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GMS 6 User Manual - Special Olympics

1. In addition to all of the information about each person the following fields from the background checks themselves will be included in the export file Vendor Effective date Expiration date Issues Reference Checks Concepts GMS helps you send reference check letters to help assess the suitability of your Individuals Send one or more of these to prospects GMS will do the mail merges and track the results for each You ll find the tools used here on the Applicant screening panel of the main GMS 6 screen Reference Checks GMS 6 Manual Page 145 Entering Reference Check Requests Enter reference check requests from the Background checks panel in the Profile Editor 1 Click on Enter a new background check then select Background reference check 2 Enter information about the person providing the reference This will be used in generating the reference check letter a GMS 6 mer mmm Settings Reference checks Minimum date Properties 2 Methods Ag Took all Clear settings Design report Calculated fields Detail filtering sorting 3f Defaults Set as default report 5orting Sort 1 Name no page break Add sort Q nee About this tool Calculated fields help Set default report help Report designer help Basic report help 3 Click Save to save this request The information here is for the reference not the Individual Using the reference check
2. Enrolling People in Training Courses People can be enrolled in a class from either the Person Editor or from the Training Courses in the Setup menu From the Person Editor select Training on the left margin and follow the menus out to select a course you are offering From the Training course setup right click on any course and select See the course s registrants From there use either the Enroll a person link or the Find people to enroll link Only the registrant statuses Complete Registered Pending Failed Unconfirmed Waitlist and Incomplete count against a courses enrollment capacity as you have defined it in the course properties If you want to change the STATUS of a individual enrolled in a course right click select This training record and change the status If you move someone from the waitlist into the course choose Pack waitlist under the Tools menu to renumber the waitlist Enrolling People in Training Courses GMS 6 Manual Page 174 Training Manager Concepts The training manager lets you search for people who have gone through or are registered for training courses The people listed here can be in different courses on different days When to use this tool To send letters to or print mailing labels for people based on their training registrations Change the status of multiple training records at once across different courses Delete training registrations en masse Y Vsys One vsy One Traini
3. 10 Enter a report title 11 Click Print to run the report Games GMS 6 Manual Page 54 Exceptions issues Adams Christopher L 111031948 Missing photo Entrant iz marked inactive General Assignment on 0104 2011 10 00h conflicts with assignment on 01042011 D8 00 5h Alberts Agnes J TON 471883 hissing photo Entrant is marked inactive Alvares Camilla L 04 0411 854 hissing photo Entrant iz marked inactive Amato Stacie F 08 0911 351 Missing photo Anderson Carolyn C 10071953 Missing photo Entrant iz marked inactive Ashby Edna C 1181561960 Entrant iz banned and not allowed to participate Missing photo Entrant iz marked inactive Barnes Darwin D 0112201955 hissing photo Entrant is marked inactive Bass Steven 5 08 2611 953 hissing photo Batchelor Jackie J TON 81973 hissing photo Bell Doug M TOM 275198510 hissing photo Entrant is deceased Bell Jim K 10718 1955 Missing photo Henfer Mark 0512311951 Missing photo Entrant is marked inactive Berg Jahn C 12219870 Missing photo Bera Lilia D p210501 977 Missing photo Entrant is marked inactive Birmingham Lucille S 12 03 1858 hissing photo Birmingham Lucille S 12 03 9858 hissing photo Hlaunt Alicia D 021011982 hissing photo Entrant iz marked inactive Baden Jahn oO 42571 355 hissing photo Boisvert Mary J 01105 14946 hissing photo Boyd Patricia O 090171964 Missing photo Braun Callie B 372471 384 hi
4. Encryption Encryption is the process of encoding data so that it can be read only by the intended audience The encryption system in GMS uses two keys an encryption key available to anyone and stored in the database and one or more decryption keys which are private and allow their holders to decode the data What it does for you Secures certain parts of your data from unauthorized access while allowing any user to enter data Where you ll find it In background check requests and results as well as optionally in Athlete Medical certifications Do I need it If you store any private information in background check requests or results absolutely Need more See the section Create and Manage Data Encryption Keys page 184 for a thorough description of how GMS manages encryption Known bad address A known bad address is one associated with a person but one you know is not a valid address What it does for you Lets you keep the bad address on file without actually using it This lets you avoid re entering the same bad address again later but still know that this address is bad In the address editor change the status link at the top of the address to Invalid General advice Use this instead of deleting an address until you ve gotten a known good one to replace it Need more See Bad phone number page 288 for a similar concept applied to phone numbers and e mail addresses Known bad addresses will not be used on repor
5. Filter entrants by group Filter entrants by type Include hours from other projects Locations na Filter Jobs ino Filter Min date Max date 02 01 2020 02 28 2010 Auto kioskfmeb checkout Earliest start Latest start Min duration Max duration 12 00 AM 12 00 M T ok a Hh a o Y m Supervisor ino Filter Add another filter Get ibems to update Bulk Value Updater GMS 6 Manual Page 157 3 Click on the add a field to be changed link to bring up the first set of change steps 4 Under FIELD TO BE UPDATED choose Bonus duration and change GET VALUE FROM to Duration 5 Click Save Field editor Field to be updated Bonus duratian Operation Assign the value of another Field Get value From Duration Bulk Value Updater GMS 6 Manual Page 158 Click on the add a field to be changed link again to configure the second change This is what we described as chaining values page 157 first one set of changes are made and then the next Under FIELD TO BE UPDATED choose Bonus duration and change it by multiplying it by 0 50 8 Thenclick Save again Field editor Field to be updated Bonus duratian Operation Number multipl Multiply o5 Save Cancel 9 Click on Get items to update Verify that the hours records shown are the appropriate ones 10 If they are in fact correct click on Run to update these hours records Bulk Value Updater GMS
6. The addition of the DELETE ALL OF THESE DEFAULTS VALUES checkbox at the top Edit the fields as appropriate To remove all default values for this certification type check the DELETE ALL OF THESE DEFAULTS VALUES checkbox Changes made here do not affect any existing saved certifications only newly created ones will appear wit these values Contact Flags Concept Contact flags are used to indicate ways in which specific Individuals should or should not be contacted When to use Use them when doing mail merges printing mailing labels or sending e mails to filter out people who don t want to be contacted Contact flags can also be used to show how a person wants to be contacted For example you could define the contact flag Send newsletter to designate people who want to receive newsletters How to use Right click to add all BUILT IN contact flags or click Add contact flag to create a new one of your own Options here will show up as a drop down menu options in the Additional data panel of a person s record There are several built in contact flags which you cannot change or delete e g Do not call Do not e mail and Do not mail Caution Deleting a contact flag removes that contact flag from all people who currently have it Contact Flags GMS 6 Manual Page 212 Custom Fields Concepts Custom fields are user defined fields of different types You can associate custom fields with different types of people creati
7. Because these values are updated sequentially meaning that the first value in the list is updated followed by the second then the third etc you can make multiple changes to a single field For example you can copy the value from one field to another field then add ten to it Or you can add some items to a checklist in one step then remove others in the next Bulk Value Updater Example In this example all Individuals who work Emergency jobs will get 5096 of those worked hours as bonus hours GMS lets you do this using the Bulk Value Updater in the User tools panel Note that bonus hours can be automatically calculated using Bonus hours crediting rules we re just using this as an easy to understand example 1 Within the Bulk Value Updater set ITEMS TO UPDATE to Hours and ACTION to Update records 2 Putfilters on your hours to select just the appropriate records in this example the job group Emergency and the time window il S VSys One CEs Woe One Bulk value updater b Tale Settings Changes to be made Items to update Bonus duration Assign the value of another field Duration Load save settings Action Q Help Update records Help fado Field to be changed About this tool mina rr fanno Search knowledgebase Exclude people with these Flags Archived Banned Deceased Placeholder Status Applican Bonus duration Number multiple 0 5 remove Filter entrants by gender Filter entrants by age
8. Description Replaces the existing value with one that you enter here For numeric fields sets them to zero For checklist fields removes all checked values For all other field types erases them sets them to blank For checklist fields only adds additional checked items to the existing list of checked values For checklist fields only removes these items to the existing list of checked values For numeric fields adds this value to the existing one For date fields adds this number of days to the existing value For numeric fields subtracts this value to the existing one For date fields subtracts this number of days from the existing value Multiplies the current value by the one you enter For text and memo fields does a simple search for existing text values then replaces the matching value with the new value which can be blank Adds text to an existing string or memo field Copies the value from another field to this one only fields of the same or compatible type will be shown as options For date time fields like Start for assignments changes only the time portion of the existing value to the one you select For date time fields like Start for assignments changes only the date portion of the GMS 6 Manual Page 156 only existing value to the one you select Assignments which are associated with job slots cannot be updated here since they derive their values from their job slots Chaining Values
9. Phone Lists Report These simple reports are designed to print the phone numbers for people who meet your criteria Remember e mails may also be stored in the phone fields You ll find them globally and within specific Games on the Reports panel When run from inside of a they only include people in that Games When to use this report To give it to your recruiters Tocontact people to notify them of Games delays or changes To make thank you calls after an event Steps in this task 1 Click on the Phone list link from the Reports panel A A me Phone list report Settings Groups no filter Properties People types A Tools no filter Clear settings E Only people on selected lists Design report Exdude people who are Calculated fields ae E a Banned Deceased Status Inactiv z Detail filtering sorting Print options Suppress people marked Do not call Print to f Defaults Screen Setas default report QJ Help About this tool Calculated fields help Set default report help Detail filtering sorting help Report designer help Basic report help These reports look at all of the people in the system and print their phone numbers You can filter the people by group type volunteer type etc as well as set how the people are sorted Never show this hint again g Phone Lists Report GMS 6 Manual Page 93 2 Set your filters GROUPS DELEGATIONS PEOPLE
10. Profile Editor and Person Lookup Major overhaul in the look of the Profile Editor Popup hints for people now include the person s photo an job associations Entrant photos can now be extracted from PDF and loaded from PNG files Added the ability to send letters directly from within a person s profile In the person lookup tool you can now drag amp drop files directly onto a person to add them as attachments to that person When copying someone s name and address to the clipboard now also includes the company name for the person if present Changes to a person s Date started Inactive date an Date active are now tracked as transitions Communication Basic mailing labels now default to excluding people marked as Do not mail Training Added the new training statuses Excused and Incomplete Training records now have the property WAITLIST POSITION Training courses now support multiple instructors these instructors appear as students with the status of Instructor Only the registrant statuses Complete Registered Pending Failed Unconfirmed Waitlist Incomplete now count against a course s enrollment when calculating how many people are in the course Added a new training course properties Anonymous enrollment for when you know a group is coming but the specifics are still unknown STATUS of the course itself confirmed cancelled proposed etc and COMMENTS Automated training reminders can
11. system person from all Games deletes all assignments custom fields applications certifications addresses etc and cannot be un done once completed Not recommended Comments and images for Associates any number of pictures and comments with this person this person Attachments GMS allows you to attach files to a person for example their scanned application or a Word file containing a reference from an employer Use this to add edit delete and work with these attachments See tracked changes Shows all changes made to this person when and by whom Only available if tracing is enabled De duplicate merge with If you have the same person in GMS more than once use this tool to combine the another person selected person either with somebody else on this list or to search for the person to combine with Print a report for this person Shows a list of the built in or saved reports based on people page 90 Prints that report just for the current person Copy name and address to Copies this person s name and address to the clipboard for you to paste into the clipboard another application Show checkboxes Click this to show a checkbox next to each person on the list Show columns Add or remove visible columns from this list e g you can show each person s e mail address and Individual type as columns to this list Select All None Reverse Selected people Print mailing Prints mailing labels page 73 of any type for just these
12. 09 21 2007 08 20 2007 08 06 2007 06 20 2007 1 i 1 i i 1 i 1 Version 1 5 0 6 1 0 12 1 6 2 0 1 6 1 1 1 5 5 6 1 5 5 U 20 15 ao 3 D a 1 0 5 102 1 0 1 1 0 0 Check for Program Updates kind DonWwnNaGRADE Dow MaR ACE DOWRMNGREADE DOWRNGREADE DOWRNGRADE DionmWwnNaERADE Dow MORACE Do MORACE Di MGR ACE Dio MGR ACE Di MaR ACE DonWwWwnNGRADE DOnWwNGRADE DOWMNGRADE Current version 1 6 0 16 Description This update brings vau back to an older version This update brings vau back to an older version This update brings you back bo an older version This update brings vou back to an older version This update brings vou back to an older version This update brings vou back to an older version This update brings vou back to an older version This update brings vau back to an older version This update brings vau back to an older version This update brings vau back to an older version This update brings vau back to an older version This update brings vau back to an older version This update brings vau back to an older version This is our First major update adding the v5vs Security Manager background auto updates of Sws itself added to a complete rollup of all of the updates since GMS 6 Manual Page 180 3 To install an update click on its description then on the Install button Depending on the specifics of the version you re downloading you may get a confirmation message Note the e
13. 3 Take exit 14 For 1 95 Geo Washington Bridge toward Cross Bronx Expy 178 5t go 0 4 mi 4 Keep left at the fork Follow signs For 1 95 5 George Washington Bridge Mew Jersey and merge onto US 9 5 George Washington Bridge Entering Mew Jersey ga 2 2 mi 5 Take the NJ 4 I 95 5 exit toward Hackensack I 80 Mew Jersey Turnpike go 0 2 mi amp Take exit 724 to merge onto NJ 4 Y toward Paramus go 6 9 mi T Exit onto NJ 17 M go 14 5 mi 8 Merge onto I 287 NJIMJ 17 N via Ehe ramp on the left to 1 87 N Y Thruway Entering Mew York Field name Description DESCRIPTION Description of the location Locations GMS 6 Manual Page 224 COMMENTS AND IMAGES FULL DESCRIPTION LOCATED WITHIN POSTAL CODE HANDICAPPED ACCESSIBLE PLACEHOLDER LOCATION ASSIGN LATITUDE LONGITUDE COORDINATES LATITUDE LONGITUDE Get coordinates from postal code Get coordinates from address Show on Google Maps ASSIGN ADDRESS DIRECTIONS Sample Locations Attach comments and images such as photos or maps of the location Normally location names print showing their full hierarchy e g Troy RPI Library Room 308 If you put a different description here e g RPI Library 308 that value will print in its place The parent site for this location Entering a postal code lets GMS try to determine its coordinates and is used in searches Check if this location is handicapped accessible If this location exists solely to hold other locations chec
14. Adding a new user 1 Click on the Add new user link on the left hand side 2 Usethe person lookup tool to find the user as an existing person or create a new person as appropriate Clicking on the person s name will select him If a person is already on the list of users the person lookup tool will not show that person even if you enter his information 3 Enter a USER ID and PASSWORD then the same password again in the VERIFY PASSWORD field To have GMS automatically assign a random password click on the Assign a random password link Check the Enabled box to allow this user to log in 5 Assign general security rights inheritances and Games specific rights Click the Save button to return to Security Manager Tip You can t have more than one user with the same user ID If you try to make one GMS will prevent you If you manage to import one using the Interactive File Importer or other tools neither of the people with that user ID will be able to log in Tools These show on the left side of the screen Add new user Opens up the standard person lookup tool Use this to find an existing person and make him a user You can also create brand new people here Disable security Enable security Turns GMS security on or off Clicking on this brings up a login dialog you must log in here as a superuser in order to change security s status Security Manager GMS 6 Manual Page 242 Security options Opens the Security options page 2
