05 i Dink WE on n Kal n dann 120 Showing Inactive Employee Title Records in the Employee Titles List 121 setting Up
77. 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 11 Note 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 e Requested e Approved e 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 e Requested e Approved e 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 e Option not checked the user is warned but allowed to continue entering trip requests e Option is check
78. RIVER 1276 Zorro Mark Active DRIVER e Clicking on an employee s name displays that employee s record VersaTrans TripTracker User s amp Administrator s Guide 22 VersaTrans TripTracker Today Calendar Certifications Pay Rates Drug Testing Refusals Comment Log ee la Completion Expiration Certifications Required Date Date Status CDL Yes 6 01 2007 7 01 2007 Em CPR Yas 10 22 2007 10 22 2012 OK Mountain T 10 22 2007 10 22 2008 OK ii Driving r ji ji l L J OF dit notrequired Wi 10 22 2004 10 22 200 it 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 amp Updating an Employee s Certification Information on page 144 System Messages The server will be taken dowr 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 Administrative Tasks lg sati a B User Group Maint System Lists Activity Types Lertincanons Charoae Basis yee Types Fiscal Peri
79. Select either contact requester or both 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 2 Follow the above path to display the Accounts screen Click on the account name that contains the contacts requesters that you want to delete The Edit Account screen displays Click on the Add Contact Requester tab Highlight the name that you want to delete and click VersaTrans TripTracker User s Guide 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 dheduling a Trip on page 199 D add drivers to an account Path Admin gt Accounts Follow the above path to display the Accounts screen Click on the account name that you will be adding drivers to Click on the wvera tab Edit Aqcount Only employees that meet designated criteria will appear in this list Ad AN 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 ac
80. Tracker User s Guide 152 Working with Employee Records 6 Click on the Employee name to display the Employee Record screen Employee Record E McElroy k r F pr First Marre J ka Tal nir KC B rlili babi poni Pap Fakes Cin p Teira Astieegh Ca miTi IL L Ca ate Teer TT E tati LEI ay _ inais Lm er 2T DY 4 Emedovesn IL Bez Licer aa a oe BIT a A Friis Gointer 12 Chad SG CUTE Sun Hon Tus Wed Thy Fri Sut 1 e E mp l Y Tti A L a 405 6 ro ae ra 6 n upie TEYE paS WEE id 15 i i Lb 49 Z be L fi 23 H Z z IT riji w zz li Jj 1 n n Lane Tedan 10 122 kiz ct iT Gta Pa Tim Prone j i To Dit hire I enc Li gi i a akli Emri ri kri a Buri Tie 0 00 Li ra Lez pS fala cy ClOnver LIF De Ious iin tor sctrity vehide opoear In dnver nus un L Ion Tr anyan ee Em n ko Fee L l HI a I Cs r T Le KERE ERERSTN ET 7 Click Csnsel 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 update 10 Click Cancel to return to the Employees Screen VersaTrans TripTracker Chapter 2 Working with the Records 153 Saving an Employee Search amp 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 e
81. Trans TripTracker User s Guide 276 Using the Import Utility Table 3 Weekly Employee Run Time Distance Availability Qualified for activity vehicle QualifyForActivity Vehicle Values Y N Multi Day Trips MultiDayTrips Values Y N Non Transportation Employee NonTransportationEmployee Values Y N defaults to Y if not specified indicates a required field for the import VersaTrans TripTracker Appendix B Backing Up Restoring amp Importing Data 217 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 FirstName LastName EmployeeNo HireDate Active Michael Walton 8974 10 10 02 Y Trip Locations Table 4 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 278 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 N
82. 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 i
83. TripTracker User s Guide 300 What are the VersaTrans TripTracker Components amp 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 Versalrans riptracker 9 9 Versalrans TripTracker Install NET 2 0 runtime ASP NET AJAX Library Microsof Report Viewer Setup SOL Server Express Versalrans Server Agent Versalrans TipTracker Versalrans TopTracker and Sample Databases Versalrans TripTracker Users Guide The License Agreement dialog displays 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 Install f VersaTrans TripTracker Appendix C Installation Conversion amp Integration 301 5 When the installation is complete click finish to complete the installation and close the dialog Installing the ASP Net Aj AX 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 Versalrans riplracker 9 9 j VersaTrans TripTracker Install NET 2 0 runtime ASP NET AJAX Library Microsoft Report Viewer Setup SOL Server Express Versalrans S
84. Trips from the Calendar e 25 Initiating a Trip Request from the Calendar eee eeessceseceseeeseeeaeceseseeeeeaeeeees 28 Filtering Trips and Printing a Trip List Report from the Calenda s 29 Chaneine the Calendar Vl OW error en ee er ner ee en eee benen kere ka dey meer ee eee re errr 31 Adding Editing amp Deleting Calendar NOteS EE eke keke k r 32 Chapter 2 Working with the Record 35 VersaTrans TripTracker System OvervieW iii eee eee k ke kek kek kK KAKA 36 1i Table of Contents Why Do I Have To Fill In These Records vssiisigsisierttnncne as diniwslieienaeitictinie 36 WIMEDO DERI HIE y n belle bekir a Kela kO bel d i bie rd b a anak aon ned 37 petting Up bulldi ho Records sya ne al n b ebe N A s l a k 38 Manually Adding a Building Record u ereke ke keke kek kr KA 38 Boto a Det i RECON lak yi yene Kare eee Ke N N 41 Deleting a Badine J iNCD OD 2 ine ku Kara N 43 Showing Inactive Buildings in the Building LiSt er 44 pettine Up the Financial RECOLPdS isscicsvasovs anain A 45 Settine Up the Charge Basis R cords acid le KN eb Raa kalar kar n 45 POACHING a CATS BASIS en na y nena iu rine as eee eka ea a Kula Se ena kane z w 45 Entering Editing and Removing Fixed Charges iiieee 48 Biditiie a Char Se Basis asan balade eya h
85. VersaTrans TripTracker Chapter 3 Working with Trip Requests 215 4 To view the contents of the email move the cursor over the envelope icon d RE Trimley Soccer Meet We have scheduled the Trimley Soccer Meet you requested for 10 12 2007 The trip has the following itinerary Location Arrival Tire Departure Tire Shaker High School MIA 101 22007 8 00 AW Art Museum TOM 22007 10 00 AM 10122007 10 00 PM Fenway Park 10132007 10 00 AM 10 13 2007 2 00 PM ahaker High school 1042007 400 PM AIA Please ensure that all students and chaperones have filed the appropriate permission slip paperwork prior to the trip Please notify us of any changes in this schedule To view the status of your trip please click here Sincerely The Transportation Office You can click this link to display the Trip Request Trip Details screen VersaTrans TripTracker User s Guide 216 Requesting a Trip 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 gt Request Trip i 2 Follow the above path to display the Trip Request Trip Details screen Complete the Trip Details Screen See Submitting a Trip Request on page 187 W
86. Working with Employee Records 4 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 Click Edit for the certification that you want to update Calendar Certifications Pay Rates Drug Testing Refusals Comment Log Certification First Aid Completion Date Expiration Date Ea a a Either enter a completion and expiration date or click to select the dates from the calendar Click to update the selected certification s completion and expiration dates Entering an Employee s Pay Rate Information To enter an employee s pay rate information Path Admin gt Employees 1 Follow the above path to display the Employees screen VersaTrans TripTracker Chapter 2 Working with the Records 147 2 Perform a search to locate the employee whose record you want to work with See Finding and Editing an Employee s Record Using
87. aTrans 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 amp Blank Databases on page 320 To access the VersaTrans TripTracker Configuration Utility Path Start gt Program Files gt VersaTrans Suite gt TripTracker gt VersaTrans TripTracker Confutation Utility VersaTrans TripTracker Appendix C Installation Conversion amp Integration 313 1 Follow the above path to display the TripTracker Configuration dialog Tyler s VersaTrans TripTracker Configuration U VersaTrans TripTracker Configuration Welcome to Versalrans Inplracker Configuration he Setup Vizard will allow you to edit the settings needed for Versalrans TnpTracker CLLR ac linet oublwvaanoot triptracker web config aes Sees D iabase Name petal 9123 7 Test Connection 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 web contig file VersaTrans TripTracker User s
88. account has Insufficient funds Click OK to continue and submit the trip request Click Cancel to return and allocate additional funds e Ifthe 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 M ey nand Bequester List is checked in the Trip Details screen d Requeste if When Show all Employees in Requester field is unchecked the expanded list of names in the Trip 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 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 15 Note You can
89. account that you want to delete Note Itis 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 and then click Microsoft Internet Explorer Warning By deleting the record all associated records wil be deleted as well It is suggested that you change the record bo Inactive instead By clicking OF you will delete the record Are you sure you want bo continue 4 Click OK and the transportation record and all associated records are deleted VersaTrans TripTracker Chapter 2 Working with the Records T1 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 gt 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 Edit Account Add Contact Requester Selected Contacts Name Phone Email Contact Type Contact Contact Contact Contact Contact Delete I Cancel a VersaTrans TripTracker User s Guide T2 Setting Up
90. ack 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 gt 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 Reject A comment box and Reject button are displayed Comments 3 Enter the reason for the rejection in the comment box and then click Reject Trip 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 VersaTrans TripTracker User s Guide 196 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 directi
91. al 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 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 Re submission handling Requester Person requesting a trip 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 vehic
92. alendar from anywhere within the application by A Fiter Report F Ade Hate ri Request Trip Ti lay Fy week dil M rt October 15 October 21 Monday October 15 Thursday October 16 2 00pm 7 00pm Trip 114 rodrop Trip 108 Test 476 104 00em 4 00pm Trip 124 Museum of Science and Technoba 2 00pm 6 00pm Trip 131 ectripF 103 2 00pm 6 00pm Trip 133 rciripH Tuesday October 16 Friday October 19 10 00am 4 00 pen Trip 96 bug 603 trip _ rip estimate 36 10 30am 130pm Trip 72 Estimate Save 129 131 Wednesday October 17 Saturday October 20 Trip 105 Test 476 104 Trip 137 Weekend Trip 45 Sunday October a1 Trip 137 Weekend Trip 45 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 gen
93. already track drug test results in another place There is no need to duplicate the effort and VersaTrans TripTracker does not VersaTrans TripTracker User s Guide 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 Admin gt System Lists gt Drug Test Types VersaTrans TripTracker Chapter 2 Working with the Records 135 1 Follow the above path to display the System List Drug Test Types screen oystem List Drug Test Types Add a New Drug Test Type Define a new drug test type that can be activated for use in the system Crug Test Types 18 total records found Hide Inactive Active Name Gl Alcohol Benzocaine Hl Blood Test El Cocaine w Crack Drug Screening Ethanol Flintstones Chewables Heroin e Marijuana VersaTrans TripTracker User s Guide 136 Setting Up Employee Records 2 Click to display a blank record Add a Drug Test Type Status Active Inactive 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 gt System Lists gt Drug Test Types 1 Click 4 to display the blank search panel Drug Test Types ty a abn r 2 Enter a drug te
94. ame VersaTrans TripTracker Appendix B Backing Up Restoring amp Importing Data 219 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 A pprovalPath 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 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 Contac
95. ans FleetVision based on description If such a certification is found it is then applied to the employee VersaTrans TripTracker Appendix C Installation Conversion amp 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 Tools gt Integration gt Match Vehicles 1 Follow the above path to display the Vehicle Matching dialog Vehicle Matching Wesa rane AP Vehicles Veral cans Fleetvionn Weha lez Se r Ta TEABUCLASGRO fet 122 Blanka TES EM CARMI OSS CDi nul S EABRIOCASBHROT Pa Tele 1335 PEPAZ HIE 1BABUOCASSPO Tass iDesk Site C 1BASECSADL FIREK 16 1387 BLUEBIRD EA 1BABIOCAGHFOTT Sd iDesk Sibe S20 13 TEAR OCAMPO 115 1380 BLUEBIRD 184 1EAAEC SADI FI NSS Defa Sibe 520 323 IBARLILTA ALE FOP 3275 1585 BLUEBIRD TRA TEAR IOC ETT 19 Dehau Site 520 714 TEASE DEB FIBESE 15385 BLUE BIRD TER TRABUOCASG FITA SoS Delaut Sim S2C 315 TEABIOCABKF OS051 vie 72390 BLUE BIRR 184 7 Bee oS SP See Di el nuk St S20 1BAAECSA WROD 28 7389 BLUEBIRD 784 1 RARJIOCAR FOIS Defa Sibe SZC i 1385 BLLIZBIFIDN 184 1E RAE CAT FUA ef suli Site an 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
96. 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 VersaTrans TripTracker User s Guide 242 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 i ehicle Import Pre gilf 1 1 Gackpround Import Preview Pleas Registration VIN Min Number 23 274 my Yel low ga 007 1 55 MIT 733 345 Dus Special Model Operating License Other t Contractor LApECHY gasin Year Cosi Plate ID Vehicle Status p le eeeeeeeeereterrrretrrrrsess 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 Import Vehicles From File Import Completed 1 Vehicles were imported from Copy of Vehicles _AllFields2 txt Go to the system list Vehicles to view or edit vehicles VersaTrans TripTracker Appendix B Backing Up Restoring amp Importing Data 213 Creating the Delimited Files Used for Importing Data In order for VersaTrans TripT
97. ation descriptions 2 Click ona 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 amp 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 el Save 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 amp 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 You must click Refresh in the Certifications list to see the change VersaTrans TripTracker Appendix C Installation Conversion amp Integration 339 4 Ifa 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 Save and the matching certification is moved to the Matched Certification list 6 Click the certifications Adding Editing and Deleting Certification Records The ta
98. ble 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 support tylertech com 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 versatrans support tylertech com Online Support Online Application Support is available via http broker gotoassist com h versatrans Tyler s VersaTrans TripTracker User s amp Administrator s Guide VersaTrans
