TRAINING FOR EXECUTIVES

Printing Reports:

After generating any report, you will be taken to a print option screen. Your choices are:

Y – Print To print the report right then

N – Don’t Print

P – Preview To look at the report on the screen

S – Save As

O – Open With To open the report to manipulate/save on your hard drive

E – Email

R - RTF File

Preview the report before printing to save paper

If the printing option defaults as Open With, that means the report is a .csv file, which is a file that can be opened as an Excel spreadsheet.

If you print a report but it doesn’t fit on your paper correctly, this is a work around:

At the print option screen, select Open With. Click File, Save As. Browse to a folder of your C drive. Close out of the document.

On your computer, open the report. It should open in Wordpad. Click Edit, Select All. Change the font size from 10 to 7, which is the default font size for CCC documents. You can now either print your document, or resave it with the smaller font.

Warehouse versus your branch:

If you want information only on people, programs, or transactions done in only in your branch, you would want to select your branch.

If you want to see activity from all branches, choose the Warehouse.

Monthly Financials Detail Report:

This is the detail, line by line report of your GL #’s.

From your main menu in CCC, select Monthly Financials-Detail
Enter your Saved Criteria File name (assigned by the finance department)
Enter Period Start Date as the first day of the current year
Click OK.

Monthly Financials Summary Report:

This is a summary of income vs expenses

From your main menu in CCC, select Monthly Financials-Summary
Enter your Saved Criteria File name (assigned by the finance department)
Make sure the Period Start Date is correct
Click OK.

Membership Unit Count:

This report will list the past 12 months' membership numbers broken down by membership type.

Select either the Warehouse or your branch
Select Optime, then click on the Membership Reports tab.
Select Monthly Memberships by Type
Enter at start month and year (0107 for January 2007).
The end month will automatically be 12 months later
Select if you want to list billing members only or everyone in the household
Click OK.

Membership Retention Report:

This is a report of 13 month retention broken down by membership type

Select either the Warehouse or your branch
Select Optime, then click on the Membership Reports tab.
Select Membership Retention
Enter your start month and year, keeping in mind that you want to cover 13 months
Enter your end month and year
Select if you would want to include only billing members
Click OK

Membership MTD/YTD Stats Report:

This report will show monthly/yearly new, renewed, cancel members

Select either the Warehouse or your branch
Select Optime, then click on the Membership Reports tab.
Select Membership MTD/YTD Stats
Current system month and year information will appear on the screen.
Select if you want to include on billing members
On the Membership Selection tab, you can select which membership types you want to include on your report, or leave blank to include all.
Click OK.

Gate Activity Report:

This report will list each gate scan. The last page of this report shows total allowed and total denied access, plus which branch that member was from

Select Optime for your branch. Click on the Report tab.
Click Gate Activity
Enter the starting and ending date ranges
If you want, you can enter a specific ID, or leave blank to include all.
Click OK

Facility Usage Time Report:

This report will list each member that has visited and what time of day. The bottom will total scans by time of day, so you can see what your busy times are.

Select Optime for your branch. Click on the Report tab
Click on Facility Usage Time Report
Enter your start and end date range
Click OK

Members Not Using Facility:

This report will list name, address and phone of members who have not visited the Y in the past # of days you select. Also shows date of their last visit.

Select Optime for your branch. Click on the Report tab
Enter the Inactivity Days, up to 99 days
Select if you want to check all family members
Select if you want to only include the billing members
The default sort is address, you will probably want to change that to name
Click OK

Program Code Format:

All programs should be entered into the system using the following guidelines:

There are 12 spaces available for your program code.

Your program code needs to go from most general to most specific as you read it.

_____ / _____ _____ / _____ / _____ _____ _____ _____ _____ _____ _____ _____

Branch department Y/A description

Y/A = Youth or Adult program

Description needs to be generic to specific. For example, if you are wanting to enter fall soccer for pre-K, you would want to enter : soccflpk for your description. This program for Jones branch should be 2spysoccflpk, NOT 2spypkflsocc.

By using proper and consistent formats in the program codes, it makes it easy for everyone to search for and report on your programs.

Fall soccer at Jones for 1st grade could be: 2spysoccfl01.

Try to reserve the last to characters in the description to denote grade level, day of the week, etc.

Wildcard feature for running reports:

To use the wildcard feature in the system, use * in place of characters. For example; if you want to print all program codes for Hollister, you could enter 5* in for the program code.

If you want to print all youth sports for Hollister, you could enter 5SPY*

The more characters you enter before using the *, the more specific your report will be.

Program Master Report:

This report will print total registered, total dollars collected by program code

Go to Optime in either your branch or the Warehouse
Click the Program Options tab
Select Program Master Report
Enter the starting and ending session (sessions are year and month that the program begins: ex; 08jan)
Enter part or all of the program code you want to report on (see using wildcard feature above)
Click on the Advanced tab
I generally select to include expired programs on the list and Yes to include inactive rosters
Click OK to run report

Program Roster Report:

This is a roster report of all people registered for a program or list of programs.

Go to Optime in either your branch or the Warehouse
Click the Program Options tab
Click Program Roster Report
Enter beginning and end sessions
Enter all or part of your program code
You can select from the different roster formats listed, but the default is fine.
On the Advanced tab, click to select Expired Programs, and Yes for Inactive
Click OK.