15. Certifications include background check requests and results Action can hold Create C Update U Update create Delete or d These fields are not case sensitive and indicate what IFI should do for this type of certification Specifying Create will always make a new certification with this data unless the person is not allowed to have more than one of this type of certification in which case it will fail Update will only update an existing certification of this type it will fail if the person does not have one Update create will update an existing one if present otherwise it will make a new one Delete will delete an existing certification 1f present and fail if the person does not have one In the case of Delete if more than one is present IFI will work with the one which matches the effective date specified if provided otherwise it will work with the first one it finds You can import multiple types of certifications each with a different action since each action is associated with a specific type of certification General When importing a record which involves a location you can specify the location using either its hierarchical value e g Troy RPI Union Room 308 or by its friendly description RPI Union room 308 as designated in the location s FULL DESCRIPTION field Lists Action 1 Action 2 etc can hold Add a Delete or d Thes
16. If the person has no relationships yet this panel will be hidden Click on the Relationships link on the left side to add one Relationships 5 Add relationship Relationship Motes Parent of Sabina 7 7 amp 5 s Donor of Local charitable organization Former spouse of Ae xz a valid 01 01 1998 through 07 15 2006 Employee of Bespoke Software Inc If the Relationships panel is present click the Add relationship link to add a new relationship Click on any existing relationship to edit it right click on a relationship to add a new one edit or delete an existing one Relationship Editor William Cornett is Supervised by Find a person Type in a name Anthony Y Smith Only applicable between specific dates 01 01 2008 to 12 31 2008 Comments Profile Editor GMS 6 Manual Page 26 The first field defines the relationship from the current person s perspective and the second field is the person or group to which the person is related The relationships listed as options will vary depending on the circumstances group specific relationships e g Employer Employee won t show when you re working with a person person specific relationships e g Employee Employer only show when working with a person Relationships which work only within a Games e g Games coach Athlete only show when working within a Games To edit the related person or group click on the button You ll get a menu like Find a group
17. _ Require mixed case passwords Require numeric characters in passwords Prevent use af dictionary words as passwords Even with numeric prefix suffix Even mixed case words Prevent inclusion of first last names in passwords MINIMUM PASSWORD LENGTH Any password must have at least this many characters REQUIRE MIXED CASE PASSWORDS Every password must have at least one lower case and one upper case alphabetic character REQUIRE NUMERIC CHARACTERS Every password must have at least one numeric digit PREVENT USE OF DICTIONARY WORDS Passwords may not contain any of the words in the current spell check dictionary Unless EVEN WITH NUMERIC is checked numeric prefixes suffixes on a dictionary word bypass this rule Unless EVEN MIXED CASE WORDS is checked mixing the case of the characters in the word bypasses this PREVENT INCLUSION OF FIRST LAST Disallows the user s first and last names from his passwords NAMES Security Options GMS 6 Manual Page 238 Password Expiration and Re use These options prevent users from re using old passwords and automatically expire current passwords Not applicable if domain authentication page 237 is enabled Password expiration and re use Prevent password re use Remember how many passwords 3 Caseinsensitive Ignore non alphabetic characters when checking similarity Automatically expire passwords After how many days 45 Notify users of pending password expiration at 2 gt
18. 1 Identify one of the copies to be combined together using the person lookup tool By personal data on the Person Lookup panel 2 Right click on one of the duplicates and select De duplicate merge with another person about halfway down the menu If the other copy is on the search results list right now select On this list otherwise Not on this list The Person De dup Wizard comes up Click the Next button 4 Onthe Find second person Select second person screen if you selected On this list all of the people on the search list from before come up Select the second copy of your person here Otherwise the person lookup tool shows Use it to find and select the second copy of your person 5 Click the Next button to get to the Which person to keep screen Choose which of these two copies will be kept The one not chosen will be deleted with his information transferred to the copy which is kept Click the Next button to get to the Finish screen 7 Read the summary of what will be done If all is correct click the Finish button and GMS will combine these people together Otherwise click Cancel to abort the process or Back to change your options 8 After clicking Finish GMS brings up the retained person in the profile editor Make any changes necessary here You ll probably find duplicated addresses and phone numbers and possibly other issues which need human correcting Caution If you combine duplicate people using GMS 5 impor
19. Administrator 2 licenses in use Refresh Only users in the current database using the same serial number are listed here Mixing and matching for example evaluation serial numbers and purchased serial numbers will result in only seeing here the users who are using the same serial number as the logged in user Concurrent Users Monitor GMS 6 Manual Page 183 Create and Manage Data Encryption Keys Concepts Encryption is a way to encode sensitive data so that only authorized users have access to that information Encryption keys are used to protect and restrict designated data from unauthorized access Using encryption keys you can secure data even from people who work directly with the data and have access to the database Data that is encrypted can then only be retrieved using the appropriate decryption keys GMS 6 uses a special form of encryption called public key encryption It allows data to be entered and secured without the user being able to read that data later the encryption key is available to all users but only those with a decryption key can read the data The decryption key is then stored on a physical disk or a USB flash drive not in the database itself Decryption keys which decode the data can be created and used by specific individuals such as administrators to read the secured data These keys are protected by the use of a passphrase and that passphrase can be revoked at any time even if you canno
20. All records in certifs 4 283 recovered All records in comments 2 450 recovered All records in courses 56 recovered All records in creds 0 recovered All records in entries 521 recovered All records in events 0 recovered All records in groups 8 recovered All records in hours 59 134 recovered All records in interviews 14 recovered All records in letters 1 397 recovered All records in lists 1 565 recovered All records in locations 6 recovered All records in mandates 2 recovered All records in memberships 0 recovered All records in money 37 recovered All records in nindex 14 555 recovered All records in options 297 recovered All records in option values 4 297 recovered All records in people 2 126 recovered All records in relationships 17 recovered All records in reports 19 recovered All records in schedule 0 recovered All records in slots 2 817 recovered All records in surveys 10 recovered All records in tags 3 112 recovered All records in trace 20 920 recovered All records in training 509 recovered All records in transitions 31 recovered All records in zips 44 492 recovered Databases GMS 6 Manual Page 269 Connecting GMS to a Database Getting started Open the setup databases tool from either of two places Clicking on the GMS databases link from the Administrator tools panel From the database selector screen when you first start GMS click on Setup databases from the T
21. Banned People Report Northeast McMahon Amy 069 1974 Female 123 Main Street Other Schenectady NY 12345 Naughty evil Zoot set alight the grail shaped beacon Ban expires 12 31 2011 Northeast Coach Basic Mailing Labels Concepts GMS has easy to use tools for printing mailing labels on standard label types with just the recipients names and addresses Basic Mailing Labels GMS 6 Manual Page 72 Printing Basic Mailing Labels Getting started From the Letters mail merges and mailing labels panel on the GMS main screen or from within a Games click on Basic mailing labels When printing labels from within a Games if a person is registered in the Games more than once he will have a label printed for every delegation that he s in GMS6 GMS 6 gt Basic mailing labels with custom filters J E rs Ei s J d o oo 5 m je Settings Load E For labels going to 2 people with a shared address print Preferred address any Save just one label Properties Label type Left nudge Top nudge A Tools US Address 5160 o EE Clear settings a Exdude incomplete addresses Calculated fields Tahoma 3 ly Exclude records without a matching address Detail filtering sorting Name to use known bad addresses are always exotded Normal nam Source criteria sf Defaults a B Exdude contact flags Exdude people with these flags Set as default report Do not mail Banned Deceased Status Applic
22. Custom Column Report Formats cin ad 117 Advanced Custom REO ds qo ERR nas muerta e ROI Ima cM ME MUI M EU ois UP UE DN 118 Rue rudi PC T 118 REPO B pui 119 Applicant Screening 134 Backotound Check Nu sd udeussla Vassily easter eae advan 134 Enter Backeround Check Requests i roe Mou E Neu ute aia 134 Seded 136 Inte IN COED aaa ias 138 Customer and Technical Support GMS 6 Manual Page ii GMS 6 Draft October 9 2011 Request Results HandltHb a scu cessent sol esdn ut essa t bs e cud Planes crooiencaiians 140 Exceptions RepOoLS vidad roa anesssansadeaeh EE OAA AeA Egoi 142 backeround hec KRepOfFEs siorram nsan Eee E EOE 144 Backeround Check EX POMS RENT RI TE 145 RE E Rie d E E EA T E E S EA EO T E anes EOS A HH 145 Entero Reference Check Regie SES erreca aAa E AA 146 Banned PEOD aaa NU 147 Panne Recon OO aa a 147 Banned People R DO S aena A a 148 User Tools 150 Advanced EXDOBE Euroaren E a a rta radios 150 Bulk Value Updater airada nilo digita 153 sins the Bulk Value Updater usara lo isidro idas 154 New Vale S EEE E E ncaas seta eeet A E 156 Chano VAMC T di doi 157 bulk Value Updater Example adi 157 Interactive Pile dmporter IED aers ai Ld Pod UE denies 160 A NS 160 A E MI EUM E EE du M A 161 jv C A q gn 162 IET NIodui
23. Ea Person Type Striri Ea Deceased Bool Ea Image Grap Ea Code Striri Ea CodeShort Strin Gay Gender Strim Gay Nationality Stri Ea Age Intec EB Place of birth Strirw ER Pasenar eiimbhar Cirio UM 111 Height 0 GMS 6 Manual Page 119 Report Groups You can place groups into your custom report to organize your data Each group has its own header and footer and the header and footer are only printed once for each unique value as the report goes through the pipeline For example in a report based on Individual hours where you want them organized by delegation you d make a report group based on Delegation and put the delegation s data in the header of the report In the body of the report include the hours fields you need Then in the footer of that group if you want totals place calculated fields to total the hours for that delegation To place overall totals put calculated fields in the footer of the report itself Tip Subreports page 131 are full fledged reports of their own and can have their own groups within them Create and edit report groups from the Groups menu item on the Reports menu amp Group Jo Groups People Company Add Groupli People Code Insert Delete Break Un f Data Field f Custom Field On Group Change iw Start new page Reset page number w Reprint group headers on subsequent pages Lancel Field name Description GROUPS To make a new g
24. Games GMS 6 Manual Page 40 GAMES DESCRIPTION GAMES GROUP APPLICABILITY DELEGATIONS reports An optional detailed description of the Games If you ve defined one or more Games groups you can filter and sort Games by the one selected here GMS 6 only Games will not appear in GMS GMS only Games will not appear in GMS 6 All systems Games will appear in both GMS and GMS 6 Checking groups on this list creates those groups as delegations in the new Games Sports and Events screen 3 SPORT AND EVENTS Select the Sport s and Event s that will be offered in these Games Roles and Dates screen 4 New Games Wizard Roles and dates Roles allowed in games Athlete Coach Unified Partner How many times may the same person be in this games More than once but only in different delegations Games start date Games end date E On the second and later registrations show a warning box Effective date for calculating ages B location Default honest effort threshold Games owners ROLES ALLOWED IN GAMES HOW MANY TIMES MAY THE SAME PERSON BE IN THIS GAMES ON A SECOND AND LATER REGISTRATIONS SHOW A WARNING BOX GAMES START DATE GAMES END DATE EFFECTIVE DATE FOR CALCULATING AGES Games Games team members None selected One or more roles that people may play in this Games More than once but only in different delegations a person can be registered in this Gam
25. It also means that any changes made to a person in one place affect that person everywhere change Jim Doe to James Doe from within a Games and his name is changed everywhere in GMS all at once Finding People by their Personal Data You can search for people in GMS using many different criteria Personal information page 11 Address phone and e mail page 14 Distance from a postal code page 15 Other searches page 15 Using advanced criteria page 35 Finding People by their Personal Data GMS 6 Manual Page 10 By Personal Information Let s begin by entering the family name Go to the Person lookup panel and click on By personal data name date of birth address phone number e mail address etc 1 GMS6 of 2 GMS 6 gt Person lookup amp Lookup method By name constituent or basic ID Personal information Address phone e mail See everyone in groups See everyone in system hs Tools Clear criteria Load save criteria ue l Show checkboxes Deceased Status Inactive Status Rejected Status ve Create a new person hato Marne DOB Gender Perso All groups Q Help 5 Alen OrvinRayme 09 08 1951 Male Athlete NA Team USA Colorado About this tool FI Use this search tool to find people based on their identifying information name gender and date of birth address phone number and or e mail address More complex searches can be done to identi
26. List and Checklist Hints 215 List Manager 166 Loading Reports 69 Location Information 224 Locations 223 Login Notice 239 Lookup Method Options 228 Make a Local Backup of GMS 6 in Another Folder 188 Mapped Field 109 Mapped Image Field 110 Mark Bad Phone Numbers and E mail Addresses 34 Master decryption key 291 More Keyboard Shortcuts 255 Moving Around Within GMS 5 N Name Prefixes 226 Name Setup Options 227 Name Tags Badges and Credentials 168 New Values 156 NexusDB 266 273 Not Just For Phone Numbers 255 Notes on Banned People 284 Notes On Fields and How They re Interpreted 164 Page 297 O Object Renaming 229 On the right click menu 13 Oracle 265 272 Other Lookup Methods 15 P Passphrase 291 Password Expiration and Re use 239 Password Requirements 238 Password Self Changing 240 Past Games 29 People 10 People Filters 37 People Report 91 People report pipeline 124 People Reports 90 People Summary by Group and Type Report 92 People Summary by Group Report 92 People Types 230 Person Lookup 164 Person Lookup Tricks 255 Person type 291 Personal data 19 Phone Lists Report 93 Phone numbers report pipelines 127 Photo Resize Tool 190 Pipelines 121 Portrait Photo 31 Post Printed Letters 74 Print Options 66 Printing Basic Mailing Labels 73 Profile Editor 18 Project Associa
27. On the right click menu Right click on a subject on the list to modify its properties or perform other actions Add Creates a new subject Edit Edits the description and default validity period for this subject Merge with Merge together two subjects another subject Delete Deletes this subject Training GMS 6 Manual Page 57 You cannot delete any subjects for which there are one or more courses Caution Changing a subject s default validity period does not change expiration date on the courses already created with this subject but changing the description of the course does affect those already created courses Training Records Training records come in two kinds those associated with a training course and standalone records which are not connected to a training course Both track the same information but a record associated with a training course gets its date duration subject and location from the course and updating the course updates all of the training records in that course For example if you are offering a basic First Aid course you would set up the course page 233 and the training record would be completed for the Individual from completing the course However if a Individual brought in a certificate of CPR certification from an outside class you would create a training record not associated with a course to capture that information You can work with a person s training records from within their Profile Editor t
28. Otherwise if the person is in the Games GMS will move the assignment to the person s current delegation 3 If the person is not in the Games at all the record will be reported in the processing log for manual verification E mail addresses with leading or trailing spaces or semicolons E mail addresses associated with people may have leading or trailing space characters in them which can cause problems when they re used with the E mail Robot In some other cases imported e mail addresses from other programs can have semicolons at the end of the e mail address usually entered to make copying and pasting them into Outlook easier For both of these cases the E MAIL ADDRESSES WITH LEADING OR TRAILING SPACES OR SEMICOLONS TOOL will find e mail addresses like this and automatically correct them removing any leading spaces plus any trailing semicolons or spaces Special Table Tools GMS 6 Manual Page 198 Setup System Preferences Concepts System preferences are various settings which affect how you use GMS 6 Some of these settings are global meaning they affect all users and are stored in the database Others are local meaning they only affect the people using the same GMS ini file Display Various user interface settings Setting DISPLAY STYLE Description Changes the color scheme that GMS 6 uses BACKGROUND IMAGE On many lists GMS displays a background image which helps you know where you are FADE This value edits ho
29. Set this up in the definition of each certification page 29 Expiring Certifications Reports GMS 6 Manual Page 87 Invalid Addresses Reports Printing lists of people with their valid addresses is easy there are filters for that everywhere but where do you get the addresses which are known to be invalid When to use this report What Individuals have bad addresses Steps in this task 1 Click on the Invalid addresses link from the Reports panel GMS6 GMS 6 gt Invalid addresses report E Load Save Properties Y Tools Clear settings Design report Calculated fields Detail filtering sorting sf Defaults Set as default report Q Help About this tool Calculated fields help Set default report help Detail filtering sorting help Report designer help Basic report help Settings Invalid addresses Groups no filter People types no filter Exdude Banned Deceased Status Inactive Status Rejected Status Address types no filter A Exdude people if they have other valid addresses Sorting Sort 1 Group 4 with page break Sort 2 Mame no page break Add sort Print options Print to Screen Invalid Addresses Reports GMS 6 Manual Page 88 Set filters on GROUPS PEOPLE TYPES exclude archived inactive etc people 3 Choose the type s of addresses to include Check EXCLUDE PEOPLE IF THEY HAVE OTHER VALID ADDRESSES to exclude from this report peo