99. ble below describes the interaction between VersaTrans RP TripTracker and VersaTrans FleetVision certification records VersaTrans RP T VersaTrans Fleetvision Add Certification record The certification record appears when you refresh the Certification list There is no change in VersaTrans Delete Certification record B FleetVision Edit Certification duration The certification duration change is reflected once you re open the Certification record VersaTrans TripTracker User s Guide 340 VersaTrans RP TripTracker amp 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 Fleet Vision The changes will be propagated only on RP TripTracker employee records with the Driver checkbox ON e 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 VersaTr
100. bled use the path of the database server l 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 H button to select the drive mapped path from the client computer to the database server 5 Click J R M BBE 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 No to select another database Note 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 6 When the system has completed the restoration the message Restore Complete displays in the text box below the 4 Database button VersaTrans TripTracker Appendix B Backing Up Restoring amp 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 del
101. 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 VersaTrans TripTracker User s Guide 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 to save the new record Add New 5 You can continue adding new records by clicking Editing Certification Records To edit certification records Path Admin g
102. cle and then click to move it to the RP TripTracker list or vice versa 4 Click el Save and the matching vehicle is moved to the Matched Vehicle list 5 Click the i 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 TVersaTTrans FleetVision VersaTrans TripTracker Appendix C Installation Conversion amp Integration 343 Add vehicle record Delete vehicle record Edit vehicle record The vehicle record appears when you refresh the vehicle list The vehicle record is changed to Inactive 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 amp 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 Tools gt Integration gt Match Employees 1 Follow the above path to display the Employee Matching dialog Employee Matching VeesaT rant AP Emploiees Wersal rare Fleelision Employees Er BETTALE DESIREE BUHA BETTY RELLY CAROL GONZALES GERAL
103. 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 amp 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 ona 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 et Seve 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 Ifa vehicle exists in the RP TripTracker list but not in the VersaTrans FleetVision list you can click on the FleetVision vehi
104. dy linked to a user account Bill Bowens EmployeelD 165 Employee already linked to a user account Error list Derek Bomba EmployeelD 133 Employee already linked to a user account VersaTrans TripTracker Appendix B Backing Up Restoring amp Importing Data 291 Export Options ort Users To File Export To CSV User Created UserName Password Ll m g a x n This a tcrannell S48 8 Youcan export the information for the user s that were created as a CSV or Excel file If you want to export this information click OT and then click Export To CSV Export To Excel Note You also have the option of opening the CSV file in an Excel spreadsheet 9 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 Admin gt Batch User Creation 1 Follow the above path to display the Batch User Creation page VersaTrans TripTracker User s Guide 202 Batch Creation of Users 2 Click Batch User Log to display the Batch User Creation Log This log provides a chronological list of successfully created users Ba
105. e a Trip List Report from the results of the filter Voersalrans Central School District Trip Listing Detad Fleport Trip hurna Trip Tite H sr Tims Saturn Trr Trig Hoka ETa li demtutty Turan Trig Tepe bis T ERE naka aly BAe li 1 I TAT ANT ar Bana BEDEN DE DELSTAT Se HT MARE Pee MESE ER TTE as HDH AE ETE Ftd Comair es iba i jem grg SS Ceiro krmni bme Tira Departure Cuis T irre Ta Egg TABI 45 2120 A yian i F Teia Diran Dinis HA 10 The Trip Listing Detail report shows the details of each trip VersaTrans TripTracker Chapter 1 Getting Started with VersaTrans TripTracker 31 11 Click J to send the report to your printer 12 Click E and save the report in PDF format 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 clickin i 2 You can move forward or backward a month at a time by clicking the arrows in the three month calendar panel October 2007 Octobar v 2007 A Forward Backward 3 Once you have moved to the desired month click Day Week or Month to change the view T Dav Week B l Month 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 amp Administrator s Guide 22 VersaTrans TripTracker Calendar Adding Editing amp Del
106. e above path to display the Employees screen ur Ramm n EEE Ald lle ya Bniet VersaTrans TripTracker User s Guide 140 Working with Employee Records 2 Click to display a blank Employee Record screen Employee Record New employee record must be saved First Ham before Comment Log Drug Testing Pay Status Rates and Refusal can be added Calenda Serhan Pay hates Ono Testi Reh zak anmenn Log Emaloyee ID Lente XERZA r Socal Secumty tober 2I a j a i ji a OO Erranicovere Tiie Sober er r ee meday Ontober Emaloyee Type he r Mon Tue Wed Thy Fri 35 eee al BR as Se la i5 16 if c Sams ry 1 State Zip Phona Call Phone Email Hire Date Serearity Date qm Seniorty Rank pep Weakly Employes Run Time Distance Availablity Olorver Oronto Cida Dl owalified for activity vehide Appear in driver queue Non Transportation Emplo yes Multifay Taps haha a Note Ifyou have VersaTrans RP and VersaTrans Fleet Vision the building vehicle and employee data is shared Any edits adds or deletes that are made here will impact your VersaTrans RP and VersaTrans Fleet Vision data VersaTrans TripTracker Chapter 2 Working with the Records 141 Complete the blank fields in this screen including the tabs until all of the information your organization requires is comp
107. e 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 Ifyou have VersaTrans RP or VersaTrans Fleet Vision employee records that are drivers are seen in both products VersaTrans TripTracker Chapter 2 Working with the Records 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 disp
108. e 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 e Installing VersaTrans TripTracker on page 308Installing NET Framework 2 0 on page 299 e Installing the ASP Net AJAX Library on page 301 e Installing the Microsoft Report Viewer on page 303 e Installing SQL Server Express 2005 on page 304 e Installing and Starting the VersaTrans Server Agent on page 307 e 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
109. e 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 amp dd a new trip charge Add Trip Charge Adda New Cnarge Description Quantity ost Per Unit Taxable Yes KHEZEMI a 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 VersaTrans TripTracker Chapter 3 Working with Trip Requests 209 9 To add a new invoice charge click Add Invoice Charge Add Weve Charge l narge hall Adil Lancel 10 Enter select the new invoice charge and click The new invoice charge is added 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 Edit for the trip charge that you want to work with Description Catia Cost Per Lint Total Taxnhla Fuel for vehicle 44 drier 1 0 00 Alo 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 Save The trip charge total will be automatically updated 13 At any point you can click and the invoice will be recreated from the completion data 14 When you are finished working with the invoice click l The sy
110. e current week Oetober 7 Octoleer 21 Monday Ccelebar 22 G 00em 6 00pm Trip 202 Senior Trip jid e a to g0 to the Trip Request screen and work through the different stages for that trip For more information rnea tober see VersaTrans TripTracker Calendar Thursday Odater 25 Double click on a trip Tuda ciber Jf T 00em 7 0g Trip 171 Triple Trip 137 146 VersaTrans TripTracker Chapter 1 Getting Started with VersaTrans TripTracker 21 Billing Total billed this fiscal period 198 953 66 Automatically updates as Total outstanding bills not paid 149 701 32 EEE oo axan payments are posted There are items To be Invoiced 7 items Awaiting payment 27 items These links bring you to Partially paid items 12 items the Trip Search Screen Flagged for budget 14 items 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 Employee Certifications This link brings you to There are expired employee certifications lt H_ __ the Employees screen Employees with expired certifications needing your attention are displayed at the bottom of the Employee screen Employee ID Employee Name Status Home Phone Employee Type FYE CRANNELL RORY Active DRIVER 9994 McElroy E Active 518 533 1837 DRIVER 5678 Michalski Kristen Active D
111. e 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 amp Accounts on page 288 VersaTrans TripTracker User s Guide 288 Batch Creation of Users Batch Assigning Employees to a User Group amp Accounts To batch assign employees to a user group amp accounts Path Admin gt Batch User Creation 1 Follow the above path to display the Batch User Creation page This page consist of two pa
112. e 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 e Custom Holidays e Driver Pick Lists e Message Templates e Tip of the Day e Option Settings e Reports VersaTrans TripTracker Appendix C Installation Conversion amp Integration 329 User Groups e Users 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 e Ins
113. e 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 gt Vehicles VersaTrans TripTracker User s Guide 98 Setting Up Vehicle Records 1 Follow the above path to display the Vehicles screen Vehicles Add a New Vehicle Define anew Vehicle that can be activated for use in the system Add New a Vehicles ty 107 total records found show Inactive Active Vehicle VersaTrans TripTracker Chapter 2 Working with the Records 99 2 Click to display a blank record Add a Vehicle Sat Je cle Statue e erie CJI active ee Fm pm m sAHALILY Sac al EQUID i Fae g ji Note 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 Fleet Vision data 3 Type the name or number of this vehicle in the Vehicle field 4 Select Active 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 VersaTrans TripTracker User s Guide 100 Setting Up Vehicle Records VIN Number Enter the manu
114. e 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 amp 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 Trip1racker you must first perform the following tasks in the order presented below Adding a User Group on page 237 Setting Up a New User on page 244 Adding Account Records on page 64 1 2 3 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
115. e 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 e 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 US 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 US 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 da
116. e trip Notes Enter any notes that might be applicable to the trip VersaTrans TripTracker Chapter 3 Working with Trip Requests 193 4 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 During the trip request process you can go back and edit the different stages by clicking on the appropriate tab and clicking Edit Request Trip Click the History 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 IE Clone 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 gt Search Trips 1 Locate a trip request see Finding a Trip Request on page 221 to display the Trip Request Trip Details screen Once you have located the Trip Request Click A Approve comments box displays Enter any comments that you may have concerning this trip in the comments box The approver s will be able to view your comments
117. e 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 to save your changes Deleting an Activity Type To delete an activity type Path Admin gt System Lists gt Activity Types 1 Inthe System Lists Activity Type screen click to display the blank search panel Activity Types a ar T Cir 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 Chapter 2 Working with the Records 95 4 Click _Detete 7 Microsoft Internet Explorer u i Warning By deleting the record all associated records wil be deleted as well It is suggested that you ge the Waa record to Inactive instead chan By clicking OK you will delete the record Are you sure you wank to continue A Ce 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 gt System Lists gt Activity Types 1 Inthe System Lists Activity Type screen click 4 to display the blank search panel Activity Types Ky siecle eka lI J 2 Start typing the name of the activity type As you enter text t
118. ed the user is not allowed to continue entering trip requests VersaTrans TripTracker User s amp 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 CANCEL 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
119. ed 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 Tyler s VersaTrans TripTracker Registration Below is your current sofware registration information To extend your registration period WOU may enter a new code and click the Register button Registration Mame Registration Code 3 Enter your Registration Code The code can be found with the VersaTrans TripTracker CD or can be provided by Technical Support 4 Click Register to display the VersaTrans TripTracker Login screen 5 Enter your User Name and Password or enter the Administrator User Name and Password provided by VersaTrans Versatrans TripTracker User s amp Administrator s Guide 6 Welcome to VersaTrans TripTracker Logir 6 Click The Tyler s VersaTrans TripTracker dialog displays t y r Tyler s VersaTrans TripTracker User Name Password Registration Info F
120. ee that the Distance field has been updated VersaTrans TripTracker User s Guide 186 Requesting a Trip 4 Click Save Estimate The destination calculations are updated using the estimated distance generated from the trip directions mapping tool See the example below Destination Calculations 26 6 Total Attaching Trip Directions to the Trip Request 1 To have the trip directions attached to the trip request and used for driver directions click Attach directions to this trip 2 A confirmation message displays click OK 3 Click Return to trip request screen 4 Click the Directions tab The Directions screen will indicate that there are point to point directions attached 5 To view the directions click wiew these directions and the Trip Directions Mapping Tool screen is displayed 6 Click Calculate Directions and the text directions and map are displayed 7 To print the trip directions and map click Frit to display the Print dialog 8 Choose a printer and click VersaTrans TripTracker Chapter 3 Working with Trip Requests 187 Submitting a Trip Request To submit a trip request Path Trips gt Request Trip VersaTrans TripTracker User s Guide 188 Requesting a Trip 1 Follow the above path to display the Trip Request Trip Details screen EEE KERR Tabs Notice that there are only 2 tabs active Trip Details and Trip Estimate The other links i e Directions Schedulin
121. eld 6 Click 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 Admin gt System Lists gt Employee Titles gt Click Show Inactive in the Employee Titles screen to show the active and inactive records VersaTrans TripTracker User s Guide 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 Admin gt System Lists gt Employee Types VersaTrans TripTracker Chapter 2 Working