30. Total 963 Skills Administration Office 3 17 Child Care 0 1 Tip Fields which can have multiple values like SKILLS can total to more than 100 Tip If you see a group of something like WURF57A5WM46HJPG as a group name you have people with no group This can happen if the group is deleted but not the members To find these Individuals use an Intellilist with all the Individuals in your database then subtract the ones that have valid groups Demographics Reports GMS 6 Manual Page 85 Expiring Certifications Reports This will report on certifications of any kind with a set range of expiration dates plus other criteria you specify This can be run for only one kind of certification at once but very easy to use When to use this report Whose TB test is about to expire Whose HIPAA training did expire Steps in this task 1 Click on the Expiring certifications link from the Reports panel Settings Expiring certifications generic Sorting eae sE Sort 41 Name no page break Expiring certifications Add sort Properties Certification type Y Tools Academic Standing Expiring between and Clear settings A menaa Design report 08 10 2011 07 12 2011 Calculated fields Groups a Detail filtering sorting no filter Print options Print to d Defaults People types 3 Screen no filter Set as default report Q Help A Only people on selected lists Excdude people who are About this tool B
31. Un check it to disable it 3 Foreach type of object that you want to rename enter both a singular and plural name For example if you re renaming Games to Special event enter Special event in the SINGULAR column and Special events in the PLURAL column To return an object to its original name just leave the field blank 5 Do the same on the Addresses and Phones tabs providing a new name where applicable or leaving it blank to use the built in term 6 Click on the Save button to commit your changes After saving your changes GMS 6 will need to shut down for the changes to take effect Caution Injudicious use of object renaming can confuse your users either accidentally or by intent Yes you could rename all objects to George and while this would probably be very entertaining they may hurt you as a result Large scale renaming may also slow down the Bespoke technical support when trying to assist with an issue People Types Concepts GMS comes with a list of 12 built in types of people You can t add new ones here but you can disable or change the names of existing ones to suit your needs How to use Setup people types by clicking on the People types link from the Setup panel Click on any person type to change its properties S VSys One amx Wye One People types setup Q Help Help About this bool Search knowledgebase People Types People types Person type Coach Familv member
32. XML was barely an idea let alone a standard To store multiple chunks of data in a memo column GMS uses what we internally label a parameter list basically one field per text line with each line prefixed with the field name and a colon For example awardSchedule 1 delegHierarchy Y gamesOwner 0000700000000000 hh thresh 195 maxAge 0 minAge 8 NoBibs N ruleGroup S GMS only does this for tables which it and GMS have in common otherwise it stores the data in XML SEARAMETERLISI PARAMETER NAME awardSchedule TYPE string VALUE 1 PARAMETER NAME delegHierarchy TYPE string VALUE Y PARAMETER NAME gamesOwner TYPE string VALUE 0000700000000000 gt PARAMETER NAME hh thresh TYPE string VALUE 15 gt lt PARAMETER NAME maxAge TYPE string VALUE 0 gt lt PARAMETER NAME minAge TYPE string VALUE 8 gt lt PARAMETER NAME NoBibs TYPE string VALUE N gt lt PARAMETER NAME noReqVolAvail TYPE string VALUE N lt PARAMETER NAME ruleGroup TYPE string VALUE S gt lt PARAMETERLIST gt While both surely look like G r eek the second is a standard data markup language which can be read by many different tools XML ifying your data Notes on Banned People GMS 6 Manual Page 284 GMS 6 can understand data stored in XML in all tables not just the ones that it doesn t share with GMS 5 If you want that information stored in XML and are sure that GMS 5 and older versions o
33. and modify her data View open an existing person globally to view her data Delete remove someone globally from the system Registration Required to register someone into a Games Rights to people are the sum of the user s rights via PEOPLE PEOPLE BY TYPE and PEOPLE BY GROUP with rights determined dynamically based on the types and groups of the person in question This right is required to un ban a banned Individual Limits access to the Report designer Create create a new group from scratch Edit modify a group s properties View open an existing group s properties to view them Delete remove a group without affecting the people within it Note rights to groups do not imply rights to the people within them All types of reports Print name tags credentials Create edit and delete lists globally All of the items on the Applicant screening panel plus the ability to edit and create interview records in the Profile Editor The Interactive File Importer page 160 Basic exporter and Advanced exporter tools Access to this tool globally Note if a user has access to the Bulk entrant value updater page 153 what he does with that tool is not restricted by his security rights Back up this database Note any user can run backups from the database selector tool at startup if it s visible since GMS Security is not enabled by that point Design custom application forms define custom fields page 213 system pr
34. labels selected people Printa report Shows a list of the built in or saved reports Print that report just for the selected people Print Brings up a list of credential name tag page 168 layouts that credentials you ve saved to let you print one for each of the selected people Add entrants to Displays a list of all standard lists Selecting one will add the list checked people to that list if they re not already on it Remove Displays a list of all standard lists Selecting one will remove entrants from the checked people from that list if present list Add person name to list Adds this person to the list you choose You can even make temporary lists here and use them to print reports or work with the list of selected people Remove from list Removes this person from the list you choose Not visible if the person is not on any lists Finding People by their Personal Data GMS 6 Manual Page 13 GMS only allows one user at a time to edit an individual person If two users try to edit the same person the second will see a warning message and will open the person in read only mode Address phone e mail We can search for people by address phone or e mail by clicking on the Address phone e mail link on the left of the screen Entering a phone number or e mail address will find people who have a phone number or e mail address beginning with the text you enter You ll need to type in at least four characters for the search
35. po Phone list General Lists of people with their phone numbers E What GMS Looks Like Conventions and Getting Around GMS 6 Manual Page 7 Here are some things you can do with these tables Change column width Sometimes a column may be too narrow for you to see all the information If you see at the end of a field that means that GMS isn t showing the end portions You can make each column wider or narrower as needed by clicking the divider bar in the column heading and dragging it to the right or left Clicking and dragging means that you click on the little column divider bar and keep holding down the mouse button while sliding the mouse in the desired direction Sort data In most tables you can sort the rows of data according to any of the criteria given in the column headings by clicking on the corresponding column heading In the picture shown above the table is sorted by LETTER in ascending order To switch that sort order to descending order click on the LETTER heading again You can also sort the data by any of the other columns in alphabetic or numeric ascending or descending order by clicking on that column Scroll bars When a data table is longer or wider than the panel or screen size you will see scroll bars on the right and or bottom to help you access the data you can t see Use the scroll bar to move up and down or side to side to view the data Digging deeper into the data and options Clicki
36. support bespoke com 2FL www bespoke com E mail address if known and valid otherwise any other phone number Home phone number if known and valid otherwise any other phone number GMS 6 Manual Page 127 ANY PREFER MOBILE PHONE Mobile phone number if known and valid otherwise any other phone number ANY PREFER WORKPHONE Work phone number if known and valid otherwise any other phone number For both Values are formatted exactly as shown in the address editor Invalid phone numbers are not included here Remember that an e mail address is considered a type of phone number Games data report pipeline For a report based on Games there will be one record in this pipeline for each Games All other reports have information about the current Games if applicable Field Description ASSIGNMENT COUNT Total number of job assignments made in the Games ASSIGNMENT DATE RANGE Earliest and last dates associated with the assignments in this Games ASSIGNMENT LOCATIONS A list of all locations used by assignments in the Games ASSIGNMENT SPORTS A list of all sports used by assignments in the Games DESCRIPTION LONG DESCRIPTION GAMES GROUP START DATE END DATE LOCATION Primary location defined in the Games setup STAFF All GMS users assigned as staff of the Games OWNERS All GMS users assigned as owners of the Games INDIVIDUAL COUNT Total number of unique Individuals INDIVIDUAL HOURS Sum of Individual hours associ
37. the backup process cannot work Command Line Datapump Concepts For organizations with with production and test databases you do have a test environment don t you copying updated production data into the test environment can be cumbersome Rather than having to back up the production data and restore it into the testing database you can use the dat apump command line tool Steps in This Task 1 Determine the source and target databases A database s name can be either its backend plus a colon plus name e g SQL Server Production or its nickname page 270 2 Make a backup When you run this task GMS does not verify that you aren t moving the wrong database to an even more wrong location e g an evaluation database onto your production database So back up the production database just in case 3 Get to a Windows command line in the folder that GMS exe and GMS ini are located Enter the command line GMS exe datapump source target Where source is the production database s name or nickname and target is the test database s name or nickname 5 For each GMS recognized table in the source database GMS will delete that table in the target database and re create it with the contents of the table from the source database Command Line Tools GMS 6 Manual Page 277 Command Line Index Rebuilder GMS can be told to run the index rebuild tool directly from the command line rather than using the visual user interface These are hand
38. 10 29 2011 11 10 29 2011 11 10 29 2011 11 10 29 2011 11 10 29 2011 11 10 29 2011 11 10 29 2011 11 10 29 2011 11 Date 004M 004M 004M 004M DOAM DOAM 00451 00451 00451 00451 004M 004M 004M Expiration Status Registered Registered Registered Registered Registered Registered Registered Registered Registered Registered Registered Weaiblisted Weaiblisted Waitlist l E Shows the standard person lookup tool where you can choose a single person to add Opens the advanced person lookup tool where you can specify your own criteria then Instructor Chewrette Mi Chewrette Mi Chewrette Mi Chevrette Mi Chevrette Mi Chevrette Mi Chewrette Mi Chewrette Mi Chevrette Mi Chevrette Mi Chevrette Mi Chevrette Mi Chewrette Mi GMS 6 Manual Page 61 drag and drop one or more people onto the list of entrants here Pack waitlist If you have too many people in you course you can build a waitlist After you have taken people off the waitlist and registered them in the course pack the waitlist to renumber the list to take out empty spaces Course reports Reports based on this specific course not its students though students can be included on the reports Rosters report Reports on the people in this specific course On the right click menu Right click on a person on the list to modify individual people or perform other actions This Edit record Edits the training record itself
39. 2011 03 30PM Job and slot specifications last run 05 24 2011 03 30PM Unique values on lists flask run 05 24 2011 03 30PM Descriptions in hours records last run 05 24 2041 03 31PM Various address table issues last run 05 24 2011 03 31PM SML compatibility Field updates last run 02 17 2011 04 37PM Zero but nan MLILL date Fields flask run 05 24 2011 03 31PM Remove attached Files na longer in use last run 05 24 2011 03 31PM Various training course values flask run 05 24 2011 03 31PM Availability detail records last run 05 24 2011 03 31PM Lookup values checked in alternate For entries last run 05 24 2011 03 31PM Transitions values From old Format to new last run 05 24 2011 03 31PM Populate Cade Field in options values last run 05 24 2011 03 31PM Remove orphaned options values records last run 05 24 2011 03 31PM Automatically match assignments to open job slots last run 05 24 2011 03 31PM Delete Future assignments for non existent people last run 05 24 2011 03 31PM Update geographic coordinates Far locations From their zip postal codes newer run which people Just for people in specific groups 2 All of the check boxes under REBUILD FOR listing the types of data are checked If there are any that you do not want to rebuild click on their check boxes to de select them 3 If you want to rebuild the indices for specific people groups click on the check box UST FOR
40. 30 days Trainings Individuals with DOB kiosk and e mail Custom Labels that end users can redefine 5160 5160 with bar code 5162 5162 with bar code 5163 mailing labels Letters panel 5163 with bar code Demographics Summarize people by most values including custom fields Directory Listing to make a directory in an RTF format listing Exceptions People who have one or more problems which might either restrict their Individualing or need people with special attention issues Expiring List of people with certifications due to expire of given type and date range Certifications Invalid Shows all people in system with an invalid address Addresses Name tags Used to print identifying passes for 4 up credentials 5095 name badges 5095 name badges badges and Individuals When saved these with assignments 5160 bar code label 5383 My name is credentials remain associated with each name tags 5384 credentials with assignments Individual People Details and summaries about Lengths of service by type and group Lengths of service by people in the system Individual type People People just a list of names People including assignments calendar People summary by group People summary by group and type People summary by type group and status People with address phone People with hours summaries by year People with hours summary People with no recent hours Team details by group Team summary by group Termination details Phone li
41. 6 Ifthere are any tables you do not want to restore click on the check box to de select them 7 Click on the Restore button to start the restore process After the restore process is complete GMS will need to restart if you started it from the Administrative Tools panel Restore From a Backup GMS 6 Manual Page 196 Special Table Tools Concepts These are special purpose tools for manipulating specific tables Caution Before running any of these tools please have a current backup and no other users in the database Sf VSys One ss One Special table tools Tools Check letters Far oversized images and log Files Resample scanned Form images to reduce their size Maximum image width Maximum image height About this tool 1275 Backup help Search knowledgebase Only recent records Ah Ah 1650 T Check For assignments in projects without matching delegations Checking ONLY RECENT RECORDS and entering a date there will run the tool only on the first two options if created or updated on or after that date After running any of these tools if you re using a NexusDB database and GMS reports many updated records or a large amount of space freed you should also run the NexusDB table repair tool page 268 to reclaim the disk space that was saved Check letters for oversized images and log files This tool checks all letters in the database optionally only those after a specific date for large log files or l
42. 6 Manual Page 159 Interactive File Importer IFI Introduction The Interactive File Importer IFI is an all new take on file importing Some big differences between IFI and the General File Importer in GMS and GMS are Person lookup In IFI if you don t provide a person s unique 16 digit ID code but you do provide enough personal data to search on IFI will locate the most likely prospects From those you can choose which one matches if any or continue on creating a new person Flexibility IFI has many different modules for importing data These can be enabled and disabled independently to import just specific types of data or in bulk to do multiple operations with a single record Visual field mapping In the old importer GMS and GMS relied on the names of fields alone to determine what fields go where and how they should be used IFI has a visual editor to let you indicate what fields are used and supply multiple or no target for each field This means that just about any file can be imported without first having to modify its column names Caution We strongly recommend doing a backup of your data before using IFI Concepts IFl is a tool for importing data from non GMS and non GMS files to modify or add to the data in GMS 6 These files can be from Microsoft Excel xls dBase dbf files or tab delimited files created by any other application What can you import with IFI Personal data for people including creati
43. 60 but you should scan save and then print some sample scanned forms to ensure that the reproduction quality is high enough that they are still legible When opening the person lookup tool by default show it with this lookup method selected Personal information See everyone in system See everyone in groups Address phone e mail People on lists Distance from a postal code or Touchscreen kiosk info If GMS security is enabled and the current user does not have view or edit rights to a person in the person lookup tool don t show any fields other than the ones selected here When opening the person lookup tool if the user hasn t changed the list of columns to show then show these When posting Individual hours if the Individual is currently marked as any of the eligible statuses selected GMS will change them to Active if the hours are not more than the given distance in the past When giving someone an assignment if they don t have availability specified for that date should GMS complain This option does not affect GMS warning you if the Individual is specifically marked as not available If checked GMS won t prompt for locations when creating availability records and when checking if someone is available the location of the job is not relevant Forces GMS to completely rebuild the availability detail records If you ve changed the RETAIN AVAILABILITY WHEN A FINISH DATE IS LEFT BLANK or IND
44. Apply then enable the TCP IPv4 TRANSPORT BLOWFISH You can optionally turn off the standard TCP IPv4 Transport if you will not be allowing any incoming unsecured connections This is stored in plaintext on GMS 6 s end and so can be read by users of this machine The secured transport is not designed to prevent users from accessing data it is intended to prevent sniffing of passwords and data on the wire by unauthorized persons Compression and secure transports are incompatible Any compression level set for a secured connection will be ignored This is due to the fact that NexusDB encrypts the data before it can be compressed and encrypted data is generally incompressible Ports NexusDB server and the GMS 6 client can be configured to communicate on other than the standard port 16000 17000 for secured To do this put the following entry in the appropriate section of your GMS ini file Port 16001 where 16001 is the port you ve told the NexusDB server to listen on If this is blank or zero GMS 6 will use the standard ports when connecting Operating systems Due to restrictions placed by the operating system when running Windows Vista or Windows 7 GMS cannot use run with NexusDB in standalone non server mode with either of these operating systems unless the GMS data is stored someplace other than in the NUsers or Program Files folders This may mean requiring that an administrator install GMS into the NGMS or other appropriat
45. Athletes 294 70 Coaches 67 1 ADAMS Joyce Athlete Female Volleyball Unified Partners 12 4 ADAMS Melissa Athlete Female Aquatics Swimming Head Coach 18 1 ALABRE Christopher Athlete Male Basketball AS Staff 32 2 ence iius A HOD 7 ALDRICH Daniel Athlete Male Softball HOD 1 ALEXANDER Joshua Brian Athlete Male Bowling Filter by list ALTMAN Joshua Athlete Male Bocce none AMEEL Craig M Coach Male Athletics Track and Field Add entrants ANDERSON Derer Athlete Female mnasti isti Athlete APODACA Itzel Athlete Female Coach IEEE ARSENALILT Michael Coach Male International Official ASSAAD Ibrahim Abe Athlete Male m BADER Cristine A Coach Female echnical Delega p Hesd Coach BALLINGER Jeremie AS Staff Male Official BANNISTER Colby Athlete Male AS Staff A HOD IL HOD BARTS Ryan G Male GMS User BASHA Riehard Athlet From a list Other Tools Show checkboxes Refresh list of entrants J 7 E l Athletics Track and Field Sailing Athletics Track and Field Athletics Track and Field Bocce Gymnastics Artistic cs Track and Field Athleti Athletics Track and Field Sailing Bowling Tennis Athletics Track and Field AA Rie BASS Amanda Female BATTISTA Robert David Unified Partner Male BAUM Lillie M Athlete Female BEDERMAN Michael Athlete Male BEERS Ernest Butch Coach Male L Athlete Male Athlete Female Athlete Female BERTUCCI Frank Unified Partner ale BERTUCCI L
46. Backup files zip Restore From a Backup GMS 6 Manual Page 195 4 Browse to the backup file that you want to restore 5 Click the Open button The Table restore screen opens SI Table Restore Backup File to restore Tables to restore address 4 Backup created 01 07 2011 04 51PM by V5ys One version 1 7 1 52 appFields applications Restoring backup File to MexusDB server at assignments address Ishmael database temp attachments availability availiaraups This will overwrite erase the following tables which already exist in your database blacklist address appFields applications assignments certifs attachments availability availiaroups awards awards blacklist certifs comments courses creds entries events groups hours interviews letters courses lists locations mandates memberships money nindex options apkianvalues people relationships reports schedule slots surveys entries tags training transitions webapps webpends events comments creds groups hours Interviews letters lists Restore Cancel InicAFininz L The backup file you selected shows in the BACKUP FILE TO RESTORE field Check to be sure this is the correct file GMS shows the current database you are connected to at the bottom of the screen Any notes about the backup will show on the right hand side of the screen All of the tables are checked when you access this screen
47. Basic report help Output Excel file to create CX xls Summary Crosstab Reports GMS 6 Manual Page 95 On the left we have the REPORT TITLE an INITIAL SOURCE of people meaning that people will be the basis for the report the records we summarize will be people and any filters on the people themselves To the right are the fields we re working with The columns of the report will be the various active statuses of people Rows will be the year that each person started Note the at the beginning of that field it means that DATE STARTED YEAR is a calculated field Summarized fields is the count of unique people their codes To print the results 1 Set your filters 2 Choose the column fields row fields and summarized fields 3 Select an output file to create GMS makes an Excel file then click Export Volunteers Started by Year Active status Active Applicant Inactive Prospect Terminated total Date started year Count Count Count Count Count Count blank ep Total 571 152 1 251 146 11 2 131 Summary Crosstab Reports GMS 6 Manual Page 96 Calculated Fields This report needed a calculated field page 106 to work if we just used the person s DATE STARTED we d get one row for January 1st 1991 another for January 2nd 1991 etc when we want a single row for each year To do this we clicked on Calculated fields and defined a new field The SOURCE FIELD here is the person s DATE STARTED
48. Branson es CAPERE E mail Ch Tz certa sns MAL Carr Rufus V eal E mail Ru i Deb UI E ea oe Chin Lucile G aAA E mail Luis E mitem a M ES Hayes Marguerite A F Y ea r Qu 7 sisi E mail Mens 3 TES Den d pr OM _ in 1 UR Cu eX a r 4 Johnson Malco o E mail Mba al m SO PER RET Mcdonald Stephanie M HEU E mail She un COME Dus com Det pi M mk Meyer Sandra G na g c E Vm M Rr e T x E mail 58 3 T MERLO gabe Mitchell AmandaM os E mail Ar x3 peut S Patnode Kelley C ie te aac 77e ty i EL LL A Le Tr E mail Ke im b xi se e 1 Rogers CandyR T E mail Ca Tex Won Pedi smith Willie E ai MTM E mail Y Vk E i a t M s a ar E WEE Stephenson Karl L l E mail Ka SETS ARM Thacker Richafji E mail Rit DART Iu dones ERAT n Thomas Ellen J l TS i V acr r E mail EILE O ae E Watson David B q a TE Tata T INS n E mail E LET RE E Dirt diua A A Training Reports Start time 08 00 AM Enrollment 21 Duration 4 00 02 01 2010 Instructor Roth Erin M GMS 6 Manual Page 105 Advanced Reporting Tools GMS gives you a few advanced tools for working with reports Calculated fields page 106 used to transform actual data using one or more transformations Report images page 111 which let you consolidate common images used in your custom reports Report image mappings page 112 which are used to tak
49. Don t filter XXX You also have the option of requiring that each person record have one or more of these details In the example above REQUIRE ONE OR MORE TRAININGS is checked Any person who meets the report s overall criteria but does not have a training will be excluded Whether or not the details are filtered they can be sorted For example in that report which includes each training the Individual has you can sort those trainings so that the most recent one comes first the oldest the end These filters and sorts are saved with the report itself Banned People Reports If you have a reasonably small number of banned Individuals these are great for keeping at the reception area security desk or other places where you ll want to be on the lookout for unwelcome help From the Applicant screening panel choose Banned people report Sf VSys One Ja v ys One Banned people reports Settings Banned list Groups ima Filter Properties People types hs Tools no Filter Clear settings Design report Calculated Fields Detail Filtering sarting d Defaults Sort 1 Name 4 no page break Add sort Sorting Set as default report Q Help Help About this too Calculated Fields help Set default report help Print options Detail Filtering sorting help Print Eo Report designer help i Basic report help Screen Search knowledgebase Banned People Reports GMS 6 Manual Page 71 Sample report
50. Enter page numbers and or page ranges separated by commas For example 1 3 5 12 Print All pages in range Iv Print to File Type POF File Where m None of these special formats require that any other programs be installed e g you don t need Adobe Acrobat installed to make a PDF file or Microsoft Office to make an Excel file Built in Reports Report Description Variants Advanced Games summary Games summary with counts Save the date Thank you list Meal cards custom Birthday listing E mail list Kiosk user IDs global Advanced Delegation summaries Entrant photos Phone list Games Games people report Games people custom report with assignments calendar Games people sign in list Games Banned people All people marked as banned Basic mailing Simple mailing labels for 100s of different types of labels Letters panel labels Comments Details about comments attached Comments Comments with images to people Report Concepts GMS 6 Manual Page 67 Configuration System settings including groups options etc Custom A simplified version of custom Account records Assignment crediting details column reports where you can drag and Assignments for next 30 days Awards given Hours in past drop fields to be included without 30 days Job assignments and associations Job associations having to use the report designer Kiosk user IDs Recent transactions Recurring assignments ending in the next
51. Group Media Medical Official Other person Other person 2 Other person 3 Security Staff Unified Partner VIP Volunteer Plural description Valid as Primary or additional Primary or additional Primary or additional Primary or additional Primary or additional Primary or additional Primary or additional Primary or additional Primary or additional Primary or additional Primary or additional Primary or additional Primary or additional Primary or additional Disabled Active Active Active Active Active Active Active Active Active Active Active Active Active Active GMS 6 Manual Page 230 Field name Description DESCRIPTION How the person type should be displayed when only one is described e g 1 VIP shown PLURAL DESCRIPTION Used when more than one of this type is displayed e g 14 athletes shown CAN BE USED How this type can be attributed to a person primary additional or both Changing this value here does not affect the types already assigned to existing people DISABLED Disabling a person type prevents it being assigned to people or used in filters but does not delete it from people who already have it Person Type Original name Staff Description staff Plural description Can be used As primary type only Disabled People Types GMS 6 Manual Page 231 Training Concepts Training helps you track what classes your Individuals have take and if you ve taught th
52. Interactive File Importer IFI GMS 6 Manual Page 161 Tools Auto match fields tells IFI to un do any field mappings you ve created and try to automatically determine what incoming fields go to which modules Verify field matches has each active module check to see that any required fields are present Module specific options shows a dialog with options that are appropriate to the modules which are enabled Save settings saves the import task field mappings and module specific options you ve specified into a file so you can re use them again later This is very handy if you import the same type of file more than once Load settings loads a saved task field mappings and module specific options This will fail if the file you open has a task which isn t valid for where you are now Reload file if you ve made changes to the file you re trying to import using another program click this to have IFI reload the file to see the latest update Note IFI may fail if it s not able to open the file which will happen with Excel files if Excel still has them open Clear Processed field for all records in the current file takes the PROCESSED field and sets it to FALSE Use this if you re importing multiple types of data in different tasks e g crediting Individual hours and making assignments in one file Print valid fields report for all import modules valid for the current task prints a list of the fields and values which can be used I
53. K About this tool Search knowledgebase Chevrette Michael Smith Beth K Sanchez Rodney E 7a Add new trainers by clicking on the Add instructor link and then locating the person to use 3 Remove a trainer by right clicking on their name and selecting Remove as instructor Note this is only available for manually defined instructors meaning those who are not attached as instructors to any training course page 233 4 Mark a trainer as active or inactive by right clicking on their name and selecting Make active or Make inactive This is available for all instructors 5 Right click on a trainer to edit them send letters or any other actions normally associated with a person Click the Save button to commit your changes Note changes you ve made by editing the instructors themselves were committed immediately Training GMS 6 Manual Page 235 GMS Security Concepts GMS security is designed to allow you to limit the actions that users are allowed to perform It also affects tracing if it s enabled When you use GMS security actions which are logged in tracing include the user ID of the person who made the change Users are people too In GMS 6 your users start as regular people in your database but they are given additional login IDs passwords and security rights You ll often create a separate group for your users but this is not required Superusers Superusers are a special type of user one who has a co
54. Mane selected Mone selected Mone selected Mane selected Mane selected Mone selected Mane selected Mane selected Mone selected Background checks in all of their forms in GMS are other types of certifications How to use GMS comes with a built in list of certification definitions and you can create your own modify the existing ones and mark certification types as disabled Certification Background Check Hints GMS 6 Manual Page 206 Certifications Setup Open the Certifications Setup tool by clicking on Certifications from the Setup panel SY VSys One JEJE Vives One Certifications Tools Certifications Import a definition Description Status Details Create a new definition Academic Standing Q Help AED ALPS Help About this tool Anti ABS Search knowledgebase Athlete Automated Background Check Request Intellilorp Automated Background Check Request Lexis MexislChoicePoint Background Reference Check Background Results Chest X Ray Competency Evaluation CPR Criminal Background Check Driver s license Drug test Employer Data First aid Flu vaccine On the right click menu Right click on an item in the list above to edit its properties and for other relevant tools Import a new definition Imports a saved certification definition from a disk file Create a new definition Makes an all new certification definition Edit Edits an existing reason s name Delete Deletes this
55. Multiply Divide Round a number 14 5678 2 becomes 14 57 143 56 2 becomes 140 Truncate a number 14 5678 2 becomes 14 56 143 56 2 becomes 140 Choose text based on the field being TRUE All three of these take a wide view of True and False 1 or FALSE T and Y are TRUE 0 N and F are FALSE Choose a number based on the field being TRUE or FALSE Choose a date based on the field being TRUE or FALSE Date portion of a date time value Time portion of a date time value Convert to mixed case Advanced Reporting Tools GMS 6 Manual Page 108 Mapped Field A mapped field looks up the existing field s value and determines what new value to use for itself S JE Source Field Group T New Field s name Check in point Result type Text value Junior gt Main building delete Field Mapping Senior gt Front lobby delete l add E Text Junior Result Main building Save Cancel In the example above if the person s GROUP contains the text Junior the new field CHECK IN POINT will have the value Main building If 1t contains Senior the new field s value will be Front lobby You can have any number of mappings here each defining the source value and a result value Maximum value Result Teens Save Cancel The mechanisms for mapping here will vary depending on the type of the source field a numeric source field will have minimum maximum numbers
56. Security report Enabled state Sort 1 Security user ID 4 with page break Only enabled users Add sort Settings Users report with actions log Sorting Properties Superusers hs Tools Both standard and superusers Clear settings Active between Design repart and Calculated Fields nm x Detail FilEering sorting ec ERA ec Print options Edited Deleted Created Deduped Login Logout Login Fail gt Defaults Print En Report actions between Screen Set as default report or 15 2011 and 08 15 2011 Q Help Times between 12 00 AM 7 and 11 59PM Help About this tool Only include users with one or more qualifying actions Calculated Fields help Set default report help Detail Filteringsorting help Report designer help Basic report help Search knowledgebase Security Reports GMS 6 Manual Page 249 Steps in this task 1 From the Security Manager click on Security reports on the left side of the screen 2 Setany filters ENABLED STATE Optionally include only users who are enabled or not enabled SUPERUSERS Optionally includes only superusers or non superusers ACTIVE BETWEEN Any dates set here will limit the users printed to those with logins or any other traced activity during the given time period These filters are not visible if tracing is not enabled in your data ACTIONS TO REPORT Filter which actions you consider to be relevant REPORT ACTIONS Filters the actions reported in the
57. Type in a name Select Find a group to locate a group or delegation when within a Games or Find a person to put a group or person here who exists in GMS When you select the relative this way the relative also sees the relationship For example opening up the group Bespoke Software Inc will show Michael Robert Chevrette Jr as an employee You can also select Type in a name and from there enter the name of the person or group Use this when the target doesn t exist in GMS for example when the relative is a child or employer you don t track in GMS The downside to this is that by entering a name here you re not connecting to a real person or group and as such can t see the relationship from the opposite side Expiring Relationships Relationships can have date ranges associated with them Michael is an employee of Bespoke Software If he retires check ONLY APPLICABLE BETWEEN SPECIFIC DATES and enter as the end date the date he retired When reports are printed and people are filtered beyond that date this relationship won t display anymore but we can see it in the listing of relationships here Only applicable between specific dates 01 01 1998 to 07 15 2006 Entering only a start date means the relationship is valid from that date forward An end date alone means it s valid up to and including that date Both dates means it s valid between the two dates inclusive Alerts If there are any alerts other than an emergency con
58. a COMPANY finds people who are employees of a company that begins with the values you enter not a relationship search this uses the COMPANY field in the Profile Editor Including a team name brings up teams with that name and selecting a gender will only show those people who have that gender or who have none recorded Use the EXCLUDE filter to show inactive archived deceased or placeholder people They are excluded by default The SHORT ID MEMBERSHIP ID is a person s five character alphanumeric ID which is assigned by GMS or the ID code of their memberships The SHORT ID is not necessarily unique but it is close and makes a great way of finding people quickly You can see a person s SHORT ID on the top of their Personal data panel in the Individual profile Finding People by their Personal Data GMS 6 Manual Page 12 On the right click menu Once a search has been completed and at least one person comes up as a result you can right click on an individual person to bring up a list of tools Edit Opens the Individual profile Update addresses and Opens the simplified Profile Editor name and addresses only This is much phones faster to open than the Individual profile Open read only Opens the Individual profile for this person but in read only mode where no changes can be made Create new Creates a brand new person from scratch Delete this person from the Permanently and completely deletes this person from GMS This removes the