122. ement wal h r 6 Enter the text for the note in the Note field VersaTrans TripTracker User s amp Administrator s Guide 34 VersaTrans TripTracker Calendar 7 When you are finished click The note is saved and displays in all of the Calendar views Week View October 22 October 26 Fj Mondey October 22 Thursday Oclober 25 BO0een SO0pen Trip 196 Tug of Wier TT V2 _ 8 00em 11 00am Trip 213 KZTrip E Darm S00pen Trip 197 Tug ot War li B am 4 00pm Trip 206 Andy Test Path No Levels 1 00am S000 Trip 117 rcenwera 106 d PPL Zl ti nar Fale di 1 Har r Shek 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 Svstem 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 56 Setting Up Vehicle Records 97 Setting Up Employee Records 110 Setting Up Approval Paths 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
123. emplates 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 VersaTrans TripTracker Chapter 3 Working with Trip Requests 171 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 VersaTrans TripTracker User s Guide 172 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 VersaTrans TripTracker Chapter 3 Working with Trip Requests 173 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 a Request a Teo jij Tier Calendar Today Fuageorts Main Menu Er DI Admin Click the Request Trip link to initiate a trip request Search THps VWaorsaTrans TripTradeer Today Calendar
124. en click the system displays the Comment Entry box 4 Enter your comments into the Notes field and click The comments entered are displayed Calendar Certifications Pay Rates Drug Testing Refusals Comment Log Date Motes User ID 10 02 2007 Neeeds 24 hour advance notice admin 10 02 2007 Excellent driver record admin Finding amp 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 VersaTrans TripTracker Chapter 2 Working with the Records 151 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 gt Employees 1 Follow the above path to display the Employees screen Employees wr Remove Cheai Add lew Empbeyee Search Results 2 Click the Basic Search tab 3 Clicking the an button without entering information will display all employee s records 4 Fora specific employee enter the information or select the employee information from drop down lists 5 Click Seare_ to display the employee s search results Search Results Employee ID Employee Name Status Home Phone Employee Type O30 McElroy Edward Active 518 533 1837 EMT x1 VersaTrans Trip
125. enees 73 Acinic Drivers 10 Ai ACCOUNT ye k na Alkar W nA O neil 74 Adding a Bue Cb P l Oy al i e icra na daa a aA Ea k a kan Nia a e di 75 petine UP Trp LOCA OM Ss ess Xun na Ok b Hee ek a NE d 9 e Kete bikeee sikak 79 Adde a Tip LOCAOM ssiasvccunsantisreccasietenne yieccaancausaraieeddyiaeraiwecasaeassenoeasaueicadoneanie 79 Editine a Trip Lo HOT an NAy ean N KDN ian denne 82 Deactivate at rip ROCA OL Ss Sun kl En aA an E Ae e Ay 84 Showing Inactive Trip Location Records in the Trip Locations Lisi 85 VersaTrans TripTracker Table of Contents ili DC B si bu N e DD e Dn DD r rrr 86 Adde SIP Lyp Enae teh scetan toate sent dated rst E TEN 86 Eating Np Dye yy a n se N K s saute sirens sa Sin S e N N eee AA 88 Delete a TL Vy DE Ku ce maleka a e ee ko aa 89 Beten ne a PT Dye rrr 90 Showing Inactive Trip Type Records in the Trip Types List 90 bettie UP TAPAHI TYPES oa Ke a aa ar A SEN kek 91 Adding an ACt ylly TV DC statist weno pak a02de kn Ge edi War dann danan Ane NANA 91 Fite S21 PACE As aka YD gx 93 Delet lo an Activity Ly D ks k n a SE beb YE e e EN SEA n d k kewek d KURAN We R K KANA 94 Deactyafin SAT ACHVity LV Dex e n dkin yana ebaya naa e r rea Ke n na 95 Showing Inactive Activity Type Records in the Activity Types List 96 De
126. eports 229 Generating the Reports Invoice 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 gt Accounting Reports gt Invoice 1 Follow the above path to display the Invoice screen By default the Filter tab is displayed 2 Clicking the View PDF View ExceL or Preview On ty 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 Account Name we Click v 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 VersaTrans TripTracker User s Guide 230 Operator VersaTrans TripTracker Reports Overview Field Operator ual to ki 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 Ambrose Society L Click v 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
127. erated for all currently viewed trips 1 You can access the Calendar from anywhere within the application by 2 Click to display the Filter Trips By panel Filter Trips By 3 Click m and select the Account that you want to filter on or add to the filter criteria 4 Click v 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 E and select the Origin that you want to filter on or add to the filter criteria 7 Click v and select the Destination that you want to filter on or add to the filter criteria VersaTrans TripTracker User s amp Administrator s Guide 30 VersaTrans TripTracker Calendar Enter the of Students that you want to filter on or add to the filter criteria Click to run the filter on the criteria that you selected The calendar displays the filter results on the calendar October 22 October 28 Monday October 22 Thursday October 25 amp 00am S000m Trip 198 Tug of War TTV2 amp 00am 000m Trip 197 Tug of War li Tuesday October 23 NOTE Oher All trips cancelled due to inclement weather Wednesday October 24 NOTE Other km test adding a nobe 60am 4000 Trip 204 Steer Roping RP V2 MOTE Other What s going on Click to generat
128. ernight 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 VersaTrans TripTracker User s Guide 180 Requesting a Trip 4 Click and the system displays the estimated total cost of the trip 5 Click to save the estimate VersaTrans TripTracker Chapter 3 Working with Trip Requests 181 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 direction
129. erver Agent Versalrans TipTracker Versalrans TopTracker and Sample Databases Versalrans TnpTracker User s Guide Install Microsoft ASP NET 2 0 AJAX Extensions 1 0 Library required for VersaTrans TripTracker VersaTrans TripTracker User s Guide 302 What are the VersaTrans TripTracker Components amp How to Install Them 2 Click Begin A Security Warning displays Open File Security Warning Do you want to run this file Name ASPAIAsExtSebtup msi Publisher Microsoft Corporation Type Windows Installer Package From F iDEPARTMENTS DevelopmentiProjects OnScree Always ask before opening this file potentially harn your computer Only run software from publishers Y Wi hile files from the Internet can be useful this fle type can you trust What s the risk VersaTrans TripTracker Appendix C Installation Conversion amp Integration 303 3 Click The Microsoft ASP NET 2 0 AJAX Extensions 1 0 Setup Wizard displays i Microsoft ASP NET 2 0 AJAX Extensions 1 0 Setup Welcome to the Microsoft ASP NET 2 0 AJAX Extensions 1 0 Setup Wizard eee ee PETTA En DA rr The Sebup Wizard will install Microsoft ASP NET 2 0 AJAX Extensions 1 0 on your computer Click Next to continue or Cancel to exit the Setup Wizard ane The License Agreement dialog displays 5 Read the license agreement If you want to continue with the install Installing the Microsoft Report Viewer The Micros
130. eting 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 View Calendar 2 Click Add Note to display the Add Note panel Add H te 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 Chapter 1 Getting Started with VersaTrans TripTracker 33 Holiday Closing Early Dismissal Closed No Trips 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 NOTE Early Dismissal 5 Click to select a Note Type other than the default The dates display in different colors depending on the note type pono wees 22 Orange Closing a sn Blue Early Dismissal Red am Closed No Trips October 2007 October v m07 Sun Mon Tue Wed Thu Fri Sat l Fa 4 4 5 al 7 9 10 1l z H U 1s Wel Notes 21 22 23 24 25 zeja _ _ 29 30 31 Trip Exists Today 10 76 2007 There will be B Y dismissal dus io mcl
131. ew 3 Select the field you want to search on from the Fietp Name drop down list 4 Select an operator for this criterion from the Operator drop down list Operators include Is EQUAL NOT EQUAL LESS THAN LESS THAN OR EQUAL GREATER THAN GREATER THAN OR EQUAL IS BETWEEN IS IN and IS NOT IN VersaTrans TripTracker Chapter 2 Working with the Records 155 5 Click Aste query 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 Employees London Field Narre paratoi Value AND otatus is equal 2 Active Add to query Clear query Please select a Condition LALE Parameters Ti Ti TI mm Ti Ti Ti Search ada New 6 When you are finished entering criteria click searet The Search Results panel displays the employee s that match the query search Results Employee ID Employee Name Status Home Phone Employee Type O30 McElroy Edward Auctiva 518 533 1837 EMT I 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 l 11 Click to return to the Employees Screen VersaTrans Tri
132. facturer 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 VersaTrans TripTracker Chapter 2 Working with the Records 101 PM Driver Name Select the vehicle s driver from the drop down list make sure the employee record had been entered 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 Informati
133. field 4 Click the scroll bar to scroll up and down the list of privileges 5 Inthe 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 Caution 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 VersaTrans TripTracker Appendix A Setting Up Security amp 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 Basi
134. fy 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 gt Employee Reports gt Employee Listing 1 Follow the above path to display the Employee Listing screen Employee Listing e iTka l w does not contain dala Ache be siery 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 to get a report of employees without email addresses 5 Goto Admin gt Employees to display the Employees screen Status Employee Type kl Lamnication Type Cercinicadton Status hai Cheat Add Hew Employee VersaTrans TripTracker User s Guide 254 Setting Up Email 6 Enter an employee s information from the report list generated in step 4 7 Click to display the employee search results Employee ID Employee Name Status Home Phone Employee Type E658 Crannell Rory Active 111 1111 DRIVER 22 8 Click on the employees name to display that employee s record Employee Record Rory Crannell Last Name Crannell First Mame Rory Status Artiva Inactive employee ID EESE License Social Security 5509656578 Empey ee Titla Employee Type DRIVER 22 Armoress 173 Address line 2 LO t U_lj Enter Email Address Senio
135. g etc will become active as you progress through the trip request process VersaTrans TripTracker Chapter 3 Working with Trip Requests 189 The first stage of the trip request process involves entering trip details and submitting the trip details trip request 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 f
136. g the option of assigning different drivers for each leg of the trip Path Trips gt Search Trips 1 Locate a trip request see Finding a Trip Request on page 221 to display the Trip Request Trip Details screen 2 Selectthe Scheduling tab to display the Trip Request Scheduling screen Scheduling Vehicles and Personne Humber of Vehicles Requested i 4 Drar k Vehicles Trip Destinations abc Alb HS VersaTrans TripTracker User s Guide 200 Requesting a Trip 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 1 tab Aides and Monitors 1 2 Driver Laudon Jackson Vehicles 4 Click the Driver drop down button m and click on a drives s name to select it 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 and click on a vehicle s ID to select it 6 To add another vehicle or driver click add another vehicle driver
137. h Admin gt System Lists gt Employee Types 1 Click 4 to display the blank search panel Employee Types 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 VersaTrans TripTracker User s Guide 126 Setting Up Employee Records 3 Select an employee type to display the Edit Employee Type screen Edit Employee Type Name of Employee ine lide sd jl rm a a a j ul Active A Inatctiwe Associated Tramnimng Certihcations elect and click Add to add a training ar ErTMcation requirement w Add Certification Training Reguired Name CJ First Aud Remgye iv Mountain Driving Pamaove Physical Remove 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 Check RequireD next to the certifications that are required You can remove a certification type by clicking Remove You can delete the selected employee type by clicking After you complete your changes click to save your changes SS tf LER VersaTrans TripTracker Chapter 2 Working with the Records Deleting an Employee Type To delete an employee type Path Admin gt System Lists gt Employee Types 1 Click 4 to display the blank search panel Em
138. he 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 Inactive in the Status field 5 Click to save your changes VersaTrans TripTracker User s Guide 06 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 Admin gt System Lists gt Activity Types gt Click Show Inactive in the Activity Types screen to show the active and inactive records VersaTrans TripTracker Chapter 2 Working with the Records 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 Vehicl
139. hen Trip Details are complete click The system sends an email confirmation message according to your message option settings 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 e Adding Directions to a Trip Request Optional on page 196 e Scheduling a Trip on page 199 VersaTrans TripTracker Chapter 3 Working with Trip Requests 217 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 gt Request Trip L Locate a trip request see Finding a Trip Request on page 221 to display the Trip Request Trip Details screen Click j i Clone 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 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
140. idual 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 Admin gt Approval Paths VersaTrans TripTracker Chapter 2 Working with the Records 163 1 Follow the above path to display the Approval Paths screen Approval Paths Add a New Approval Path Crate anew Ton Baqeest workflow hy defrung an Approval Path ae ee es ATMANE Approval Bath with Accounts Tais toal alows YOL to assign a7 Approval Path to cne or more azcounts Associate Paths Appruwal Pall 1 13 total racerds founc Approval Path Name Art Dept Sthletic Deot 5H5 Sthletic Deot JHS Pluie Creek FS Field tip MUSIC Lear SHS 2 Click RRA Add a Approval Path Approval Path Name An approval path requires one or more approval levels Click to add a New Approval Level No approval path levels added click Add a New Approval Level to add a new level cae 3 Enter the name of the Approval Path i e Athletic Dept Music Dept etc VersaTrans TripTracker User s Guide 164 Setting Up Approval Paths 4 Click Add a New Approval Level Add a Approval Path Approval Path Name Music Dept An approval path requires one or more approval levels Click to ud a New Approval Level Approval Level J 4 Sdd ar approver bo thig level 5 Click
141. ield trip To add a charge basis Path Admin gt System Lists gt Charge Basis 1 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 to display a blank record Add a Charge Basis Gharg Basis Veekend Rate Minimum contracted hours per Crip Active nacti Q indude In ca C Taxable D mouge Ti Ta aale n Jana drivers rate lindude In Calculati Taxable Usa driver s rate CIndude In Calculations CJ Taxable F Ega j Ji wer 5 face CJ Include In Calculations O Taxable L in driver s rate Add Cancel 3 Enter the name of the charge basis in the Name field 4 Select Active 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 USE 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 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 dr
142. ield will be grayed out until there is an account determined VersaTrans TripTracker User s Guide 190 Requesting a Trip 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 witl Employee Records on page 139 Expand Requeste 1 Li 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 amp 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 non transportation employees Account Notes Displays any notes entered on the account This field is read only Origin Select the origin
143. ields selections and drop down boxes as appropriate for your installation of VersaTrans TripTracker VersaTrans TripTracker User s amp 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 e Send To Approver Who Rejected Trip resubmitted request will be sent back to Approver who rejected the trip bypassing any previous approvers e Send Through Entire Approval
144. iles 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 1V Index Job Categories adding 128 deactivating 132 editing 130 hiding inacitve 133 setting up 128 showing inactive 133 M Messaging setting up system wide 251 System Overview 249 Messaging System overview 249 N Net Framework installing 299 O Option List adding a charge basis 45 adding acontact 71 adding a trip location 79 133 adding an account 68 editing a charge basis 50 VersaTrans TripTracker P Password changing 247 how to retrieve a lost 7 new user 244 Password Retrieval setting up 4 Pay Code deleting 132 Pay Rate entering employee s 146 R 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 818 types of 226 using saved searches 232 Requesters adding to account records 71 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
145. imited 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 gt Import Utility 1 Follow the above path to display the Import Utility screen Import Utility Import Import a list of tems from a file n fixed or separated format The imported ttems will then be available for use in the system Select an ttem to import lt Select Table gt 2 Click v 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 Type of import Fixed Delimited Fila Path Start at row F Seana a a a ns Specify the field positions Field Name Start End Venide Status Registration No VIN Number Contractor Capacity Special Equip Model Year Uperatng Cost License Plate Other ID AM Driver Employee Number CERTS l PM Driver Employee Number import 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 Browse a
146. in the process Now you are ready to open VersaTrans TripTracker for the first time See Opening VersaTrans TripTracker amp Registering the Application on page 324 VersaTrans TripTracker User s Guide 324 Opening VersaTrans TripTracker amp Registering the Application Opening VersaTrans TripTracker amp 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 lt VTTTserver gt lt virtual directory gt 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 to display the VersaTrans TripTracker Logon screen VersaTrans TripTracker Liser Name Password VERSATRANS ion Registration Info Forgot Password 5 Enter the Administrator User Name and Password provided by Versa Irans VersaTrans TripTracker Appendix C Installation Convers
147. 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 e Trip Requests Summary VersaTrans TripTracker Chapter 1 Getting Started with VersaTrans TripTracker 19 e Billing e Employee Certifications e System Messages e Administrative Tasks Within these sections are links i e 15 items 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 To be scheduled 15 items 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
148. ing 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 amp Administrator s Guide VersaTrans TripTracker 9 13 Contents Chapter 1 Getting Started with VersaTrans TripTracket 1 Welcome to VersaTrans Trip Tracker eee eee keke ree k e kk ke ke k Kek rk kK 2 ne ifcl ei 8 pe lel elba May A rp 2g2mox 3 naze lel cl aige ala e ic A NN e z jajz H EEon M NnmnmnN or rr mre tT i 4 Starting VersaTrans TripTracker amp Setting Up Password Retrieval 4 Sefrleyina a LOSt PASSWOLC tne er in een tere ner en Te EN N n KI e NNN NN Ae ere ere 7 DEtHNS the SYSTEM OP HONS sesasine aeai Ra ieira 9 fered gig utere r Up ole e A E AER 16 Versalrans Trip racket Today eee EE E T E ote 17 Working In VersaTrans TripTracker Today u keke keke ke T Versa rans Drip Il Tacker Calendar 44 x0 a 4 y5 s 0505440 ainnexa y can n i Eaa 24 Selecting and Working with
149. ion amp Integration 325 6 Click The VersaTrans TripTracker Today screen displays See Working In VersaTrans TripTracker Today on page 17 VersaTrans TripTracker User s Guide 326 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 Itis required that you run the VersaTrans TripTracker conversion utility from a workstation that currently has Version 1 2 installed What Is Involved In Conve
150. ion 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 VersaTrans TripTracker User s Guide 336 VersaTrans RP TripTracker amp VersaTrans FleetVision Integration 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 Save 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 VersaTrans TripTracker Appendix C Installation Conversion amp Integration 337 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 Description field To match certification records within the VersaTrans RP application go to Path Tools gt
151. ion 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 VersaTrans TripTracker User s Guide 200 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 amp accounts The Batch User Creation Completed screen displays containing the batch creation results and export options as shown below Number of users successfully created l The user group assigned Number of employees Batch User Creation Completed that were not imported Wesu ts successfully 3 Users Successfully Created User Group Driver r5 employees were not imported successfully see error list below Andy Beaulieu EmployeelD 163 Employee already linked to a user account a bug EmployeelD 157 Employee already linked to a user account r Bartholomeux Boss EmployeelD 271 Employee alrea
152. ip 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 Admin gt System Lists gt Trip Locations 1 Follow the above path to display the System List Trip Locations screen System List Trip Locations Add a New Trip Location id a new f LocS the system Adad Hew Trip Locations total records found shew Inactive Active Name billing location only Blue Creek Elamentary Bus Garage VersaTrans TripTracker User s Guide SO Setting Up Trip Locations 2 Click to display a blank record Add a Trip Location Location Name Status Active Inactive Location Type r Street ddress1 eS Street Addrass2 FN DE DEN State Ern EID E Country Contact Name Directions Building w 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 Chapter 2 Working with the Records 8 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
153. 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 e Display TripTracker 1 2 record ID values during import e Delete TripTracker tables before importing e Display information about skipped records e 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 e Remember that your security settings could not be converted and you must recreate those settings Fora TripTracker standalone installation you need to run the TripTracker Configuratin Utility See Using the VersaTrans TripTracker Configuration Utility on page 312 VersaTrans TripTracker Appendix C Installation Conversion amp Integration 333 VersaTrans RP TripTracker amp VersaTrans FleetVision Integration Note You must have VersaTrans RP in order for VersaTrans TripTracker data to be integrated with VersaTrans Fleet Vision If you only have VersaTrans TripTracker and VersaTrans Fleet Vison integrating between these two products is not supported In order to initiate the integration
154. ists gt Charge Basis 1 Inthe System List Charge Basis screen click to display the blank search panel Charge Basis 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 Chapter 2 Working with the Records 49 4 Click Fixed Charges to display the Fixed Charges screen Charge Basis Fized Charges Fixed Charges Deseriotion Amount D Indude Ir Taxable Calculations Add Fined Charge Description Fined Charge garage fee State Border Amount 24 50 Update Fixed Charges Bo E 750 100 00 included Taxable k E 7 a a a Remove Remove Remove Remove Upate Delete Cancel 5 Enter a description of the fixed charge in the Description field 6 Enter the amount of the fixed charge in the Amount field 7 Click to add the charge to the list of fixed charges 8 Check INcLupe In CALCULATIONS to have the fixed charge included when calculating the charge basis and leave unchecked to have it not included 9 Check Taxas e 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 10 Clicking Remove in the same row as a fixed charge deletes tha
155. ivers 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 Check INcLuDE IN CALCULATIONS to have the default rate included when calculating the charge basis and leave unchecked to have it not included Check TAxaABLE 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 If applicable enter the MINIMUN CONTRACTED HOURS PER TRIP the guaranteed minimum number of hours per any given trip Click to add the new charge basis The new charge basis displays in the Systems List Charge Basis screen VersaTrans TripTracker User s Guide 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 gt System L
156. ker VersaTrans TripTracker employs a Graphical User Interface GUI This eraphical 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 e VersaTrans TripTracker Web application e VersaTrans TripTracker Conversion Utility e VersaTrans TripTracker Database Console VersaTrans TripTracker Appendix C Installation Conversion amp Integration 309 To install VersaTrans TripTracker 1 From the VersaTrans TripTracker Install menu select VersaTrans TripTracker Versalrans riptracker 9 9 Versalrans Trip Tracker Install NET 2 0 runtime ASP NET AJAX Library Microsof Report Viewer Setup SOL Server Express Versalrans Server Agent Wersalrans TpTiacker DD Versalrans TipTracker and Sample Databases Versalrans TripTracker User s Guide There Aigh when you an Begin Close 2 Click Begin You will see the following message while the installation program is loading rF InstallAware Wizard The Installdware Vizard is verifying the conbents of this setup package This may take a moment VersaTrans TripTracker User s Guide 310 What are the VersaTrans TripTracker Components amp How to Install Them When the installation program has finished loading the VersaTrans TripTracker Installation Wizard Welcome screen dis
157. king with the Records 109 Deactivating a Vehicle Record To deactivate a vehicle record Path Admin gt Vehicles 1 Click to display the blank search panel Vehicles a cine 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 Inactive in the Status field 5 Click to save your changes VersaTrans TripTracker User s Guide 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 licens
158. l keleya kn ern dec la len s s das nasi e aken 50 D actry atin ok Charge Basis yey nee a e Ke S NN SEDR AY N RAW 52 Setting the Default Charge Basis s anci nn dunkel Eo ue Nak nin aad 53 Setin Up the Invoice Charees niiiciil utes De A eee yA KA N ata 54 Addine an 1iiVOlce C TAL O yi c yl nn A cane vak nal n le yar n er HA r dale ni pa w ran b ka 54 Delala M lele den eeen rrr g0 56 Deleting an Invoice Chari Esopu eyan lll yadan y n di yane y n bac an deki k 57 De activating an Invoice Charge cincinnati naa 58 Showing Inactive Invoice Charge Records in the Invoice Charges List 59 methine Up tie Fiscal P l l005 a Wa NA n E o a KE ee Kel n e 59 Adding a iscal Periode tenisinin nok a K N Ar WENN VA n d w w n de k HE ea aioe 60 Editino a Fiscal Peri Cl sn kenan dkin ea zen d k o dad maa S RS kake a kak ar a NENAS N 61 Deleting a Fiscal erodes a la Macken E AR 62 Sene UPA COUN S origan R A rm 64 Adding Account KECOrd Serna a E EAN EM 64 EHN ACCOUN N COT Sacair drie a See ly eee somes ca ek ka ke red k b ev ee Beevan 68 Deletine an Account RECON sy xax cela ya a bendek n e e E saa kakae ke 70 Adding Contacts Requesters to an Account Record Eeere 71 Editing Account Record Contacts RequesterS E iEiiEEekk ek eee 72 Deleting Account Record Contacts Requesters ceeesessseeseeeeeceeeeeseeene
159. lay the System List Invoice Charges screen system List Invoice Charges Add a New Invoice Charge Define a new Invoice Charge Invoice Charges 9 total records found Hide Inactive Active Name Bus Wash Fuel Charge George Washington Bridge Lunch Tappen zee Bridge Tolls exit 24 2 Click to display a blank record 3 Enter the name of the invoice charge in the Name field 4 Enter the price of the invoice charge in the Price field Select Active 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 No if it is not The tax rate specified in the administrative system settings is used for calculations VersaTrans TripTracker User s Guide 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 gt System Lists gt Invoice Charges 1 Inthe System List Invoice Charges screen click to display the blank search panel Invoice Charges 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 VersaTrans TripTracker Chapter 2 Working with the Records 57 3 Select an invoice charge to display the Edit Invoice
160. lay the blank search panel rin Locations A N 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 Selecta trip location to display the Edit Trip Location screen Click Inactive in the Status field 5 Click to save your changes VersaTrans TripTracker 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 Admin gt System Lists gt Trip Locations gt Click Show Inactive in the Trip Locations screen to show the active and inactive records VersaTrans TripTracker User s Guide 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 Admin gt System Lists gt Trip Types VersaTrans TripTracker Chapter 2 Working with the Records 87 1 Follow the above path to display the System List Trip Types screen Sy
161. lays 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 gt System Lists gt Certifications VersaTrans TripTracker User s Guide 112 Setting Up Employee Records 1 Follow the above path to display the System List Certifications screen oystem List Certifications 4dd a New Certification Define a new certification or training type that can be activated for use in the system Certifications 21 total records found Hide Inactive Active Name L CDBL kl CPE B cele DIRR CERN w LPR II El CPR ITI w Defensive Driving e Defensive Tactics Ww EMT 123 VersaTrans TripTracker Chapter 2 Working with the Records 113 Add a Certification Complete the fields in the Add a New Certification screen Name Type the name of the certification in this field For example Driver Status Select either Active or Inactive Certification names which have been
162. le 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 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 t
163. led Driver Billing Messages Budget Warning Over Budget Payment Raceived no Complete 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 amp Email 257 2 Click a message type to display and edit the contents of a message For example click Budget Warning ver Budget to display a trip was over budget template This is the contact that would receive the email Message Type A Trip was OveyBudget Message template selected Typical Recipients Account Contact Available Fields Account ID v Insert Field Message el ne ate AccountNeme i Account ID BillingAddress RE AccountNare BudgetNumber j You are receiving this message because AccountNeame BudgetNumb r is nearing or has reached its limit of BudgetTotal You cannot schedule another trip without the Proper authorization Your current invoices total BudgetedInvoices and your currently scheduled trip invoices are stimated at i PudgetedEst innates Please contact the Transportation Office immediately regarding this matter Sincerely The Transportation Office Restore bata You may want to customize the me