59. a a a a a a a a a a 274 A O 274 Soa Ee i REE EEE TEA A IAEA EET TET ter t E uenit uetus to a ase uenit eed ue tones 274 Workstation InstalldttOTIo250 22 2 2294800 iaa rondar dais 274 Database ODVOLSIODU dosi iiesteseseuopeb ex son ese epos bie eie O cecssqesesenanabeseasaascachonas sabseqesesonaysanossansess 274 inplementati n Pincel ironico bebcageuseseamebennasiastochonns batssuansnenaneltancsdauies 213 HOWGMS Enerypis Daldinia e o OEO AEO E 276 racine dit LOSS Seoul opi a OEE aaa OEO En 276 Comm aED LO EE COO AE A A E EAE M 276 Command Eine Backi pS acu ties tuuc siento A E AE ZH Command bine Da apun Posea a a a etam bis ses Pi suped b Baume d RM nbaccu esed 2H Command Line Index Rebuilders rro 278 Command Line Assignment Reminders deii iia 279 Command Line Reportera sis 279 Command Line SMS Results REMC valedor lidia 281 Relato Dates dd 281 Notes om Banned PCO Pl Cire pct dd dica die cia 284 A A 284 SS lye UN Soror O aeta debet A rosso rob etufe ditat tend 285 GMS 6 Manual Page v GMS 6 Draft October 9 2011 Glossary of Terms 287 Index 296 Customer and Technical Support GMS 6 Manual Page vi Getting Started Customer and Technical Support When you need help using GMS contact us by e mail or telephone Our live support is available during daytime business hours Eastern Time We also offer training at your location or via the web E mail support bespoke com Ph
60. a common address Changing that address for one person changes it for all Sounds like phonetic name Fields in GMS 6 used to supply a hint on how to pronounce a person s name What it does for you Helps members of your organization learn how to say the person s name correctly This is especially helpful with uncommon names Where you ll find it Create new person window as well as from the Other names link on the Profile Editor screen Do I need it Only use this when you need it generally for people whose name is hard to pronounce or is often mis pronounced General advice If you enter a phonetic name you must complete the LAST FAMILY NAME If you only need a pronunciation hint for a person s first name you still need to enter the family name Sport A physical or intellectual activity that is governed by a set of rules or customs and often engaged in competitively What this does for you Lets you associate jobs with sports acting as a tie between the sports in GMS and the jobs in GMS 6 Where you ll find it An attribute of a job in the J ob Editor You can filter jobs and assignments based on their sport Page 293 If you are working with competitive events especially combined with GMS this is useful Status The status of a person can be tagged An active Individual is one who is Individualing A person who is inactive is one who is not currently participating or is not likely to participate in the near fu
61. address etc TYPES OF PEOPLE is set to look through all types of people If you know a person s type select that type here Only people who have that as their primary or additional type will show Selecting a GENDER will limit the results to people with either the given gender or whose gender is Unknown The EXCLUDE filter lets you remove people who are archived deceased inactive placeholder or by their active status active applicant inactive leave of absence prospect rejected special terminated Check one or more options on this checklist to filter people based on these attributes Note if you check off all of the active status options GMS will do no filtering on active status On the left side of the screen after doing a search GMS will indicate if the filters on deceased active status archived excluded any people from being displayed Remembering Searches If you have common searches that you run regularly GMS lets you save the criteria rules of those searches for later use Near the top click on Load save criteria then on Settings Click on Save then name the search and click OK to save the current criteria Use Load to re load criteria that you ve saved in the past If GMS security is enabled meaning you log into GMS when you first start it up GMS will remember your criteria separately from those of other users You won t see the values saved by other people and they won t see yours Finding People by the
62. adds days to get to the last day of the month the result day is in S TART OF QUARTER If the result date isn t the Ist of the current quarter January 1 April 1 July 1 October 1 GMS adjusts the result date back to the first of the quarter the date is in END OF QUARTER If the result date isn t the last date in the current quarter March 31 June 30 September 30 December 31 GMS adjusts the result forward to the end of the quarter the date is in START OF YEAR If the result date isn t January 1st GMS adjusts the date backwards to January 1st of the year the result date is in END OF YEAR If the result date isn t December 31st GMS adjusts the result forward to December 31st of the year the result is in Relative Dates GMS 6 Manual Page 282 START OF FISCALYEAR Ifthe result date isn t the first date of a fiscal year as determined by your organization s setup GMS adjusts the result backwards to the first date of the fiscal year that the result is in END OF FISCAL YEAR If the result date isn t the last date of a fiscal year as determined by your organization s setup GMS adjusts the result forward to the last date of the fiscal year the result is in Relative Dates GMS 6 Manual Page 283 To replace the relative date with a fixed one just type any date into the field or erase the value from the field altogether Tip Not all date fields support relative dates In these cases the R key does nothing and neither does the right mo
63. al33 0 O T 1662 lt T im This operation may take some time depending on the number of records and the speed of your database server 4 Check the counts of records 5 If these counts look right and you want the records deleted click the Purge button to delete them A confirmation window opens warning you that this action will purge the records from the trace table and that it cannot be reversed Once started this operation cannot be cancelled This will purge these records from the trace table and it cannot be un done Caution We recommend that you back up your database before this operation is performed See Backup the Database page 177 for details on backing up your GMS data Tip To prevent even GMS 6 administrators from purging these records revoke UPDATE and DELETE rights for the trace table for users This table and the zips table are the only tables for which these rights can be revoked without GMS having serious problems When GMS goes to purge records trace records without the appropriate rights on the database GMS will throw an issue report Purge Old Trace Records GMS 6 Manual Page 192 Rebuild Lookup Indices Concepts Periodically internal database indices get out of date and need to be rebuilt Use the index rebuilder tool to rebuild various lookup indices within the database This tool can also be run from the command line page 279 The Rebuild Lookup Indices tool should be run in full every th
64. and we gave the field a name Then we added the operation Year portion of date which takes for any date field just the year portion Someone who started on January 4th of 1989 and another who started October 31st of 1989 would both have the DATE STARTED YEAR value of 1989 ld Source Field Date started New Field s name Date started year add operation Operation Year portion of date Save operation Cancel Summary Crosstab Reports GMS 6 Manual Page 97 Calculated Fields This report needed a two calculated fields to work if we just used the record s date we d get insane numbers of columns Here we re using one calculated field from the date to get the year another to get the quarter nn ss I Y Calculated Report Field a Source Field Start New Field s name Record Quarter Quarter of year edit delete Add text to the beginning Quarter edi delete add operation Save Cancel Summary Calculations For each summarized field there are five available calculations Calculation Results Sum Total of all values which are processed Numeric fields only Minimum Lowest value Maximum Highest value Average Average value sum divided by count Numeric fields only Count Number of values which are processed Counting for example a person s code if a single person has three records he counts three times Unique count Number of unique values which are processed I
65. associated with the application in the primary pipeline Delegations Delegations All other pipelines refer to attributes of the delegation in the only in a Games primary pipeline People People and people are the All other pipelines refer to attributes of the current person type of data in the primary in the primary pipeline pipeline T A person will appear in this report only once People on one or People and people are the All other pipelines refer to attributes of the current person more lists type of data in the primary in the primary pipeline global only pipeline A person will appear in this report only once Games Games and Games are the All other pipelines refer to attributes of the current Games Advanced Custom Reports GMS 6 Manual Page 118 global only Trainings global only Training courses global only Report Designe type of data in the primary in the primary pipeline pipeline A Games will appear in this report only once This report has no people it s information about Games only Training records these are All other pipelines refer to attributes of the owner of the the entries of people into training record in the primary pipeline training courses or records of a person s trainings Training courses these are the All other pipelines refer to attributes of the owner of the scheduled classes instances of training course in the primary pipeline a training at a specific date time locatio
66. be formatted in this style Those with too many or too few digits will not be changed and existing phone numbers are not affected HOURS DISTANCE UNITS The unit of measure for distance associated with hours records Note this only affects the display of the name of the field Miles or Kilometers Changing this does not change any existing saved data EDIT PRINT UNITS When editing letter templates and printing documents GMS will show margins tabs etc in these units USE A4 SIZEDPAPER All reports which don t otherwise specify a paper size will use A4 sized paper if this is checked Otherwise US Letter format will be used Feature enabling Enables disables parts of GMS When a feature 1s disabled its options and tools will be hidden in most parts of GMS No data is lost when a feature is disabled but it is suppressed to simplify how GMS looks ENABLE TRACING ENABLE TRAINING ENABLE MEMBERSHIPS ENABLE BACKGROUND CHECK PROCESSING ENABLE TOUCHSCREEN KIOSK MODE ENABLE GAMES ENABLE J OB ASSOCIATIONS ENABLE ACCOUNTS ENABLE SMS TEXT MESSAGING Entrant images Tracing is used to view when changes were made to various objects especially people It s also used for seeing when someone was last viewed or edited and it must be enabled for the Recently viewed people link to be enabled in the person lookup tool Tracing does take up a substantial amount of space if it s turned on you should clear out old trace record
67. be able to capture all records from damaged tables 3 Get to the database selection window and choose the database to work with If GMS starts without prompting you for which database to use hold down the left Ctrl key while GMS starts up This will force GMS to prompt you for a database allowing you to use this tool 4 Click on the Tools link then select Verify and repair NexusDB tables in this database NexusDB Table Rebuild This tool lets you rebuild damaged MexusDB tables attempting to recover lost data and repairing all i damaged indices Tables to be verified and rebuilE Before rebuilding any tables vau should 1 Ensure that no other users are accessing this database and 2 Back up your data manually meaning copying Ehe raw data Files e to another folder or CD R Q IF your tables are damaged the standard Voys One backup tool may T JE E E not back up all of your information Databases GMS 6 Manual Page 268 5 Select which tables to verify 6 Click Rebuild GMS will now check each table and report back the results of its progress VSys One 1 X All records in address 2 134 recovered e All records in appFields 239 recovered All records in applications 14 recovered All records in assignments 32 341 recovered All records in attachments 6 recovered All records in availability 20 recovered All records in availsroups 6 recovered All records in awards 1 403 recovered
68. can create and use a single delegation and name it something like General but you must have at least one delegation Getting started See the list of delegations in your Games by opening the Delegations panel from within the Games On the right click menu Add new delegation Creates a new delegation in this Games View this delegation Opens this delegation in read only mode Edit this delegation Opens the delegation to edit its entrants Properties Opens the delegation to edit is properties Delete this delegation Deletes this delegation and removes all people within it from the Games Comments and images Adds and edits images and comments for the delegation itself Within the delegation The delegation editor looks almost identical to the list of all people in a Games and it works just the same Add remove and edit people here just as you do in Working With People in a Games page 46 Games GMS 6 Manual Page 50 Delegation Properties Edit the delegation s attributes name languages address etc here GMS 6 gt Athens 2011 SO World Summer Games gt Delegation a Group properties Basic specifications Basic specifica ons Name Abbreviated name Addresses Custom fields Primary language Other languages spoken A Q HERE Group kind Applicability Group SO Canada O F A Changes made to this Delegation in the games should be copied back to the original group Roles allowed in this delegations Use games
69. changes to what you ve entered Additional data Field Link Description CONTACT FLAGS Contact flags are preferences on how to contact or not contact the person such as by e mail phone or mail PHOTO ID VERIFIED The date when this individual s photo ID driver s license etc was last verified PERSON NUMBER A numeric field with no preset purpose Leave blank if you do not need it Attachments Lets you view add update and attach files to this person Profile Editor GMS 6 Manual Page 21 PRIMARY LANGUAGE COMMUNICATION LANGUAGE ADDITIONAL LANGUAGES NATIONALITY P LACE OF BIRTH PASSPORT NUMBER PASSPORT EXPIRATION The person s native or preferred language Preferred language for communication by letter e mail web and touchscreen kiosk If this is left blank the value in the PRIMARY LANGUAGE field will be used for this purpose Any other languages which this person speaks These fields are all entirely optional and can be hidden altogether see System Preferences page 199 The DATE CREATED and LAST CHANGED dates are listed in the Additional data bar and show the dates this person was originally created and last modified You cannot edit these fields Addresses Caution GMS lets you have multiple addresses of the same kind for the same person such as a person who has two business addresses In this case you should flag one of them as the primary address in order for mail to go to that address If you ha
70. checklist fields as well as read only fields as the sources for string or memo fields Awards can now be updated using the Bulk Value Updater tool Credential printing tool now supports filtering on the person s last name The credentials tool now supports adding additional filter criteria as well as setting a count of records to be retrieved How to Use This Manual The main body of the GMS 6 User Manual is presented as step by step instructions on how to use the different tools and features The manual also includes a Glossary of Terms and Fields and a section on Shortcuts for Using GMS 6 page 253 This manual can be downloaded as a PDF from the Bespoke website http www bespoke com or can be accessed electronically at http www bespoke com GMS 6 On any screen you can also click the Help link or hit the key to bring up the appropriate section of the manual electronically Tools and Features The manual includes sections on the major menu divisions of GMS including certifications reports Some other of the manual sections are more oriented on a group of tasks that may cross several menus including working with people In these sections you will find an explanations on the tools or task at the start of the section This usually be followed by a screenshot of the part of the program you will use followed by step by step instruction There will be a listing of the tools menu options on the left margin with explanations o
71. click the down arrow Date started Date react 10 07 2011 4 October PF Ww TF 5 27 28 20 30 1 5 els 12 13 14 15 19 20 21 22 26 27 28 29 3031 1 2 3 3 5 In addition to dates typed in as above GMS also supports relative dates i e those which don t have specific values but are always some distance from the current date See Relative Dates page 281 in the appendix for more information Viewing and Using Tables In various places in GMS you ll find panels and screens that display data in a table format of columns and rows as shown on the list of Reports below Reports A Report i Category Description ic Advanced custom General Design your own report ie Banned people Volunteer screening Print people who are banned 4L Basic mailing labels Print mailing labels using built in templates y Basic mailing labels with custom filters Print mailing labels using built in templates with adv i Custom column General Custom reports where you specify just the column Custom mailing labels Print mailing labels for people using your own label Custom mailing labels with custom filters Print mailing labels for people using your own label n Demographics General Summaries of people by various attributes on Expiring certifications General Report on certifications expiring soon Invalid addresses General People with invalid addresses a People General People in the system
72. credential designer here which looks like and 1s identical to the report designer tool See Advanced Custom Reports page 118 for more information on how to use this tool so Header e Column Header q Detail be EP credcode a Image p 14 Header Column Header ibdaddtadil8g7ite Properties for p E Appearance Border Color Transparent T ppB order ch hite Fr Visible E BarCode AddOnCode AutaEncode AutoSizeF ont BarCodeT ype BarColor B arw idth BearerB ars CalcCheckDigit Orientation orLeftT oRight PrintHumanReada WideB ark atio j E Data D ataField D ataPipeline E Identity User ame E Layout E e beCodel 28 Bl chvindowT ext 0 0099999998 m People VSys DL A Cormmrlate Volunteer Moaonagnament Salutan B Detail Column Footer Footer 0 3646 111979001 4 0625 1 5208 E Layout Dynamic Anchors atl eft atT ool v Left 1 1979 Top 4 0625 Width 1 5208 Height 0 3646 y When you are done close the Report designer window then click Save in the Name tags badges and credentials tool to save your filters and layout for later use They ll be filed under the name you give and will be available next time you click on the LOAD link Name Tags Badges and Credentials GMS 6 Manual Page 170 Adding a barcode To make a credential which can be used by the Individual to sign in at a kiosk using a barcode scanner include the field CREDENTIAL BARCODE from the PEOPL