164. lete 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 VersaTrans TripTracker User s Guide 142 Working with Employee Records Weekly Employee Run Time The number of hours per week that the driver is scheduled for regular runs Distance Availability
165. ll get a message that the driver is unavailable Viewing amp 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 VersaTrans TripTracker Chapter 2 Working with the Records 145 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 gt Employees 1 Follow the above path to display the Employees screen 2 Performa 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 Certifications to display the employee s certification information Calendar Certifications Required CDL CPR Mountain Driving First Aud Certifications Pay Rates Drug Testing Refusals Comment Log Completion Expiration Date Date sec Yes Tes Yes 5 01 2007 10 10 7007 Yes 7 01 2007 6 30 2008 VersaTrans TripTracker User s Guide 146
166. lomime a Trip SEQ Ek a s n ae ene N pan K e KN eee AD 217 Resubmitting a Rejected Trip Request y6i gana sy al 0y a Weke ad R A 218 Canceling a Tp REQUEST 2i kail aka k 219 Reactivating a Cancelled Trip Request E EEE EEE Eek eke K k e kek k kek 220 Pintdinea Trip Net 5U sl b ca ay e kab ekkakan ba baran a lea Wek ak l Saleke Ak nk 221 Finding a Trip Request Using the Basic Search keke 221 Finding a Trip Request Using the Advanced Search 222 Chapter 4 Generating Trip Report j 225 VersaTrans TripTracker Reports OV rV Wc E03 2064412 401444151a a dann l ras kan 226 Types OL REPO Snu Dr ick aed a seca E anata dept suauaiuentey 226 ISIS THA SIN COOLS eyne cn c n ye k eder ern Ne NAK OMA e Ke d31 ae n r r uss cease 226 ACCOUNTING RE DOL 5y u muna uz say k may a danar S NA dale kanek ak d n 227 Tap REDO 3n y RN r ikem eki aa ero evre da da taon 227 Employee RED OLS ka bu nlla kak baka W k na a k e nO ahaa ted De SN ber 228 Generatine the REPOS sa Kana ia yeee ki k dak E leala dedeni an kedeke NN 229 Saving and Using a Saved Report Search eee eecesseeseceseeeneeeseeeseeeaeeenees 232 Appendix A Setting Up Security amp Ema l 235 DEC DIV OL VOW Sa hc Ka a d Aran Keke WR ont bee alos ka a A eat Ki se
167. mp Deleting Calendar Notes 32 VersaTrans TripTracker 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 licki l A date with a bold outline indicates that there are trips on these days Transportation Department Calendar Calendar October 2007 zlohar r CUT Sun Han Tie Wad Tho f i if z zz z2a 24 25 2B 29 30 Jl Trip 44 Apple piding 33 Today 10 23 2007 November 2007 ran Tip Ez Art Hussin 2 be dec Sun Hon Tus Wed Thy Gecember 2007 Sum Hoan Tie Wed Thi Fi Colored dates indicate that there are Notes for these days See Adding and Editing Calendar Notes VersaTrans TripTracker User s amp 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 October 2007 Octobar v 007 w Forward Backward 3 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 October 2007 October 2007 Sun Mon Tue Wed Thu Fri Sat 7 B 9 10
168. mployee 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 amp Editing an Employee s Record on page 150Finding amp Editing an Employee s Record Employees r Remove Ald thew Empres Search Results Save Search Panel 4 Inthe 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 VersaTrans TripTracker User s Guide 154 Working with Employee Records 7 Select the desired search from the list and click Search Finding amp 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 gt Employees 1 Follow the above path to display the Employee s Search screen 2 Click the ADVANCED search tab Employees Dasit BAD HOVYanced Searc ondion Field Name Iperator Value Last Mame 15 equal Add to query Clear query Search Add N
169. n Blvd Latham NY 12119 157 mi about 2 hours 50 ming L Head southeast on British 249 it American Bhd toward Metroplex Pkwy Tum right at Airport Pork Qd mi Alwd 3 Turn right at Albany Shaker 2 5 mi Rd County Rte 151 Turn right ta merge anta I a 5 a L j a 4i T Es l F C eum t r reqesr screen FS Tewal Si FIF T r Navigation Controls Wo Origin Destinations See Attaching Trip Directions to the Trip Request See Using the Estimated Distance for the Trip VersatTrans TripTracker Chapter 3 Working with Trip Requests 185 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 1 Arrows Click the appropnate arrow buttons to move the wew north south east or west Click CA to retum to your original view 2 Zoom Click to zoom in on the center of the map Click t zoom out J Zoom sider Drag the zoom slider up or down to zoom in or out incrementally 7 To print the trip directions and map click Print to display the Print dialog 8 Choose a printer and click 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 Return to trip request screen You will s
170. n page 221 to display the Trip Request Trip Details screen 2 Click Cancel A comment box and Reject button are displayed Comments 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 VersaTrans TripTracker User s Guide 220 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 gt 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 J Reactivate A confirmation dialog displays Microsoft Internet Explorer 2 IF you have made all recessary changes to the Trip Request dick ok bo continue and Resubmit the Trip IF you need to make additional changes click Cancel EE 3 Click if you have made all necessary changes and the trip will be reactivated and returned to Requested status VersaTrans TripTracker Chapter 3 W
171. n 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
172. n the Status field 5 Click 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 Admin gt System Lists gt Drug Test Types gt Click Show Inactive in the Drug Test Types screen to show the active and inactive records VersaTrans TripTracker Chapter 2 Working with the Records 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 Search Results 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 Admin gt Employees 1 Follow th
173. nd locate the file that you want to import 6 Enter the row that you want to start at in the START aT Row field VersaTrans TripTracker Appendix B Backing Up Restoring amp 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 Vehicle Import Pre gilf 1 1 Gackepround Import Preview Please review the following mport samole for accuracy Special Model Operating License Other Equip Year Cost Plate TO Registration VIN Na Number Lontractor Lapacity Vehicle Status TEVN ea iw 68 y 2007 1 55 RMT 733 2345 VersaTrans TripTracker User s Guide 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 perf
174. nels 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 Batch User Creation Step 1 Select Employees for Batch User Creation Use the search tool to retrieve a set of employees to work with ee Basic Search Advanced First Name Employee T p UV i L I SBncalioan i gt La Uus l tg r Search For information on how to use the basic and advanced search see Finding amp 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 amp 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 User Name Format Password Format Assigned User Group Accounts select one or more Users can access all Accounts 222252484 156 1499445611239 10 Abalone County Abalone Township abe account test e mails Ambrose Society AndyAccount Art Department Athletic Department Create Users Select a User Name Format and Password Format If you use select the Generate Random Password opt
175. nformation to retrieve your password Enter your email address and click Search email aqo0ress address VersaTrans TripTracker User s amp Administrator s Guide S 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 More than one user was found with this email address a user from the following list Username eee en n m a 6 Click v and select a username from the drop down list 7 Click Select In order to retrieve your password please answer the following question Question What was your first car AmS vw er Retneve Password 8 Enter the answer for the security question 9 Click Your password has been sent to your email address 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 gt System Options 1 Follow the above path to display the System Options screen sy sem Options f i His ie i Holba 4i J 134 JHE retr o D PTA Sutim woo TA RA Gararal S n i Fran bi 2 Complete these f
176. ng and Starting the VersaTrans Server Agent 307 Installing VersaTrans TripTracker uE Eek kek k keke 308 Using the VersaTrans TripTracker Configuration Ultility 312 Setting Write Permissions for Reports 0 0 ee kerek kerek kek kek k K 318 Loading the VersaTrans TripTracker Sample amp Blank Databasee 320 Opening VersaTrans TripTracker amp Registering the Application U j 324 Converting VersaTrans TripTracker 1 2 Data kk ke keke 326 Overview of the Conversion Process sieren iiien aisa 326 What Is Involved In Converting My DaAt amp LE ek kk ek kek 326 VersaTrans TripTracker Table of Contents Preparing Your Version EA ald cen ne Dane N ne he e ea Ke E ARAN A KENA 328 What Information Cannot Be Converted lii eee kek 328 Cony i tt YOUT DA ayy l ye ber A KAK KE A KIT A KE n A KARA 329 Converting Your 1 2 Data to VersaTrans TripTracker 329 Post Conversion Che K S ase allen nikase i o D DE Nana dig tina N AK 332 VersaTrans RP TripTracker amp VersaTrans FleetVision Integratioan 333 petting Up ine Database Connec Hons ce kara a EN kek Gnaeus 334 Matching Cerica onm RECOrdS eas c2ssscpasncasetsoaisduaasesarasoacugasateiosasteaheneasduanntaetaess 337 Adding Editing and Deleting Cer
177. nitces 1 2 gt Dropoff Driver Laudon Jackson Dropof Vehicde 44 Pickup Driver ne Pickup ahide wt Fenway Park D 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 v and click on a driver s name to select it 18 Click the Pickup Vehicle drop down button ID to select it 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 and click on a vehicle s VersaTrans TripTracker Chapter 3 Working with Trip Requests 203 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 Trips gt Search Trips 1 Locate a trip request see Finding a Trip Request on page 221 to display the Trip Request Trip Details screen VersaTrans TripTracker User s Guide 204 Requesting a Trip 2 Select the Completion tab to display the Trip Request Completion screen Complet ion Enter the completion informatean Tar h vehicle grii JeFicle dd Yehice dd limes Trip Start ION 2 2007 6 00 AM Trip End 1G S007 4 00 PM Deshnatan 1 Art Museum Arrive 101 220
178. not have IIS installed you can install IIS from the Windows Installation CD To install Microsoft Internet Information Services IIS Path Start gt Control Panel 1 Click App or REMOVE PROGRAMS 2 Click App or Remove Winpows Components in the left panel of the window The Window Component Wizard dialog displays 3 Click on the Application Server entry and click the Detaits button The Application Server dialog displays 4 Inthe Application Server dialog click on Internet Information Services IIS and click the DETaILs button Select World Wide Web Service and click OK Click OK in the Application Server dialog box Click Next in the Windows Components dialog box oo St oe 2I Click Finis in the Completing the Windows Components Wizard 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 amp How to Install Them Downloading the VersaTrans TripTracker Installation Files 1 Goto the VersaTrans Web site at http www versatrans com support support_offerings cfm 2 Click on the Go to VersaTrans Knowledgebase link Y Go to VersaTrans Knowledgebase 3 Enter you
179. nt 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 e Field Trip Hours Awarded e Number of Trips Awarded VersaTrans TripTracker Chapter 2 Working with the Records 159 e Number of Refusals All of the rules are then used again to resort the drivers 4 Click when you have finished selecting driver assignment rules Creating a Template for Driver Assignment Rules To create a template for driver assignment rules Path Admin gt Driver Assignment Rules 1 Follow the above path to display the Driver Assignment Rules screen 2 Inthe top right hand corner of the screen is the Assignment Rule Templates box Assignment Rule Templates Save rules to a template Load rules from a template VersaTrans TripTracker User s Guide 160
180. nter 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 to save the data VersaTrans TripTracker Appendix A Setting Up Security amp Email 247 Changing Your User Profile To change your user profile Path Admin gt Change User profile 1 Follow the above path to display the Change User profile screen Change User Profile 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 VersaTrans TripTracker User s Guide 248 Security Overview If you have enabled password retrieval see Setting the System Options on page 9 the following screen displays Change User Profile 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 amp 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
181. ods Invoice Charges Job Categones Trip Locations rip Ypes The Administrative Tasks links bring you directly to screens that allow you to work with various tasks For example clicking System Options 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 amp Importing Data on page 261 For information on System Emai Options see Setting Up Security amp Email on page 235 For information on working with System Lists see Working with the Records on page 35 VersaTrans TripTracker User s amp 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 e 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 e Changing the Calendar View 31 Adding Editing a
182. oft Report Viewer allows you to process and render reports VersaTrans TripTracker User s Guide 304 What are the VersaTrans TripTracker Components amp How to Install Them 1 From the VersaTrans TripTracker Install menu select Microsoft Report Viewer Setup Versalrans Iriplracker 9 9 Ii VersaTrans TripTracker Install NET 2 0 runtime ASP NET AJAX Library Microsoft Re port Ye wet Setup SOL Server Express Versalrans Server Agent Versalrans Trip Tracker Versalrans Trip Tracker and Sample Databases Versalrans TnpTracker User s Guide Install Microsoft Report Viewer Redistributable 2005 required for VersaTrans Trip Tracker 2 Click EE When the installation is complete a dialog displays indicating that the setup is complete 3 Click Lu Einish 1 to close the dialog Installing SQL Server Express 2005 SQL Server 2005 Express Edition is a lightweight and embeddable version of SOL Server 2005 VersaTrans TripTracker Appendix C Installation Conversion amp Integration 305 1 From the VersaTrans TripTracker Install menu select SOL Server Express Versalrans Iriplracker 9 9 Versalrans Triplracker Install NET 2 0 runtime ASP NET AJAX Library Microso Report Viewer Setup SOL Serer Express Versalrans Server Agent Versalrans TipTracker Versalrans Trip racker and Sample Databases Versalrans TnpTracker User s Guide 2 Click BEGIN to launch the set up program
183. on 333 296 What are the VersaTrans TripTracker Components amp How to Install Them What are the VersaTrans TripTracker Components amp 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 amp 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 amp Integration 297 Installing Microsoft Internet Information Services IIS Before beginning the Microsoft Internet Information Services IIS installation you will need to have HS installed on the machine where you are installing VersaTrans TripTracker If you do
184. on for a Vehicle on page 102 VersaTrans TripTracker User s Guide 102 Setting Up Vehicle Records Viewing the Routin g 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 Admin gt Vehicles 1 Follow the above path to display the Vehicles screen Vehicles Add a New Vehicle Define an Add Hew Vehicles LU Total records Town Active VersaTrans TripTracker a JE E n 5i fe for use im the system L2345678910 Chapter 2 Working with the Records 103 2 Click ona vehicle to display the Edit Vehicle screen If routes have been assigned to this vehicle the Route Information panel displays Edit Vehicle Jehicle BS Stabus Active O Inactive kegistration No VIN Number License Plate Jther ID _Oontractor COLEN AN a Model fear i i i _ a atIL 35 Specia EQuU Hi O ves No Dperating Cast 00 d r Annual Capital Cast AM Driver Name FOUST KRISTINA PM Driver Name FOUST KRISTINA Foute Intormaha Route Description Driver Anchor Location Anchor Time Days 4 MAR4a FOUST KRISTINA MAMS 7 15 AM MT WHF 4 PRM2Za FOUST KRISTINA STMT 8 10 AM MIT WHF MarR FOUST KRISTING MAMS
185. on 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 writ
186. ons 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 Trips gt Search Trips 1 Locate a trip request see Finding a Trip Request on page 221 to display the Trip Request Trip Details screen VersaTrans TripTracker Chapter 3 Working with Trip Requests 197 2 Selectthe Directions tab to display the Directions screen Directions take amp left on 155 then a right on British Entering Dir ections jm rican Blyvd sfter first cross SZE make i 5 u IF thares are r rtir remata w left the fabled ation these will be la E na kis mip di Font held amp i ui ri rima r nln biz L E devas ty into the threc bons Heki 2 Imported from a file M om of Hia Falln aran formats Pi lain t t teri HMiz r Ward 1 Rich Tert rtf BPowerealrnt BETI Oie ari Ti na baz hear nie heer Sue a kz Taf sult Taran TH rir Tar T locaton may b reloaded using the link provided If directions were entered in the Admin gt System Lists gt 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 If directions weren t entered in Trip Locations type the tri
187. ontact information and budget information e Buildings This report provides details on all Buildings defined in the VersaTrans TripTracker system VersaTrans TripTracker Chapter 4 Generating Trip Reports 22 1 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 Reports 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 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 ina
188. 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 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 amp Creating a Template on page 156 Adding a Vehicle Record on page 97 Setting Up User Groups amp 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 VersaTran
189. orgot Password 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 Setup Password Retrieval Enter information needed for password retrieval ername jeng 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 7 11 Click The VersaTrans TripTracker Today screen displays 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 amp 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 t y e r Tyler s VersaTrans TripTracker User Name Password Registration Info Forgot Password 3 Click forgot password Enter the following i
190. orking with Trip Requests 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 gt Search Trips 1 Follow the above path to display the Trip Search screen 2 Click the Basic Search tab Trip Search Sesi ch Clai VersaTrans TripTracker User s Guide OP Finding a Trip Request 3 Clicking the _ sam _ button without entering information will display all trip requests 4 Fora 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 _ sach to display the trip request search results Search Results Trip ID Status Trip Name Reason For Trip Account Trip Date Time Requester 149 Fequested Tnmley Soccer Meet Amorase Socety 10 12 2007 12 00 00 AM Mcelroy E 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
191. orm the import again When your import is successful you will receive a message indicating how many vehicles were imported Import Vehicles From File Import Completed 1 Vehicles were imported from Copy of Vehicles AllFields txt Go to the system list Vehicles to view or edit vehicles 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 drop down list We will be importing vehicles for our example To import items using a delimited format Path Admin gt Import Utility VersaTrans TripTracker Appendix B Backing Up Restoring amp Importing Data 271 1 Follow the above path to display the Import Utility screen Import Utility Import Import a list of items from a file in fixed or separated format The imported items will then be avallable for use in the system Select an item to import lt select Table gt v 2 Click x and select Vehicles from the drop down list 3 Selected Delimited for the type of import For more information see Creating the Delimited Files Used for Importing Data on page 273 Type of import O Fixad Delimited Fila Path Start ak row pedfy the delimiter O Tab Semicolon e Comma Other specify 4 Click and locate the delimited file that you want to import 5 Specify the row number that the data in the file begins
192. ort 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 amp 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 VersaTrans TripTracker User s Guide 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
193. oyee 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 VersaTrans TripTracker User s Guide 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 amp Importing Data 285 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 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
194. p directions in the text box provided 3 i to use the Trip Directions Mapping Tool t to noel 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 VersaTrans TripTracker User s Guide 198 Requesting a Trip You can also copy and paste directions from another source or import the directions from a file in the following formats e Plain Text txt e Microsoft Word doc e Rich Text rtf e Excel xls e PowerPoint ppt e Word 2007 docx e Excel 2007 xlsx 5 Click and navigate to the txt file 6 Click and the directions in the txt file are imported into the Directions text box 7 Ifyou make a mistake and want the original directions from Trip Locations click Reload directions from Trip Location VersaTrans TripTracker Chapter 3 Working with Trip Requests 199 Scheduling a Trip Trip Request p LEH Gs ed 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 havin
195. pTracker User s Guide 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 Admin gt System Lists gt Certifications gt Click Show Inactive in the Certifications screen to show the active and inactive records VersaTrans TripTracker Chapter 2 Working with the Records 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 Admin gt System Lists gt Employee Titles 1 Follow the above path to display the Employee Titles screen System List Employee Titles Add a New Employee Title Define a new employee title that car Employee Titles 5 total records found Show Inactive Active Name of Title Bus Aide Bus Driver I Bus Monitor I Bus Monitor di Director of Transportabo VersaTrans TripTracker User s Guide 118 Setting Up Employee Records 2 Click to display a blank record 4dd an Employee Title Name tatus Active Inactive wo 3 Enter the name of the Employee Title in the Name field 4 Select Active for the statu
196. pTracker User s Guide 156 Working with Employee Records Specifying Driver Assignment Rules amp 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 Admin gt Driver Assignment Rules VersaTrans TripTracker Chapter 2 Working with the Records 157 1 Follow the above path to display the Driver Assignment Rules screen Driver Assignment Rules Select the rules to use for oedering drer assignment lists Aules may be ordered for consideration pesonty by using the up and down arrows
197. plays Pa mn Welcome to VersaTrans TripTracker 9 9 Welcome to the VersaTrans TrpTracker 9 9 installation The InstallAware Wizard is ready 1 fe to install YersaTrans TripTracker 9 9 on your computer Important Please close all running programs before you continue the installation Software Versalrans Tiplracker 9 9 Version 9 9 0 147 fo continue click Next 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 The Destination Folder dialog displays VersaTrans TripTracker Appendix C Installation Conversion amp Integration 311 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 The New Virtual Directory 6 Select your directory and click dialog displays The virtual directory name defaults to Trip1racker The default location for this directory is C Inetpub wwwroot triptracke
198. ployee Types En 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 Select an employee type to display the Edit Employee Type screen 4 Click netet Microsoft Internet Explorer Warning By deleting the record all assocabed records wil be deleted as well It is suggested that you change the record to Inactive instead By clicking OK you will delete the record Are sou sure you wank to continue x Ces 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 VersaTrans TripTracker User s Guide 127 128 Setting Up Employee Records records in the employee type list To show active and inactive employee type records in the employee types list Path Admin gt System Lists gt Employee Types gt Click Show Inactive in the Employee Types screen to show the active and inactive records Setting Up J ob 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
199. r 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 10 Close all running programs and click The Installing TripTracker dialog displays Wait for the installation to complete or click to abort the install i The Ready to Install dialog displays 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 Run VERSATRANS TRIPTRACKER CONFIGURATION UTILITY 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 RUN THE VERSATRANS TRIPTRACKER CONFIGURATION UTILITY Now You can run the conversion utility after you have restored the blank VersaTrans TripTracker database see Loading the VersaTrans TripTracker Sample amp Blank Databases on page 320 VersaTrans TripTracker User s Guide 312 What are the VersaTrans TripTracker Components amp How to Install Them TS 13 Click aaa Using the VersaTrans TripTracker Configuration Utility Once you have installed Vers
200. r 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 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 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 Express Trip Allows a user with the appropriate permissions the ability to request and approve a trip ina single function Trip is immediately ready to schedule Filter ing When you filter a list you remove the items that do not match a preset criteria
201. r 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 amp Integration 299 Using the VersaTrans TripTracker Installation CD 1 Insert the installation CD into the CD ROM and go to Start gt My Computer and doubl
202. racker 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 Contact First Name Contact Last Name VersaTrans TripTracker User s Guide 274 Using the Import Utility Table 1 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 VersaTrans TripTracker Appendix B Backing Up Restoring amp Importing Data 275 Table 2 AM Driver Employee No AMDriverlD PM Driver Employee No PMDriverlD 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 Employee ID EmployeeNo Social Security SSN Versa
203. rds by clicking Add New VersaTrans TripTracker Chapter 2 Working with the Records 41 Editing a Building Record 1 Inthe Buildings screen click 4 t display the blank search panel Buildings 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 Edit Building Acme Elementary Ea Building Number ontact First Name ontact Last Name tle 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 to save your changes VersaTrans TripTracker Chapter 2 Working with the Records 43 Deleting a Building Record To delete a building record Path Admin gt Buildings 1 Inthe Buildings screen click to display the blank search panel Buildings 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 netet 5 Click OK to delete the building record The record is deleted and it s name is removed from the Active Name list Ver
204. rg E i Periods Add Fiscal Period Selected Budget Periods 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 Chapter 2 Working with the Records TI 6 Click Add Fiscal Period i Edit Account h Ad Fiscal Period Selected Budget Periods Fiscal Budget Period Amount ToT u ee Li Li i 7008 i j r Li l i Update Budget Amounts gt 126000 00 0 00 0 00 Requested Scheduled Completed Pemaining Balance ees es ee Budget Amount Enter the amount allowed for in this budget item for this account Click Unoste Budget Amounts 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 VersaTrans TripTracker User s Guide 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 tr
205. ri screen to display the Mapping Tool Point to Point Driving Directions Origin han Parkar AS rd z 13125 Mineral Point Rd Fremtsh Destinations Ceestineations Address r Wathington HS rid HS i lt 5 Add RA cafe rections H E53 JE Fir Eii Retum to iri request screen f qle Origin s Location and Address 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 Add to add the destination information to the Destination Address box VersaTrans TripTracker User s Guide 184 Requesting a Trip 5 To remove a Destination Address click remove next to the corresponding information that you want to remove 6 Click Calculate Directions to display point to point trip directions and a map Estimated Trip Distance Point to Point Driving Directions Lise this tool to ashmate tip distances and to assist in deterring pont bor point direc tens Origin Location Adams ES 4 British American Boulevard L Destinations Destinations Address Luratbori Radia City Husi ews Han Agdre 55 Hadisa m Square harden Clear All Derine biena 1250 6th Avenue New Tork MY permie 4 4 Penna hard Plaza Mew York HY Pr m Va j Tre Distance 170 m 4 British America
206. rip Complete Trip Billed Invoiced and Trip Payment WAR Trip Complete Invoice Invoice Paid 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 Trip Request Status Unsubmitted Trit Sel obs evens Details ml Tabs for each stage of the Trip Request process Trip Request commands e VersaTrans TripTracker User s Guide 176 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 187 Sending Out a Trip Request for Approval 193 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 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 Trips gt Search Trips 1 Locate a trip request see Finding a Trip Request on page 221 to display the Trip Request Trip Details screen VersaTrans TripTracker Chapter 3 Working with Trip Requests 177 2 Select Irib Estimate to display the
207. rip Request on page 221 to display the Trip Request Trip Details screen VersaTrans TripTracker User s Guide 206 Requesting a Trip 2 Select the Invoicing tab to display the Trip Request Invoicing screen Tawoicing Inverse Dana Agongaggr n Accounts Add an additonal account Totes BEN DD naz xe DE Talk Account gt bo Bill Inwoite Amings DIERY 100 C al Driver Poy Rates Laugin Jack or Smithson John Charges Trip Charges Add 3 nea tip charge Description Quantity Cast Per Unit Total Feel for vehide 44 Greer Laucori Jatkan 50 00 650 00 Wahida Pate for vehocle 44 246 4 45 1 143 90 Weekend Hours Change for hide 44 dawer Laudan Jatkaa 26 4799 205 14 Driving Hours for vehicle 44 driver Lauwdon Jackson i H D 20 00 Sit Tene for vahide 44 driver Laudon Jackson 32 10 00 320 00 Cwermght Time tor veride 44 driver Laudon Jackson B 000 400 00 Fwal for vahide 904 drvar Smithson John 1 tan 80 00 Wekide Fate for vehecle O04 290 4 55 1346 50 Weekend Hours Change for vahide 904 driver Smithson John 26 7 59 205 14 Driving Hours for yehide 904 driver Sm heon John i 20 00 20 00 Sit Time for vede 904 driver Sman John a2 10 00 320 00 invoice Charges Adi on mrica harge from irt No charges available for this invoicg Trip Charges Sub Total 4 112 63 Invoice Changes Sub Total t Tag 0 00 Invoice Tutal 4 117 68 Invoice Date 0