73. custom reports in the Games Games Custom Fields Right click on the GamesVs name from the Games panel on the GMS 6 main screen click Setup and then on Custom fields to edit a Game s custom fields Custom fields defined here are available only within this Games which lets you have fields of the same name in different Games without confusion Click the Add new field link to open the New Custom Field Wizard Games Associations Associations are used to give GMS users rights to a Games and control which Games show on each user s list of Games Associations are only relevant when GMS Security is enabled Right click on the Games s name from the Games panel on the GMS 6 main screen then select Setup and then on General GAMES OWNERS Games owners automatically get full rights to the Games GAMES TEAM MEMBERS Team members get no special rights to the Games but the Games will appear on the user s list of Games Games GMS 6 Manual Page 44 Registering P eople Concepts A person must first be registered before you can work with him in a Games or give him assignments There are three primary ways of registering someone into a Games The Registration Wizard which walks you through adding a person Get to this by selecting the Games and then clicking on Register people from the Data entry registration panel Choose the Delegations panel and right click on the list of people in the Games and selecting Add or from the Individual link un
74. data and so non Canadian users will probably not benefit from downloading and installing this file The United States file is substantially smaller so Canadian organizations with cross border traffic and mailings may benefit from having both tables installed Tip This update can be applied while other users are actively working in GMS Check for Zip Postal Code Updates GMS 6 Manual Page 182 Concurrent Users Monitor Concepts GMS provides a dynamic listing of the people currently using the program This tool is usually very accurate GMS uses database record locks or semaphores to check the status of each user so a crashed or disconnected machine s license will be released within a few minutes of the machine s disconnection from the database even 1f 1t was not a controlled shutdown When to use this tool Normally this tool is used to track how many licenses are in use for organizations which have purchased concurrent user licenses but it s also helpful for finding out who s in GMS when maintenance or updates need to be performed To view who is currently logged in go to the Concurrent users monitor who s logged in link on the Administrator tools panel Click the Refresh link to update the list Sf Concurrent user licensing Jog Active users Log in Description 9 16AM this session IP Address 169 254 245 238 Woys One 1 7 1 52 Windows ID Administrator 09 17AM IF Address 192 168 2 144 V5vs One 1 7 1 52 Windows ID
75. days Users can change their own passwords every 1 gt days PREVENT PASSWORD RE Defines the rules for how many previous passwords are retained for historical USE purposes and the rules for matching them Note since GMS does not ever know a user s password only the hash of it changing the matching rules may only be effective for newly entered passwords not existing ones AUTOMATICALLY EXPIRE After a password is changed it will expire in this many days Within the Security PASSWORDS Manager page 242 individual users passwords can be set to expire immediately NOTIFY USERS OF PENDING At this many days before their password is set to expire users will be notified at every PASSWORD EXPIRATION AT login USERS CAN CHANGE THEIR If password self update page 240 is enabled after a user changes his password he OWN PASSWORDS EVERY will have to wait this many days before changing it again This option is commonly used to prevent users from bypassing re use rules by repeatedly changing their password in order to overflow the remembered list of password hashes Login Notice This notice if defined will be shown to all users immediately after they sign into GMS Login notice Show notice after each successful user login HTML text zb Never lt b gt store Patient Health Information PHI in VS ys lt br gt lt b gt Never lt b gt allow any other users to use your account lt br gt lt b gt All lt b gt of your actions here
76. default list Relationships Relationship Notes Field name Description NAME Group s full name ABBREVIATED NAME This name is normally used on scoreboards in GMS but can also be displayed in many custom reports PRIMARY LANGUAGE The primary language spoken by the people in this group OTHER LANGUAGES SPOKEN Any other languages commonly spoken by people in this group GROUP KIND The type of group this represents PARENT DELEGATION Use this to indicate a delegation is part of a larger delegation APPLICABILITY Controls whether this group is shown in GMS 6 only GMS only or in both systems Making a group inapplicable to either system does not remove it or make it inaccessible it just suppresses it from some lists Games GMS 6 Manual Page 51 GROUP The group that this delegation is based on CHANGES MADE TO THIS Within the Games if the delegations name or other properties are changed and this DELEGATION IN THE GAMES box is checked GMS will copy those changes back to the global group SHOULD BE COPIED BACK TO THE ORIGINAL GROUP ROLES ALLOWED IN THIS Only roles allowed in the Games can be selected This value can be the same as the DELEGATION list of roles allowed in the Games or a limited set of them Note making a role not valid here will not remove people who are already registered with that role Relationships Add Add relationship to this delegation Edit Edit the relationship View relative View the record of the person in
77. editor with calendar pick control Checklist A drop down checklist of your defined values Single Of your values allows the selection of just one To allow the user to enter a choice blank value define an option with a blank code Checkbox Simple checkbox Link role A link from this person to another person usually used for things like coaches or supervisors Expanded Identical to the Checklist control checklist Magic A checklist as a text field The user types in a comma delimited list of the checklist codes or magic codes which are then automatically verified against the list of valid codes These are great for fields like State or Province since they can type in their values without having to use the mouse yet the values they type in are validated against the list of acceptable values Label A static label for identifying other fields or regions not editable by the user Text memo A multi line text edit field Horizontal A horizontal line which can be used to identify sections or for visual effect line not editable by the user Address One of the addresses for the associated person Most commonly used to edit the person s Emergency Contact address from within a Medical form Note addresses cannot be encrypted REPORT FIELD NAME HIDDEN RULES HIDE LABEL OPTIONS How this field is named in reports This 1s not a documented feature If checked on the certification s editor where you enter data into a
78. fields that may appear on this panel depending on what your administrator set up Enter information in the custom fields on the screen Field Types Text Memo Date Number with decimals Number without decimals Yes No List of specific choices Checklist of specific choices Grouping Role Example Definitions and Comments Simple one line text field Accepts multiple lines of text See What GMS Looks Like Conventions and Getting Around page 4 in the Getting Started section of this manual Accepts numbers including decimal places Accepts whole numbers Represents a yes no or true false value Displays a list that lets you select only one choice Displays a list such as a drop down list of check boxes that lets you check multiple selections from the list Lets you group multiple people together Click on the three dots to the right of this field or press the F2 key to select a person for this grouping Associates one person with another person Click on the three dots to the right of this field or press the F2 key to select a person for this role We track the marital status education and race of our Individuals for reporting purposes to track our efforts in reaching the widest and sometimes ignored portions of our local community To that end we ve created custom fields to store this data for each Individual Custom fields Misc Personal Marital status Married ar ar Screening V
79. granted execute rights to that package From an Oracle prompt grant execute on dbms_lock to YOUR_ORACLE_USER Do this for every Oracle user who will log into GMS 6 Databases GMS 6 Manual Page 265 NexusDB NexusDB is a very simple database server primarily used with GMS in demonstration and testing configurations Compression NexusDB supports integral compression when connecting to a NexusDB server This compression is set on a client by client basis in each client s GMS ini file Find the appropriate section in the ini file which corresponds to the connection you want to adjust then put in the value opt compression n where n is O for no compression to 9 for maximum compression Compression is particularly helpful for users who connect to the data over the Internet You will have to experiment to find the best setting for your circumstances Compression should be set to zero for connections from within your office since the CPU time to compress and decompress the data will usually exceed the savings of less data on your network Secure transports NexusDB supports secure data connections using Blowfish RC4 symmetric encryption To enable and use it put the following entries in the appropriate section of your GMS ini file opt secure Y opt securekey verybeefy where verybeefy is your password On the NexusDB server side you need to set the password under Transports Secured Blowfish RC4 Secured Transport and click on
80. ieu 70 Banned People REPO acotado MED 71 Basic Malo Label airis T2 Pantine Baste Maline E3Dels tia 73 Label Types smtp tud cono nep Brev Pid hel Fou di DUE ced codos 76 basic Marling Labels wih Custom FINC S catastro nora d ie 79 Custom Matino Labels a ooo mo ta seats eter Pa bed mora desta uni io MOIS before E Dat 80 Custom Mailing Labels with Custom Filters oooooonnnnnnnncnnnnnnnnnnnnnnnnnonononnncnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnos 83 Demosrapmios Ie DOES ado dues dum or fo dte e pil dl 84 Expirino Certiticauons RCP OLS sect doge fitm Pas tes tan cen eiue fasc quis tuuc deni Dou da iiil 86 invalid Addresses REDOT S asioina ee ded eod ube boo o E dp seines rds Vom a E tto c dele lana siemens 88 Feople OE as Dietro eni baie aene ridere ote centenis snae iode dean ei Ue 90 PEDIC REPO ses PAE E CE O A Lenis t caa utn ed tao esp ua Nts 9 People Summary by Crroup REPO ed 92 People Summary by Group and Type Report oooooooonnnccccnnnnnnnnnnnnnonononononnnnnnnnnnnnnnnnnnnnnnnnnnnnananannnnnss 92 Phone Lise Re DO naaa loas ico dos idol colado eb idaco causes 93 Summary Erosstab REPOSAN 95 Summary status by Date Started REPO ed 95 Summary Ie HEIDI Rc oia 98 Tranne RED OMS ico 99 Tramo Courses REPO as 100 Trainin Rosters REDO bo o a 102 Advanced Reporino Tools ileso 106 Calculated Fields Et ETT px nT D 106 Report IMAGES c ccc Tc 111 Report Image dio Mu RH Ae a aa 112 Custom Column REPORTS ces sie 114
81. if not Delete will delete an existing person from the Games and fail if the person does not exist Delete does not delete the person himself just his registration from this Games When editing an existing person you can change the person s role and or delegation Use the New role and or New delegation fields for this When adding or deleting a person these fields are ignored Notes On Fields and How They re Interpreted For most types of fields no value blank is ignored This means that you can t erase a text combo checklist or memo field by leaving it blank in the import file Tip Hint Put an exclamation point all by itself in the field to erase it IFI will interpret the value as blank but still use it to overwrite the value in the data Boolean yes no TRUE T Y and S are considered to be true FALSE F N and 0 are false Combo not case sensitive spaces and punctuation ignored For both this and checklist fields you can enter the codes where applicable or the descriptions Note if more than one item has the same description IFI will use whichever one it comes across first In cases like these you should use the code which is always unique Checklist separated by commas not case sensitive spaces and punctuation ignored Preceding the value with a plus symbol will edit the existing value adding the new value s to the li
82. if they meet all of the criteria you specify GROUPS DELEGATIONS Only people in these groups globally or delegations in a Games are included Name Tags Badges and Credentials GMS 6 Manual Page 168 PEOPLE TYPES ENTRANT ROLES INDIVIDUAL TYPES S CRATCHED PEOPLE only within a Games FILTER BY ASSIGNMENTS ONLY PEOPLE ON ONE OR MORE LISTS TEAM FILTERS EXCLUDE PEOPLE WHO ARE EXCLUDE PEOPLE WITH VALID PRINTED CREDENTIALS ENTRANT PHOTO FILTER BY THE START OF THE PERSON S FAMILY NAME LIMIT COUNT OF PEOPLE TO BE PRINTED ADDRESSES Sorting Only these types of people globally or people in these roles in a Games are included Filters by Individual type Only people not scratched Only scratched people or any Only people who have one or more assignments meeting your criteria here will be included Check this to filter recipients to only people on one or more of the lists you check Include only people who are teams exclude people who are teams or include both Filters to exclude people who are inactive prospects applicants deceased inactive placeholder or banned Lets you eliminate people who already have a valid credential printed or just one printed for this Games Lets you exclude or include people based on whether or not they have a portrait photo Select only those within a certain letter range based on an individual s family name for example all the last names beginning with A B
83. letters tools GMS will send the letter to the person and address listed here 1 Click on Reference check manager from the Applicant screening panel 2 Enter your filters at the top MINIMUM and MAXIMUM request dates METHODS and RESULTS 3 Click Get records to bring up all reference checks which meet these criteria 4 Click on any reference check to edit it or right click on one to edit the request edit the Individual or quickly change its status Caution Changes made here take effect immediately Reference Checks GMS 6 Manual Page 146 Banned People Concepts A banned person is one who is never allowed to participate with your organization Use this for people who fail background checks or have shown themselves to be otherwise unacceptable under any circumstances When registering someone in a Games GMS will check to see if the person is banned or if he matches any significant attributes of someone who is banned People who are banned are locked out altogether those who match attributes of banned people result in the user being prompted to verify that they are not the banned person Banned People Tool To work with all banned people at once from the main GMS screen go to the Applicant screening panel then click on View edit banned people GMS 6 gt Banned people A Banned lists Banned people Mame DOB Group Gender Date Expiration Reason Add person Reports Q Help About this tool Tools Add person Bri
84. not be coming This 1s the opposite of checked in What it does for you Lets you distinguish among people registered in a Games who is here and who is not coming Where you ll find it On the list of people in a Games a person s status is listed next to his name Change this status by right clicking on the person or from the Games information panel in the Profile Editor Do I need it Definitely If someone calls ahead of time and says they re not coming marking him as scratched leaves him in the Games but marked as not coming and puts a line through his name Unlike deleting the person you can un scratch him if he changes his mind and you can run reports of who s scratched General advice Scratched does not apply to individual job assignments If a person is scratched all job assignments are scratched otherwise none are scratched A person cannot simultaneously be checked in and scratched in the same Games Shared address Every person in GMS usually has their own address or addresses Shared addresses let you tell GMS that some people live or work together and this lets you send just one copy of a mailing to everyone in a household e g a Save the date postcard for an upcoming event What it does for you Lets you send single copies of some mailings to multiple people at one address to save money Where you ll find it In most address editors General advice Pair wives and husbands children and mothers in law together with
85. on them If Pending automatic checks with insufficient information is chosen this is the type of certification to be checked for insufficient information Date range for the signature effective d ate on the certification Date range for the expiration date on the certification Title to appear at the top of the report GMS 6 Manual Page 142 Sample report results Background checks Doe Jonathan H 2 01 Antigo Unified Schools IntelliCorp Doe Jonathan H Dos Jonathan H The required field Purpose was not entered Doe Jonathan H An SSN is required Use 111 11 1111 for MVR onhy searches if SSN is not available Doe Jonathan H No date of birth was provided Doe Jonathan H No valid home address was found Doe Jonathan H The motor vehicle search did not provide a valid drivers license number IntelliCorp GMS 6 Manual Page 143 Background Check Reports From the Applicant screening panel select Reports These reports can be run for any kind of background check detailing the people request and the results You ll find several built in reports Ej Load Save Properties DERE Min signature date Maximum 2 Tools no fiter y LL Min expiration date Maxi E Clear settings Indude addresses B E a imum 3f Defaults Preferred address any Setas default report Hep Sort results by E m j i About this tool Sort 1 Group with page break Sort F2 Name Automated B
86. only see the title bar of the panel To open the panel click the title To close a panel click the title again In some places like the Profile Editor GMS hides entire panels e g Relationships if they have no content yet You ll still see the link for the panel on the left and clicking on that link will prompt you to add an item to that panel Then the panel will be displayed Moving Around Within GMS 6 Screen to Screen Clicking on some links brings you to a new screen The Back Save and Cancel buttons take you back one screen Whenever there s information on the current screen that needs to be saved you ll see the Save and Cancel buttons Clicking Cancel takes you back without saving the currently open changes Save saves those changes before taking you back Along the top you ll see underlined links called breadcrumbs You can click on any of these links to go back to the corresponding screen in GMS 6 GMS 6 gt Person lookup gt Borg Jonathan gt Field to Field On a panel or screen containing fields press the Tab key to move from one field to the next or alternatively use the mouse to click within a field What GMS Looks Like Conventions and Getting Around GMS 6 Manual Page 5 E ditors Controls Using Drop Down Lists Some fields are drop down lists from which you can select a single value Click on the down arrow to the right of the field A drop down list opens Click on the selection you want