208. rip 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 Symbols NET Framework installing 299 A Account adding driverstoan 74 Account Records adding 64 Accounts adding an approval name 162 deleting 70 editing 68 new user 244 Activity Types Index adding 91 deactivating 95 deleting 94 editing 93 showing inactive 96 Approval Paths addinganew 162 setting up 162 ASP NET AJAX Library installing 301 B Backing Up Using ToolMS 262 Backup restoring your data froma 264 Batch 1i 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 addinga 45 deactivating 52 setting the default 53 setting up 40 setting up the records 45 Comment Log
209. rity Date 10A2007 Seniority Rank n 2 Weakly Employee Run Time 0 00 Distance Availability 0 MlOriver DO monitor O Aide J ualifad for activity vehide DCl pposar in driver queue VersaTrans TripTracker Appendix A Setting Up Security amp Email 255 9 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 gt Message Templates VersaTrans TripTracker User s Guide 256 Setting Up Email 1 Follow the above path to display the Message Templates screen Message Templates Available Message Types Click a message type to view and edit the content of 4 message Trip Submitted Hew rip to Approve Top Approved Trip Rejected Trip Messages np Cancelled Trin Sc aduled New Trip to Schedule rin Schedu
210. rmission 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 e inetpub wwwroot triptracker customreports e inetpub wwwroot triptracker customsubreports e inetpub wwwroot triptracker importfiles e inetpub wwwroot triptracker images VersaTrans TripTracker User s Guide 320 Loading the VersaTrans TripTracker Sample amp Blank Databases Loading the VersaTrans TripTracker Sample amp 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
211. rn UMi iyan i at coe inant ata wen k d Sere A ai 2i ekes lan n ei k 267 Importing Items Usine a Fixed Format u k n uan ayn ar n Salek nan 267 Importing Items Using a Delimited Format E Eek keke 270 Creating the Delimited Files Used for Importing Data eects 273 Creating Fixed Width Files Used for Importing Data oo eeeeeeeneeeeeeees 280 Batch C Te dtlOn O 1 JS T Sa a ce yA pek sores deseo utesstco de Wn o keki ke aa n ie de d rik nak 287 Batch Assigning Employees to a User Group amp Accounts Eee 288 Using the Batch User Creation Log u eee keke eke kk k ke 291 Appendix C Installation Conversion amp Integration 295 What are the VersaTrans TripTracker Components amp How to Install Them 2 296 Installing Microsoft Internet Information Services 115 297 Downloading the VersaTrans TripTracker Installation Files or Using a CD 297 Downloading the VersaTrans TripTracker Installation Files 298 Using the VersaTrans TripTracker Installation CD jE UUU 299 Installing the VersaTrans TripTracker Components eee 299 Installing the ASP Net AJAX Library eke keke 301 Installing the Microsoft Report Viewer ce ceeceseessecseceeeeseeseeceeeeseeeeeeaeens 303 Installing SOL Server Express 20 5 44 e kereker k reke kk ke 304 Installi
212. rsaTrans FleetVision list and edit it to read 4740 to match the employee in the RP TripTracker list Click el Seve 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 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 Je to move it to the VersaTrans RP list or vice versa Click Save and the matching employee is moved to the Matched Employee list Click the i button when you are finished matching employees VersaTrans TripTracker User s Guide 346 VersaTrans RP TripTracker amp VersaTrans FleetVision Integration Adding Editing and Deleting Employee Records The table below describes the interaction between VersaTrans FleetVision and RP TripTracker employee records VeTSaTra S RP T VersaTrans FleetVision Add employee record Delete employee record Edit employee record VersaTrans TripTracker Employee record appears when you refreshes employee list Employee record is marked Inactive The employee record changes are visible once the RP TripTracker user saves change
213. rting 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 Appendix C Installation Conversion amp Integration 327 Connect to the empty database using the ToolMS See Loading the VersaTrans TripTracker Sample amp Blank Databases on page 320 Review your VersaTrans TripTracker 1 2 data to make it as complete as possible As a precaution backup your VersaTrans TripTracker 1 2 data and place it in a separate directory If you have archived data that you want to convert we recommend that you restore it after you backup your current data Open the VersaTrans TripTracker Conversion Utility and select the database you want to convert Specify the conversion options and convert your data Connect to the new database VersaTrans TripTracker User s Guide 328 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 ar
214. s VersaTrans TripTracker Chapter 2 Working with the Records 59 e In the System List Invoice Charges screen click to display the blank search panel Invoice Charges 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 Select an invoice charge to display the Edit Invoice Charge screen Click Inactive in the Status field Click to save your changes 5 ecords in the invoice charges list Path Admin gt System Lists gt Invoice Charges e Click Show Inactive 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 VersaTrans TripTracker User s Guide 60 Setting Up the Financial Records any other method used in your district Adding a Fiscal Period To add a Fiscal Period Path Admin gt System Lists gt Fiscal Periods 1 Follow the above path to display the System List Fiscal Periods screen system List Fiscal Periods Add a New Fiscal Period Define a new Fiscal Period Fiscal Periods 17 total records found Name Start End 2001 02 097 03 01 06 28702 2002 03 09 02 02 06 28 07 2002 03 09 02 02 06 27 03 O03 04 ogos 08 3104 2004 72005 09 01 04 08 31 05 2005 06 09 12 0
215. s 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 VersaTrans TripTracker User s Guide 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 Rep
216. s 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 gt System Lists gt Employee Titles 1 Follow the above path to display the System List Employee Titles screen 2 Click to display the blank search panel Employee Tithes i VersaTrans TripTracker Chapter 2 Working with the Records 119 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 Select an employee title to display the Edit Employee Title screen Edit Employee Title Mame Business Manager Status Active Inactive You can change the employee title name by typing a new name in the Name field You can change the status to ACTIVE or INACTIVE Employee Titles which have been checked as Active 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 After you complete your changes click to save your changes Deleting an Employee Title To delete an employee title Path Admin gt System Lists gt Employee Titles VersaTrans TripTracker User s Guide 1
217. s 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 Appendix C Installation Conversion amp Integration 317 Mail Tab Database Login Mail Mail server Wourmailserver Mail server login username Ba ceo a Mail serwer password send as address VersaTrans riplTracker yourmailserver com Test Mail 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 You can click ji to verify that the settings are valid When you are finished entering configuration settings click Configuration Utility VersaTrans TripTracker User s Guide 318 Wha
218. s 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 Admin gt Building VersaTrans TripTracker 1 Chapter 2 Working with the Records 39 Follow the above path to display the Buildings screen Buildings Add a New Building Manually add a new building to the system j k Aud Hew 199 Buildings 9 total records found show Inactive Active Name Albany High School Blue Creek Elementary CONCUITeNCY Check 5 Latham Ridge Elementary Shaker High School Shaker Junior High Schoo St 4mbrose School VersaTrans TripTracker User s Guide 4 Setting Up Building Records 2 Click Add New Add a Building Name Status Active Inactive Abbreviation j Address 1 Address 2 Building Number Contact First Name Contact Last Name Tithe Email Prone Fax 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 Add to save the new record 5 You can continue adding new reco
219. s all Accounts Di Abalone County DaAbalorne Township account test e mails Dl mbrose Society Art Department Dlsthletic Department Osthleti Dept Alb HS Athletic Dept SHS CD 4thletic Dept SJHS Dathletic Dept athletic events ww di naa gt Choose Secunty Question What is your mother s maidan name Answer Secunty Quast Confem Security Answer 3 Enter the username 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 m 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 m 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 Inthe 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 E
220. s and the FleetVision user refreshes the employee list Glossary of VersaTrans TripTracker Terms 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 over ridden by a system administrator Advance notice for trip requests Number of days in advance a trip must be scheduled This can be over ridden 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 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 Fo
221. s mapping tool Path Trips gt Search Trips 1 Locate a trip request see Finding a Trip Request on page 221 to display the Trip Request Trip Details screen VersaTrans TripTracker User s Guide 182 Requesting a Trip 2 Select Trip Estimate to display the Trip Request Trip Estimate screen Trip Request Status Approved ils Tip Estimate Er Trip Estimate Tig ID Departure Date 826 200 Destination Craig HS Distre Fastball St nd LiiTi Codonia HS Destination Calculations Cistance Rate 1 35 Direchons Schedulnc B Tip Ongin Parker HS Arrival Date Time 8 26 2008 9 00 00 Distance par Too Cirections Mapoing Tool Time Calculations a 26 200 a D AM Start Date Start Time Driving Rate Sit Rabe Owerneght Rate Total Estimated Expenses ai 00 Parking oO h Misc Charges Tolls Meats VersaTrans TripTracker B Return Date Return Time Oning Hours SIE Time Hours Cvarnight Hours for Trip A T 2008 9 00 00 A H B28 2008 11 00 00 AM i Total OQverneght 70 00 0 00 Hotel 0 00 Trap Hestory Number of Vehicles 1 Departure Date Thme 8 26 2008 6 00 00 PM Bs29 2008 1 00 00 PM 8 31 2008 11 00 00 AM J Total Total Tig Hours 1327 00 Total t Total St Total Time 1 149 70 50 00 Estimate Total S CG Trip Total 1 149 20 Chapter 3 Working with Trip Requests 183 3 Click Open T
222. s per k La 4 Type over the fields you want to change and check the associated checkbox if applicable Distance Rate Enter the rate per mile kilometer that will be used in the calculation of the vehicle distance cost for the field trip VersaTrans TripTracker User s Guide 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 to save your changes 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 Admin gt System Lists gt Charge Basis 1 Inthe System List Charge Basis screen click to display the blank search panel Charge Basis VersaTrans TripTracker Chapter 2 Working
223. saTrans 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 Admin gt Buildings gt Click Show Inactive 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 e Invoice Charge Records Additional charges that may apply to an account e 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 f
224. ssage and take out or add information to the template VersaTrans TripTracker User s Guide 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 AccountName will be converted to data defined on the trip assuming it is a field in the selection list 4 Enter the t 4e nuntName 1 AecountID codes so the system can pull that data directly from the account record 5 At anytime you can click to restore the template to it s default format 6 Click to save the template The resulting email might look like this From VYersaTransTripTracker versatrans corr Sent Thursday October 04 2007 6 19 AM To Linda Woodard Subject A Trip was Over Budget Parent Teacher Association z22 144 Main street Latham WY 1 811 RE Parent Teacher Association 1452 You are receiving this message because Parent Teacher Association 1452 is nearing or has reached its limit of 3 500 00 You cannot schedule another trip Without the proper authorization Your current invoices total 7 000 35 and your currently scheduled trip invoices are estimated at 111 25 Please contact the Transportation Office immediately regarding this matter Sincerely The
225. st 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 Chapter 2 Working with the Records 137 Select a drug test type to display the Edit Drug Test Type screen Edit Drug Test Type Name Alcohol Status Active Inactive Make the desired changes in the associated fields You can change the status to AcTIVE or INACTIVE Drug Test Types which have been checked as Active 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 After you complete your changes click to save your changes 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 gt System Lists gt Drug Test Types 1 Click 4 to display the blank search panel Drug Test Types a abn Carl 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 Inactive i
226. stem List Fiscal Periods screen click to display the blank search panel Fiscal Periods k 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 VersaTrans TripTracker Chapter 2 Working with the Records 63 4 Click _Detete 7 Microsoft Internet Explorer Warning By deleting the record all associated records will be defeated as well It is suggested that you change the tA record to Inactive instead By clicking OK you wil delete the record Are you sure you want to continue 5 Click OK to delete the fiscal period record The record is deleted and its name is removed from the Fiscal Periods list VersaTrans TripTracker User s Guide 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
227. stem List Trip Types Add a New Trip Type Manually add a new Trip Type to the system Add New Trip Types A 19 total records found show Inaeti Active Name Art Field Trip Athletic Event Band Competition Book Fair Bron zog Cheerleading Competition Choral Concert Dance Competition Educational Fund Raiser 2 Click to display a blank record Add a Trip Type Name E Status Active Inactive Enter the name of the Trip Type in the Name field VersaTrans TripTracker User s Guide 88 Setting Up Trip Types Select Active 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 gt System Lists gt Trip Types 1 In the System Lists Trip Type screen click to display the blank search panel rip Types 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 Select a trip type to display the Edit Trip Type screen Edit Trip Type Name lat Field Trip Status e j C Ti Nursel d kaa Update Delete Cancel 4 You can change the name and status of the trip type VersaTrans TripTracker Chapter 2 Working with the Records 89 5 After you complete
228. stem 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 VersaTrans TripTracker User s Guide 210 Requesting a Trip 15 Click to display the print preview screen Maran T aira T lpT aeker lnwolow hike Mike ai Trip it T Trip llama Aquarium Trip Dato AT BIE T Amin ose Sk lan 106 Chien Rd Latham DESCRIPTION TAXABLE PRICE QUANTITY TOTAL Webicle 1 Distante Change No 4 65 J5 Sers Vehicle 1 Driing Hours No 0 00 10 s0 00 Webicle 1 Weekend Hours Charge No 7 89 10 76 90 __T ip Total 82a Pleate Kie you are fe eponcibhle tor 65 00 of this invoice 157467 Fried On 10 0 82007 1 1 C Pre P l of 2 i 16 Click to send the invoice to your printer 17 Click G and save the invoice in PDF fromat VersaTrans TripTracker Chapter 3 Working with Trip Requests 211 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 Trips gt Search Trips 1 Locate a trip request see Finding a Trip Request on page 221 to display the Trip Request