87. options Delete a field by dragging it from the right side to the left side or by clicking on the field and hitting the Delete key Re arrange fields by dragging the up and down on the right hand list Fields at the top will appear first in the export You can select more than one field at a time by clicking first on one field then holding down the Shift key click on the last field Now you can move the selected fields together as a group Sorting Add one or more sort criteria to make GMS export the records in a particular order for you Records will first be sorted by the topmost field then the second field then the third and so on The E and arrows next to each field indicate that the field will be sorted ascending or descending respectively Exporting data After setting your filters fields and sorting options select the type of file to be created dBase Microsoft Excel or Microsoft Access and then name the file to be created You can use the 1 icon for help in choosing where to save your file Click on the Export button After GMS exports your data it shows three links Add to a list Adds all of the people who were exported to a list Remove from alist Removes all of the people who were exported to a list Mark as printed If you were using this for an external mail merge use this tool to post Letters printed records for the people who were printed here You would do that to keep track of who s received what ma
88. or have shown themselves to be otherwise unacceptable under any circumstances When registering someone in a Games GMS will check to see if the person is banned or if he matches any significant attributes of someone who is banned People who are banned are locked out altogether Those who match attributes of banned people result in the user being prompted to ensure that they are not the banned person Tip If the person you want to ban is not yet in GMS 6 create that person and then mark him as banned On lists of people in GMS banned people show in red to highlight their status M ame DUB G Person All groups Lompary Cornett Michael R PA Male Volunteer High Risk ED PC SD5 Non Exempt Cornett William LEN Male Staff Bespoke Software Inc Bespoke Software Inc Enter Name Address Phone Number and E mail Changes GMS 6 Manual Page 32 It s important to provide complete information about banned people especially gender date of birth e mail addresses and phone numbers When GMS checks to see if someone is banned it also checks to see if the person is similar to someone who is banned and these are the best attributes for GMS to automatically search The easiest way to mark people as banned is simply to use the Profile Editor Find them using any of the Person Lookup tools edit them then mark them as banned Reason banned Date banned Ban expiration Comments Other 07 01 2008 Really riled up the children leave blank
89. or otherwise infer that negative data is present The actual contents of the data of course remain secure User passphrases The user s passphrases are never stored in GMS or in the keys themselves User key passphrases can be changed on individual keys but only by the user or by someone who knows that user s passphrase If the passphrase is lost generate a new user key from scratch No data is lost in this process since the user key is derived from the master key Tracing Audit Logs Security GMS generally requires READ UPDATE INSERT and DELETE privileges on its tables One major exception is the trace table Only 6 tool in GMS ever deletes records from this table the Purge Old Trace Records page 191 tool and no tools update any records here To enhance the security of the tracing logs you can prevent GMS from running that operation by revoking the privileges of GMS users at the database level leaving them only READ and INSERT privileges GMS still requires READ and INSERT privileges even if tracing is disabled it stores some minor information there Command Line Tools GMS provides for multiple tools which can be run from the Windows command line These tools are run individually and GMS shuts down when all are complete Note the commands are not necessarily run in the order in which you specify them GMS may re order them and run them as it sees fit in order to optimize its own internal processes How GMS Encrypts
90. people if they already exist If none of these apply IFI will ignore that record and continue on to the next For these people focused tasks you should always enable the Person lookup module and provide it as many fields as you have available The more data you give it the better a job it will do in finding the person in GMS and in sorting the most likely prospects to the top These are the fields that the person lookup module can use All of them refer to the current person Field Explanation Example value FULL NAME Given name and family name John M Doe NAME BACKWARDS Family and given name family name first Doe John M Interactive File Importer IFI GMS 6 Manual Page 164 Bam E Any phone number Any formatting is ignored 888 988 4467 E MAIL Any standard e mail address capitalization is support bespoke com ignored GE DOB Date of birth For dBase and Excel enter dates 04 27 1970 so that the source program understands them for tab delimited use mm dd yyyy format PERSON NUMBER The PERSON NUMBER field on the Additional data 134 panel REFERENCE ID For people previously imported from 1698 IndividualWorks or other programs the ID they had in that previous application Interactive File Importer IFI GMS 6 Manual Page 165 List Manager Getting Started Set up global lists using the List manager Intellilists link from the User tools panel Access Games specific lists with the List manager Intell
91. percentage of time they receive Select the instructor for the course from the pull down menu If the person is not listed choose add to search for him You can pre configure a listing of instructors under Training Instructors in the Setup panel Where the class is taught If it s in more than one location put the most important one here Text field to make notes about food beverage for the course Once the course is expired those who have taken it no longer qualify for jobs which require that course Students attending the training for which there are no individuals to enter either because you don t know who they will be or because they are not regular Individuals The minimum number of students for the course to be presented The maximum number of students who can take the course at once Other information about this training GMS 6 Manual Page 234 Training Instructors While you can assign new training instructors while defining a training course page 233 it s faster to have all of your trainers pre defined By marking a trainer as inactive GMS will show that trainer at the bottom of selection lists making it easier to quickly choose the trainer s you need Setting up training instructors l Click on the Training instructors link from the Setup panel S Sys One Jy ES sy One Training instructors setup 2 tools Instructors 0000000000000 Loa Add instructor Status Inactive Q Help Help Lancaster Charles
92. person to the next based on various fields in the report Steps in this task 55 ee 1 0 E Report images Add report image Report image In Venue SA E mum Venue AIR Import images special olympics Export images Venue HE QI Help Venue ACG About this tool Athens2011 logo Venue RS Venue MBE Venue HBB Medical Cardiac Role Head Coach Venue HFI Medical Vision Zone bar red Venue HHO Gymnastics Venue YA Role OFC SOT Venue GF Venue FB Venue Venue Sk Venue MA Golf Venue CY Venue AGK Venue BY Venue HE Medical Diabetes Venue ATC Role Coach Advanced Reporting Tools GMS 6 Manual Page 111 1 From the Setup panel click on the Report images link 2 To add a new image click on the Add report image link Describe the image and attach the image from a disk file or scanner using the Image tools link then click Save I Report Image x w Other languages Description Softball Image Image Save image to disk Delete this image Adjust image Crop image Copy Eo clipboard Save Cancel 3 Delete or work with images by right clicking on them Click the Save button to commit all of your changes Report Image Mappings Concepts Report image mappings let you provide a place to define standardized images that you ll use in multiple reports These images can also be used by Report Mapped Fields page 109 which let you easily have images on reports va
93. sees AR 31 Enter Name Address Phone Number and E mail Changes ccccccccnncnnnnnnonnnnnnnnnnnnnnonononononnnnnnnnncnnnnnnnnnnnnos 32 Banned People ia at en 32 Mark Bad Phone Numbers and E mail Addresses eese eene eene tenerse teneros 34 Finding People Using Advanced Criteria scccccecereseeccccssccecesassseeseeeceseecccccsseceeesasesesseseeeeseeeaeeanes 35 Combine Duplicate People oni HERE Eee REOR SPHERE di 36 Roope EET DOES duse Lec ATI haute Adi Eaf 37 E A A I tuc ADEL Eu CANI Me EU ovina 39 Features 40 G16 0 NCMO ccc Pc E 40 BA A 40 Customer and Technical Support GMS 6 Manual Page 1 GMS 6 Draft October 9 2011 Games SCUUP P orita OEE 42 Resistermo PEOD E aigen erasoen es iee toute es omia Mi sdsetaast aee talons euce moneo ue cinese a dua EE EON 45 Working With People ima Gamesa lios oru lu Ea 46 Workimne With Delec ion nia ici llorar reo cd de sav ou Uoc coude 50 SUMI ETSI AA o PU o O Tu o r error retreat T 52 D uphicanlne Gri 4151 eean a A 56 TDN a e O nn OA P 56 MINIS eo es PEPA Ue Un A e o PO E 37 SPIT IS CC ORGS ata 58 COntse AIM coca 61 IEA A O A dees anes cessas te dad aod a ae 63 Reports 65 Report COHCE DIS uscar ias lidia diabetico 65 A ui den LEM LED I ERI LEE LU 65 DESID O eea a 65 Prnt ODUOls esa a O 66 BURRO DOS uat umo tcm LI DUPLI EDS MI oL DEI 67 I oadine RODOLPS 55d dada 69 SAVIO ING dida 69 PS CAD EST 7S OME iia deese sug oder tee
94. server then mark them in GMS as Retrieved from ChoicePoint awaiting manual handling ChoicePoint GMS 6 Manual Page 137 IntelliCorp IntelliCorp accepts requests from GMS via an XML web interface and provides the results to you when they re completed by e mail For GMS to automatically deal with response e mails you need to set up a separate e mail account for these results and give GMS access to that account Caution GMS can only connect to the e mail account using SMTP If you re using Exchange as your e mail server your IT department will have to configure Exchange to allow SMTP login for GMS to retrieve e mails there Working with IntelliCorp is a four step process 1 Enter the background check requests page 134 for each person 2 Submit the requests to IntelliCorp page 138 3 Retrieve the results page 139 4 Process the results page 140 manually Submitting IntelliCorp Requests Steps in this task 1 Click on Send automated requests from the Applicant screening panel cM 6 EGENT GMS 6 gt Send background check r g Background Checks Vendor Intellicorp Count Available Records Authentication User ID not your account number Password Basics Authentication Vendor specific Vendor specific Response e mail address Client ID Client name IntelliCorp GMS 6 Manual Page 138 Select IntelliCorp from the top pull down menu 3 Click Count available records If encryption is enabled
95. support Hold down the Shift key and hit the Pause key usually up along the top right of your keyboard This will copy the contents of your screen and allow you to Save the screenshot to a disk file Send the screenshot to Bespoke support using Outlook or Outlook Express only if one of these is installed on your machine or Send an e mail to Bespoke support directly from GMS without using an e mail client screen captured Send using Outilaakoutlaak Express Subject Tech support question Comments How do I make the cool quotes shay on screen Issue Reports GMS 6 Manual Page 262 Note GMS must be the program on your screen that has focus Your keyboard may also require you to hit a Function Fn OT other key as well to activate the pause key Tip You can redirect where the support e mails go from the default support bespoke com to any other e mail account with a setting in the GMS ini file General ScreenCaptureRecipient john doe com Exceptions Reports Settings With a few changes to the GMS ini file you can change how exceptions reports are handled Redirect the issue reports from their default destination to somewhere else with Exceptions EmailRecipient john doe com Send exceptions reports to Bespoke via an HTTP interface instead of a mail client with Exceptions Web 1 Databases GMS 6 can be configured to connect to any number of different databases at startup or just one Database in
96. that data again Reset login failure timer If this person is locked out due to too many failed login attempts resets the timer for that and allows him to log in again Print a report for this person Prints any of several built in security reports detailing this user s personal information security rights and audit log User Security Rights Tools Assign a random password Creates a new random password based on the current password complexity rules assigns it to this user and displays it for you View personal data Opens this person in the profile editor in read only mode Edit personal data Opens this person in the profile editor for editing See changes Lists who s made changes to this person and when lists all login logout details for the user See actions Lists all actions taken by this person including people updated reports printed logging in out etc Set password expiration Prompts for an expiration date for the person s password Reset login failure count If this person is locked out due to too many failed login attempts page 237 resets the timer for that and allows him to log in again User Security Rights GMS 6 Manual Page 243 On the left hand side of a user s information set their password expiration and other properties Field name Description USER ID A unique ID that the user will use to log into GMS It must be at least three characters long and may only have in it the characters a z and 0 9 GMS
97. the relationship Delete Addresses The address of the delegation This can be used in mailings Create a New Delegation From within a Games open the Delegations panel Right click on the list of delegations and select Add new delegation or click on the New Delegation Wizard link Field name Description GROUP Selecting a group defines the new delegation based on that group NAME This defaults to the name of the group the delegation is being based on but can be changed It is perfectly legal to have more than one delegation based on the same group CHANGES MADE TO THIS Within the Games if the delegations name or other properties are changed and DELEGATION IN THE GAMES this box is checked GMS will copy those changes back to the group itself SHOULD BE COPIED BACK TO THE ORIGINAL GROUP APPLICABILITY GMS 6 only GMS only or All systems this defines where this delegation appears SELECT THE ROLES ALLOWED TOBE Only roles allowed in the Games can be selected This value can be the same as IN THIS DELEGATION the list of roles allowed in the Games or a limited set of them PRIMARY LANGUAGE The primary language of the delegation OTHER LANGUAGES SPOKEN Any additional languages of the delegation Click the Finish button to save the newly created delegation Games Reports In general all of reports available within a Games are also available globally and so are documented with the other reports When run from within a Games they get fi
98. to everything in GMS effectively bypassing security altogether A Standard user must be assigned specific rights to be able to perform any actions INHERIT ADDITIONAL Checking any other users names here gives this user the rights he s specifically assigned RIGHTS FROM plus all of the rights of these other users The rights are not copied from the other users right away and changes made to the source users affect this person the next time he logs in SECURITY MANAGEMENT If granted Access this user can access the Security Manager and make changes User Security Rights GMS 6 Manual Page 245 GAMES GENERAL DATA ENTRY PEOPLE REMOVE A PERSON S BAN REPORT DESIGNER GROUPS REPORTS CREDENTIALS MANAGE LISTS BACKGROUND CHECK HANDLING IMPORT DATA EXPORT DATA BULK ENTRANT VALUE UPDATER BACKUP DATA SETUP ENCRYPTION SETUP DATA MAINTENANCE AUTO UPDATE User Security Rights ACCESS TO If Access to all user has full rights to all existing Games ALL SET Otherwise the user has only those rights given to individual Games INDIVIDUALLY CREATE NEW Allows creation of new Games Note newly created Games default to having the creator as an owner and that owner has full rights to the Games in the process Credit Individual hours mark bad phone numbers e mail addresses edit groups enter training results bad e mail handler Create create a new person from scratch Edit open an existing person globally
99. to that networked file Can multiple users access GMS 6 at once Any number of users can simultaneously access GMS Is it possible to customize the system according to our business needs There are substantial customization possibilities within the program itself and we are always open to suggestions on extensions that would be relevant to our customers Is GMS 6 Windows or web based GMS 6 Manual Page 251 How can we import our existing data GMS can import data from a wide variety of sources using the Interactive File Importer page 160 For Individual Works users we have some internal tools which can be used to bulk import all of your IndividualWorks data for you with minimal hassle on your part What language is GMS 6 developed in The Windows portion is written in Delphi which provides all of the GMS 6 business logic Is it open source and can we add or modify existing features No aspect of GMS is open source but the vast majority of it can be customized by defining your own fields page 213 and modifying existing ones creating custom application forms for data entry and the use of the Interactive File Importer page 160 for bringing data in from other sources While you can t modify the underlying programming of GMS we always get the best feature ideas from our customers If there s something you re looking for that s not there tell us and if we think it would be broadly applicable it will like
100. to work Putting in a POSTAL CODE zip code in the US brings up all people with an address in that postal code STATE PROVINCE combined optionally with CITY TOWN will bring up all people in that state optionally only those in the given city in that state Note that CITY TOWN cannot be used by itself STATE PROVINCE must be entered if CITY TOWN is included STREET NAME brings up all people with that street name STATE PROVINCE must be entered with STREET NAME A person will be shown if he meets one or more of these criteria GMS 6 gt Person lookup amp Lookup method People types By name constituent or basic ID i i o Gr p p Personal information ofitr footer Address phone e mail pens See everyone in groups See everyone in system Postal code State province A Tools Clear criteria q Load save criteria ACTA RCUPUNEN A Yi Deceased Status Inactive Status Rejected Status search jJ Create a new person Mate Name DOB Gender Perso All groups Q Help 0 Allen Orvin Rayme 09 08 1951 Male Athlete NA Team USA Colorado About this tool A Use this search tool to find people based on their identifying information name gender and date of birth address phone number and or e mail address More complex searches can be done to identify people within a specific distance from a postal zip code all people in one or more groups people in invalid groups or peo