229. t System Lists gt Certifications 1 Click 4 to display the blank search panel Certifications 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 to save your changes VersaTrans TripTracker Chapter 2 Working with the Records Deleting Certification Records To delete certification records Path Admin gt System Lists gt Certifications 1 Click to display the blank search panel Certifications K AF j ul 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 neet Microsoft Internet Explorer 115 y Warning By deleting the record all associated records will be defeated as well It is suggested that you change the st record to Inactive instead By clicking OK you will delete the record Are you sure you wank to continue esa 5 Click OK to delete the certification record The record is deleted and its name is removed from the Active Name list VersaTrans Tri
230. t 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 VersaTrans TripTracker Chapter 3 Working with Trip Requests 179 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 ov
231. t are the VersaTrans TripTracker Components amp How to Install Them 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 Database Login Mail Integration Districts can now integrate Tyler s YersaTrans TripTracker with Tyler s MUNIS Financial System Integration will be enabled when the correct MONIS URL is entered below 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 e ASPNET for Windows Server 2000 and Windows XP e 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 Appendix C Installation Conversion amp Integration 319 subdirectory on the web server For imports files are temporarily stored in a subdirectory on the web server Failure to have this pe
232. t charge VersaTrans TripTracker User s Guide 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 to add the new or changed fixed charges to the charge basis 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 gt System Lists gt Charge Basis 1 Inthe System List Charge Basis screen click to display the blank search panel Charge Basis 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 VersaTrans TripTracker Chapter 2 Working with the Records 51 3 Select a charge basis to display the Edit Charge Basis screen Edit Charge Basis haroe RASIS xed _harges Wa Charge Basis on active Inactive CJ tndude In Calculations Taxable ndude In Calculations Taxable Ouse driver s rate Distance Rate n Include In Calculations riTa ale n Jse driver s rate CJ indude In Calculation Overnight Rate Pitsxsble LI 64 drivers rate CU Indude In Calculations Weekend Rate CJ Taxable Ouse driver Minimum contracted hour
233. tabase 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 amp Administrator s Guide 4 Welcome to VersaTrans TripTracker Microsoft SQL Server Express 2008 Has limits on the maximum database siz amount of RA M 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 amp Integration on page 295 The VersaTrans TripTracker Installation Conversion amp Integration Guide is also included on your VersaTrans TripTracker CD Starting VersaTrans TripTracker amp Setting Up Password Retrieval After installing VersaTrans TripTracker see Installation Conversion amp 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 lt VTTTserver gt lt virtual directory gt For example if you install
234. tallation does not check for drive space please make sure you have adequate drive space e 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 gt Programs gt VersaTrans Suite gt VersaTrans TripTracker gt VersaTrans TripTracker User s Guide 330 Converting VersaTrans TripTracker 1 2 Data VersaTrans TripTracker Conversion Utility Versalrans Triplracker Conversion Utility version 9 9 0 build 11 TrieTracker RP Connection Settings TripTracker 1 2 Connection Settings Mstwork Library Def auk Control directory C Program FilesiVersaTrans Suke TripTracker BDE Version Wot instaled Curent Cata Director a Test Data Directory The conversion log and warninglerror log Files wall be writen bo the TT data directory The conwersion log files vill be named convert log and coreert rth The warningpenor log will ba saved as error lec and error rtf Import Data view Data Query TT Data Corwersion lag Warring and Error Massages Conversion options 1 Inthe 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 VersaTrans TripTracker 2 Appendix C Installation
235. tch User Creation Log Date User Group Of Users lasar 4 4 2008 11 50 54 AM Kristen_Emp 1 View Details 4 4 2008 11 25 43 AM Clerks 1 View Details 4 4 2008 10 25 21 AM Clerks 1 View Details 3 Make a selection from the list and click View Details to view associated User information Number of The User Group that the user The data and time the user users created was assigned to as created Details forhatch user creation 4 4 2008 10 25 21 AM Password 7VAIF 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 Export Tu CSV a Export To Excel REV Note You also have the option of opening the CSV file in an Excel spreadsheet VersaTrans TripTracker Appendix B Backing Up Restoring amp Importing Data 293 5 Select the location where you want to export the file and enter a name for the file 6 Click VersaTrans TripTracker User s Guide 294 Batch Creation of Users VersaTrans TripTracker Appendix C Installation Conversion amp Integration Topics In This Appendix What are the VersaTrans TripTracker Components amp How to Install Them 296 Loading the VersaTrans TripTracker Sample amp Blank Databases 320 Opening VersaTrans TripTracker amp Registering the Application 324 Converting VersaTrans TripTracker 1 2 Data 326 VersaTrans RP TripTracker amp VersaTrans Fleet Vision Integrati
236. the Basic Search on page 151 3 Click Pax Rates and then click the system displays the Pay Rate Entry box Add New ae l Monitor v Hourly Rate Sit Rate Overnight Veekend Rate Rabe Ach Cancel Job Category Hourly Sit Overnight Weekend Driver 15 00 6 00 25 00 ee OO Edit 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 button The pay rates entered are displayed Job Category Hourly Sit Overnight Weekend Driver i5 00 6 0 25 00 22 00 Edit 7 Click Edit to update the employee s pay rate Entering an Employee s Drug Testing Information To enter an employees drug testing information Path Admin gt Employees 1 Follow the above path to display the Employees screen VersaTrans TripTracker User s Guide 148 Working with Employee Records 2 Performa 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 Drug Testing and then click Add New the system displays the Drug Testing Entry box Calendar Certifications Pay Rates Drug Testing Refusals Comment Log Test Mame Test Date eee 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 to select a date from the calendar
237. the salary detail section Adding a J ob Category To add a job category Path Admin gt System Lists gt J ob Categories VersaTrans TripTracker Chapter 2 Working with the Records 129 1 Follow the above path to display the System List Job Categories screen system List Job Categories Add a New Job Category Manually add a new Job Category t the system Job Categories s 14 total records found Hide Inactive Active Mame Aide Assistant Assistant I Driver Gym Instructor Hall Monitor Kitchen Aide Locker Room Attendant Mechanic Monitor VersaTrans TripTracker User s Guide 130 Setting Up Employee Records 2 Click to display a blank record Add a Job Category Mame Status Active Inactive 3 Enter the name of the Job Category in the Name field 4 Select Active 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 J ob Category To edit a job category Path Admin gt System Lists gt J ob Categories VersaTrans TripTracker Chapter 2 Working with the Records 131 Click 4 to display the blank search panel Job Categories A Enter a job category in the Search
238. 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 VersaTrans TripTracker User s Guide 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 Admin gt User Setup 1 Follow the above path to display the User Setup screen User Setup Add a User Create new User 3 unt to give a person access i nE t ter Add New Users total records four 5 ict la zi Active Name 3 liT li andy Sil jones Ars Smith Ed McElroy eric Jahn Kirk James Ee ristenh VersaTrans TripTracker Appendix A Setting Up Security amp Email 245 The User Setup screen lists all the Users currently available in the system 2 Click to display the Add a User screen Add a User Usma Password Password Verity Status Active Inactive E i Optionall Select an employes that this user login core spands to TIPLE Group i Accounts User can acces
239. tification Records 339 Maintenance and Transmittal of Certification Records 340 Matching Veni le RecOrds ini a hilt Kira OK G DL EN 341 Adding Editing and Deleting Vehicle Records ii er 342 Matching Bim ployee RECOnd Si unes ea nee ei Ae N er y K he Ke kaka 344 Adding Editing and Deleting Employee Records 346 Glossary of VersaTrans TripTracker Term 347 Vil VersaTrans TripTracker User s amp Administrator s Guide Vili Table of Contents VersaTrans TripTracker Chapter 1 Getting Started with Versalrans TripTracker Topics In This Chapter Welcome to VersaTrans TripTracker 2 System Specifications 3 Installation Instructions 4 Starting VersaTrans TripTracker amp 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 anywher
240. tivity vehicle and Appear in driver queue must be checked in the Employee Record VersaTrans TripTracker Chapter 2 Working with the Records 75 Note 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 multiple names to add those driver s names to the account and display them as shown below Name Anenti Todd Remove 15 Jen Remove es Kira Remove Laudon Jacksor Remove Elroy E Remo 123 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 gt 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 VersaTrans TripTracker User s Guide 76 Setting Up Accounts 3 Click on the Budget Periods tab Edit Account ERZEN Genera Contacts R questers we
241. trip request process To view a history of the Trip Request Path Trips gt Search Trips 1 Locate a trip request see Finding a Trip Request on page 221 to display the Trip Request Trip Details screen VersaTrans TripTracker User s Guide 214 Requesting a Trip 2 Select the Trip History tab to display the Trip Request Trip History screen Trip Details Trip Estimate Directions Scheduling Completion Invoicing Payment Trip History Trip History Date Time Status Comment Username Email Log LO 10 2007 11 31 AM Requested Top Submission admin 4 Emaile 10 11 2007 2 47 PM Requested admin mail 10 11 2007 2 50 PM Approved admin gt Emails 10 17 2007 1 52 PM Scheduled Trip Scheduled admin 7 Emails 10 17 2007 3 30 PM Completed Tnp Completion admin 5 Emails LO 1e 2007 11 02 4M Completed inp Completor Linda w 5 Emails Woodard Linda 10 18 2007 12 33 PM Awaiting Payment Avditing Payment admin 3 Emails 10 18 2007 1 50 PM Partial Payment Partial payment admin 3 Emails 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 2 Emails 2 Emails Date Time Address Fm 10 17 2007 1 52 PM ed mcelroy versatrans cam E 10 17 2007 1 52 PM kathy ziarko versatrans com A panel displays containing the Date Time the email was sent and the address that the email was sent to
242. ts 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 Niame 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 amp 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 VersaTrans TripTracker User s Guide 282 Using the Import Utility Table 8 Screen Name AM Driver Employee No PM Driver Employee No 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 VersaTrans TripTracker Appendix B Backing Up Restoring amp Importing Data 283 Employees Table 9 Screen Name First Name Last Name Employee ID License Social Security Employee Title Empl
243. u 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 gt Programs gt VersaTrans Suite gt Common gt 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 amp Importing Data 263 In the VersaTrans Database Console check the server name and verify there is a saved value for username and password Click the Connect button and the connection is established Click the Run Backup button in the left side of the console to display the Run Backup screen E Versalrans Database Console for SOL Sorver version 1 0 7 build 106 Run Backup using Versalrans Server Agent Chalabi aT TT i Used bp Veisa Tiare AP HB awikur fila E Bark r Dalsbase je 210 2005 4 27 PM 00a 4 00 39 FM 6444 2102008 1 43 09 PM 20200 1 49 31 FM e5 9526458 VTEK Backed up by Versal rane Backup i 2es 2ni3 a ti 3i PM 2 25 2008 OP am Janw al PM 2 19 2008 P Git 212008 4 0 33 PM 2 11 2008 400 45 FM ETH 22008 hP 2 4 2006 4 00 34 PH ETH R200 200 20 PM
244. x A Setting Up Security amp 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 gt User Groups VersaTrans TripTracker User s Guide 238 Security Overview 1 Follow the above path to display the User Groups screen User Groups Add a Group Create 4 ew LI Senne group Add HEW User Groups 3 total records townd Mame Acministrator Annroyer Driver Monitor RL DD ReQUeESTEr Superintendent Transportation Clerk lTransportanon Director The User Group screen lists all the User Groups currently available in the system 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
245. 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 Trips gt Search Trips 1 Follow the above path to display the Trip Search screen VersaTrans TripTracker 2 earch Results Trip ID 149 Status Reguesteg eee a i a i a L Chapter 3 Working with Trip Requests 223 Click the ADVANCED search tab Trip Search Approwr Mime is equalto finki En pany Select the field you want to search on from the Fi eLp Name drop down list Field names include PPROVER Name Driver NAME REQUESTER NAME SCHEDULED Darte TRIP Name Trip STATUS and TRIP ID Select an operator for this criterion from the Operator drop down list Operators include s EQUAL Is NOT EQUAL S LESS THAN IS LESS THAN OR EQUALTO IS GREATER THAN IS GREATER THAN OR EQUAL To IS BETWEEN IS IN IS NOT IN DOES NOT CONTAIN DATA and CONTAINS DATA 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 Click Atte query The Condition field becomes active allowing you to select a condition AND or OR and if desired continue entering criteria to the query When you are finished entering criteria click searet The Search Results panel displays the trip requests that match the query Trip Name Reason For
246. your changes click to save your changes Deleting a Trip Type To delete a trip type Path Admin gt System Lists gt Trip Types 1 Inthe System Lists Trip Type screen click to display the blank search panel rin Types K AF rm 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 _Detete 7 Microsoft Internet Explorer Warning By deleting the record all associated records wil be deleted as well It is suggested that you change the Waa record to Inactive instead By clicking OK you wil delete the record Are you sure you wank to continue cn 5 Click OK to delete the trip type record The record is deleted and its name is removed from the Trip Types list VersaTrans TripTracker User s Guide 00 Setting Up Trip Types Deactivating a Trip Type To deactivate a trip type Path Admin gt System Lists gt Trip Types 1 Inthe System Lists Trip Type screen click to display the blank search panel rip Types 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 Inactive in the Status field 5 Click to save your changes Showing

Tyler`s VersaTrans TripTracker® User`s & Administrator`s

Contents

Download Pdf Manuals

Related Search

Related Contents

Tyler`s VersaTrans TripTracker&reg; User`s &amp; Administrator`s

Contents

Download Pdf Manuals

Related Search

Related Contents

Tyler`s VersaTrans TripTracker® User`s & Administrator`s