101. using the auto update tool From the database selector screen click on the Check for program updates link under Tools Download and install the version you were running previously and you will once again be able to get into GMS Check for Program Updates GMS 6 Manual Page 181 Check for Zip Postal Code Updates Concepts GMS can use zip postal codes to determine its city state province county and country as well as know how far it is from other zip postal codes Normally GMS does not ship with a populated table of these but Bespoke provides them for free on its website Before You Begin You must have a live Internet connection for this feature to work Steps in This Task To update your zips table where these values are stored 1 Click on the Check for zip postal code updates link on the Administrator tools panel and GMS will connect to the bespoke com website to check for updates SI 7ip postal code update PR Available updates Date Kind Description 03 01 2010 Canadian postal codes Full Canadian postal code database For V5vs One and GMs 10 05 2010 United States zip codes Full US zip code database For V5ys One and GMs OF 02 2010 United States zip codes Full US zip code database For V5ys One and GMS Cancel 2 Click on any of these updates then on the Install button 3 GMS will download the complete update then apply it to your zips table The Canadian postal codes database is huge almost 200MB of
102. will force it to be lower case PASSWORD Must be at least three characters long VERIFY PASSWORD Type the same password again to verify that it s being typed correctly ENABLED When checked the user can log in PASSWORDEXPIRES Requires the user to change his password next time he logs in IMMEDIATELY USER EXPIRES If checked sets an expiration date for this person as a user After this date the user will no longer be able to log in Sf VSys One ES vsavz One Security manager Security rights for Martin Louis IM o Tools Assign a random password View personal data Edit personal data See changes See actions Set password expiration Reset login Failure count Q Help Help About this bool Search knowledgebase User ID Imartin Password ExXEXxX verify password EEE Enabled Password expires immediately C User expires Password never changed by user Password never expires User Security Rights General Superuser fall rights to everything Standard user Inherits additional rights From Parra Elise Aleparra Security management Mo access Projects Set individually General data entry Mo access People none People by type na details set People by group na details set Remove a person s ban No access Enter account records Ma access Report Designer Access Groups none Reports No access Credentials Mo access Manage lists Mo access Background check handlin
103. your hard drive or network which contains the nx1 files which represent GMS 6 s data Connect to a NexusDB server Server mode connects to a remote or local copy of NexusDB server rather than the data files directly This is a more robust mode and allows an unlimited number of users to simultaneously access the same data Using NexusDB server requires that you first configure NexusDB server page 266 itself and establish the data folder and alias GMS 6 will automatically create the empty tables within your database the first time it starts up Field name SERVER ADDRESS SERVER NAME DATABASE ALIAS NEXUSDB SERVER CONFIGURATION REQUIRES YOU TO LOG IN BEFORE ACCESSING DATA NEXUSDB PORT DEFAULT SERVER LOGIN ID DEFAULT SERVER PASSWORD Databases Description IP address e g 192 168 2 1 or name of the machine e g GMSdata myorg com where nxServer exe is running Normally NexusDB The alias is the name that you gave the database when setting up NexusDB server not the folder that the files are stored in If you defined users in NexusDB server check this box GMS users will be prompted for a user name and password when they connect to the database Note users must have Read and Write access to NexusDB server for GMS 6 to function properly Leave this blank to use the default port of 16000 or enter a specific port number if you ve configured NexusDB server to use a different one When users are prompted to l
104. 0 Contact Flags 212 Cool Quotes 254 Course Entrants 61 Course Properties 60 Create a New Delegation 52 Create a New Person 16 Create a New Project 40 Create and Manage Data Encryption Keys 184 Creating Master Encryption Keys 185 Creating User Decryption Keys 186 Credential Name tag Badge 289 Credentials Designer 170 Credentials Printed 31 Credentials report pipeline 123 Credentials Results 171 Custom Application Forms Rights 247 Custom Column Report Formats 117 Custom Column Reports 114 Custom field 289 Custom Field Data Types 214 Custom Fields 28 213 Custom fields report pipelines 124 Custom Mailing Labels 80 Custom Mailing Labels with Custom Filters 83 Page 296 Custom Sports 217 Customer and Technical Support 1 D Database Conversion 274 Database Creation and Configuration 263 Database setup 274 Databases 263 Database Specific Notes 264 Deceased 290 Default Values 214 Delegation 290 Delegation Properties 51 Deleting a Custom Field 215 Demographics Reports 84 Designing 65 Detail Filtering Sorting 70 Display Formats 131 Do we need the software loaded onto every computer 251 Does the database reside on your server or ours and who is responsible for maintaining it 252 Domain Authentication 237 Duplicating a project 56 E Editors Controls 6 E mail addresses with leading or trailin
105. 010 Q8 00AM 07 01 2010 08 004M 04 01 2010 08 00414 07 01 2010 a8 00AM 04 01 2010 0a 00AM 04 01 2010 0a 00AM 03 01 2010 08 004M 04 01 2010 0a 00AM Expiration 07 01 2011 04 01 2011 07 01 2011 04 01 2011 07 01 2011 04 01 2011 07 01 2011 04 01 2011 07 01 2011 04 01 2011 04 01 2011 03 01 2011 04 01 2011 Status Registered Registered Registered Registered Registered Registered Registered Registered Registered Registered Registered Registered Registered w ajk a Right click on a person on the list to modify individual people or perform other actions This training Edit record Edits the training record itself recon Delete Deletes the training record Edit entrant Edits the person who is registered Send a letter Brings up a list of letter templates selecting one of these will merge the training record with that template Add eom Adds this person to a temporary or permanent list to a list Training Manager GMS 6 Manual Page 175 Enroll a person Brings up the person lookup tool to let you search for a person then give the person a outside of a training record with whatever properties you want course Select All None Reverse use these to check and un check all records Selected training Setstatus Sets the status of all checked records records Send a letter Brings up a list of letter templates selecting one of these will merge all checked training records with that template Print mailing Prin
106. 08 004M Registered 04 0101 1 volunteer Student High Risk ED PC SDS Mon Exempt Leigh Renee K 040172010 08 00AM Registered 04101201 1 Volunteer Other Exempt Lindsay Jahn E 03 04 2009 1 0 00 Registered Volunteer Other Young Members Lockett Patricia M 040172010 08 004M Registered 04 0101 1 volunteer Other Mon Exempt Lockett Patricia IM 077012010 08 004M Registered 071012011 Volunteer Other Mon Exempt Lucas Angela H 03 04 2009 02 00PM Registered Volunteer Other Young Members Mack Cameron J 03042009 02 00PM Registered olunteer Other Young Members Madison Linda K 03 04 2009 1 0 00 Registered Volunteer Other Young Members Martin Louis M 03042009 10 00AM Registered Volunteer Other Young Members Martinez Sharan S 0404 2010 08 00AM Registered D 37017201 1 volunteer Other Mon Exempt Mathiesan Jean T 03 04 2009 1 0 00 Registered Volunteer student Young Members Mcdonald Stephanie M 02042010 08 00AM Registered 0 04 01 1 Volunteer Other Man Exempt Training Reports GMS 6 Manual Page 104 Sample roster Training class roster Confidentiality HIPAA General Main Wing Max capacity 25 Alderson Jack E E mail Jaca ek METE Ed pe 2x ie us ps z Anderson Eli L C A E E ut o p A il 1 1 eo op ran a E mail Eli u qa E xt me Ta e E ae Ui p Artz Jacquelyn K 5 E mail Jazz GE p Baker Inez J MER op E mail net ad a Barnes Abby B E mail Atis cd en ae Blasko Ryan L PES i E mail Ry Axe Mp 1
107. 09 07 30AM 2 30 Safety 5 East Roth Erin M O 0 1 12 20 2009 03 30PM 2 30 Sales 101 General Roth Erin M 3 50 22 06 12 2009 08 00PM 3 00 Lots of pizza Training Reports GMS 6 Manual Page 101 Training Rosters Report When to use this report To get detailed information about courses and their students To print sign in sheets To print lists of people who have taken classes even across different courses Steps in this task l Click on Training rosters from within the Reports panel or click on Rosters reports from within the Training courses tool 1 GMS6 Soka GMS 6 gt Training rosters reports Settings Training class roster Sorting Subjects Bort 1 Subject with page break no filter Sort 2 Start date with page break Statuses ss Sort 3 Start time with page break hs Tools no filter Sort 4 Course ID with page break Clear settings Locations Sort 5 Name 4 no page break Design report no filter Print options Calculated fields PENA Instructors Detail filtering sorting i no filter Defaults Training between i Set as default report 2 and Help Expiring between and Properties Print to Screen About this tool Calculated fields help Exclude people with these flags Set default report help F l filter M Detail filtering sorting help LOO tT Report designer help Z Filter entrants by gender
108. 3 00 3 00 4 00 4 00 4 00 4 00 4 00 3 00 woes 10 14 2012 08 16 2012 Right click on a course on the list to modify individual courses or perform other actions Add Define a new course Edit Opens the course for editing Delete Training Courses Setup Location 5 East Home General 5 East General Main Wing 5 East General Mew Wing General Main Wing Deletes this course Deleting a course with students in it cause GMS to prompt you Training courses i Expiration Instructor Smith Beth K Lancaster Charles K Smith Beth K Chevrette Michael Chevrette Michael Smith Beth K Chewrette Michael Sanchez Rodney E Create edit and delete training subjects If you have any un saved changes here you ll Reports based on the courses not their students though students can be included in the GMS 6 Manual Page 173 whether to delete all of the training records of those students in this course or to disconnect them from the course and leave all of the training records intact See this course s Opens up the course entrants list with the course s students There you can edit add registrants and delete entrants in this course Filters By default all upcoming courses show on this list Use the filters on the right to change those criteria and list past courses those within a specific date range by subject handicapped accessibility location or whether the course still has openings for more students
109. 36 tool for defining password inactivity timeout and other rules Security reports Reports to list current users and their rights Refresh Reloads security users from the database On the right click menu Right click on a list to modify a person s security settings or perform other actions Add a new user Opens up the standard person lookup tool Use this to find an existing person and make him a user You can also create brand new people here View personal data Opens this person in the Profile Editor in read only mode Edit personal data Opens this person in the Profile Editor for editing Edit security settings and rights Brings up the Security Rights editor for this person where you can edit user ID password and security rights See changes to this user Lists who s made changes to this person and when lists all login logout details for the user See what this user has done Lists all actions taken by this person including people updated reports printed logging in out etc Check password Prompts you for the person s password then tells you if it was correct or not Note you can never see any person s password ever though you can change it Enable Disable Enables or disables the person s login rights Make this person a non user This removes the person as a user revoking all access rights and clearing the user ID You can t undo this action once you ve confirmed your intention at the prompt except by re entering all of
110. 4 1995 4 Mar 95 04 Mar 95 Advanced Custom Reports The date in the user defined date format As above but removes any time elements Description Time in the user defined time format As above but including seconds Time in the smallest space possible e g Noon Midnight 9am 9 45pm As above but including seconds Time as a duration in the user defined duration format As above but including seconds Time as a duration in decimal form regardless of user defined duration format Time as a duration in hh mm form regardless of user defined duration format As above but including seconds Description m d y mm dd yy mm dd yyyy d mmm yy dd mmm yy mmmm d yyyy m d mmm yy mmmm yy Sys sys date Code h nn AM PM h nn h nn ss AM PM h nn ss Sys SYS SS tight tight ss dur dur ss dur dd dur hh mm dur hh mm ss Code m d yy h nn ss AM PM m d yy h nn ss m d yy mm dd yy mm dd yyyy d mmm yy dd mmm yy GMS 6 Manual Page 132 March 4 1995 3 4 Mar 95 March 95 System setting System setting just date System setting just time System setting just time with seconds System setting with seconds Friendly Friendly with seconds Tight Tight just time Tight just time with seconds Time duration system setting Time duration system setting with seconds Time duration decimal Time duration hh mm Time duration hh mm ss Date time in
111. 4x768 or higher and should have a IGHz or faster CPU These are the minimum requirements We recommend 1GB 1 5GB for Vista 2 5GB for Windows 7 of memory A higher speed CPU will make your experience faster and a better display lets you show more information on the screen at once which is especially useful on some of GMS 6 s more complex screens What are the server requirements SQL Server SQL Server 2000 2005 or 2008 SQL Server Express will work as well GMS is not tied to any specific SQL Server versions and is not particularly sensitive to updates to the database No applications other than the basic database need to be installed on the server Oracle Oracle 91 or higher GMS does not require its own hardware or even its own database instance and will work properly sharing an instance with other applications Disk space utilized depends entirely on your data it s a rare database that exceeds 1GB in the first year or two and the IOGB mark is exceptionally unlikely to be reached Do we need the software loaded onto every computer GMS can be installed on each workstation or a network share can be used to allow multiple workstations to work with a common copy All data is stored in the main database no information is kept locally No registry access is required for installation and if a network share is used for the executable and settings files installation on additional workstations takes nothing more than adding a shortcut
112. 6 Manual Page 76 ST Label layout Description Address 5160 adjusted Left nudge Top nudge We 0 05 Label width Label height Page width 2 63 1 Bao Left margin Top margin Row spacing 0 19 0 5 T Label group LS Landscape printing use Far envelopes Label column positions Column 1 0 19 Column 2 2 94 Column 43 5 69 add a Inactive Label properties Field name Description Basic Mailing Labels oles Other languages Page height 11 7 GMS 6 Manual Page 77 DESCRIPTION LEFT NUDGE TOP NUDGE LABEL WIDTH LABEL HEIGHT PAGE WIDTH PAGE HEIGHT LEFT MARGIN TOP MARGIN ROW SPACING LABEL GROUP LANDSCAPE PRINTING USE FOR ENVELOPES LABEL COLUMN POSITIONS INACTIVE A description of the label for your own use GMS will let you have multiple types of labels with the same name It won t get confused but your staff will When the label is printed these values will be used to move all printed text right left and down up by that distance Negative values are allowed they move the text left up where positive values move it right down Size of each label Size of the physical piece of paper of the label sheet Position of the top left of the upper left label Space between each label vertically Leave this as O if the labels touch each other on the page Organizes labels into groups These groups themselves are not editable Horizontal position for each column o
113. Background check processing page 134 Reference checks page 145 Interviews Background Checks GMS integrates with two major US based background check vendors Lexis Nexis and IntelliCorp Previous versions of GMS supported ChoicePoint Since their merger with Lexis Nexis only the ChoicePoint interface is being maintained by the combined company and that name is used on these background check requests even though they re being processed by Lexis Nexis In addition GMS supports a generic background check request which can be exported to other vendors but whose results would need to be entered manually Caution Bespoke Software and GMS 6 only provide the tools to interface with background check vendors We do not provide these services ourselves and are not involved in the relationship between your organization and the background check vendor You are responsible for applying for maintaining and paying for your own accounts with these vendors In addition Bespoke Software makes no statements regarding the quality or suitability of any of the services referenced here Concepts Background check processing in GMS is comprised of five steps 1 Entering background check requests for individual Individuals 2 Submission online or otherwise of these requests for processing 3 Retrieval of request results 4 Manual examination of results to determine the suitability of each Individual 5 Communication of results to Individua
114. Basic report help Training courses report EJ Filter entrants by age Filter entrants by group Filter entrants by type Add another filter Training Reports GMS 6 Manual Page 102 Select a built in or saved report to use 3 Setany filters on the training records themselves SUBJECTS STATUSES LOCATIONS INSTRUCTORS course dates and expiration dates Add any filters on the students 5 Choose your sort order Click Print to run the report Sample details Training Reports GMS 6 Manual Page 103 Training detalls Confidentiality HIP A amp A Date Status Expiration Fuentes Gordon K 03 04 2009 10 00AM Registered v alunteer Student Young Members Harris Sheila L 470172010 08 00AM Registered 04101201 1 v alunteer Other Exempt Hayes Marguerite A 021012010 08 00AM Registered 021012011 Volunteer Other Man Exempt Hayes Marguerite A 06 01 2010 08 00AM Registered 06 01 2011 v alunteer Other Mon Exempt Heck Christian A 03 04 2009 1 0 00 Registered Volunteer Other Young Members Hintan Teresa C 06 04 2010 08 00AM Registered 06 0401 1 v alunteer Other Man Exempt Hysell Alex M 04 01 2010 08 004M Registered 04101201 1 volunteer Other Exempt Johnson Malcolm J 020172010 08 00AM Registered D2 017201 1 volunteer Other Mon Exempt Keller Heather 5 03042009 10 00AM Registered Volunteer Student Young Members kitchens Edward T 05 01 2010 08 00AM Registered 05101201 1 Volunteer Other Mon Exempt Lara Judy J 4401412010
115. CATION Prevents new certifications of this type from being created TYPE EACH PERSON ALLOWED If a person already has a certification of this type prevents the creation of a new one ONLY ONE OF THIS TYPE A person who already has more than one will not have any deleted automatically and merging two people together can still result in the kept person having more than one of these APPLICABLE TO THESE TYPES Only people with one of these as their primary or additional types can have a OF PEOPLE certification of this type added DISPLAY THESE FIELDS ON On lists of certifications and as part of the Other field in reports fields checked here THE OTHER COLUMN IN will be included LISTS PREVENT DELETIONS OF If this is checked once you create a certification of this type and save it in a person s CERTIFICATIONS OF THIS TIME profile it cannot be deleted Use for things that need to stay such as background check ONCE CREATED AND SAVED information ENABLE AUTOMATIC Turns on automatic expiration date calculations EXPIRATION DATES UNITS COUNT ROUNDING Days Months Years or Specific date Each comes with its own set of options for calculation IF A PERSON IS UNDER A If checked and the person is currently under this age when the certification is added SPECIFIC AGE the expiration date will be the person s birthday at that age Certifications GMS 6 Manual Page 208 SHOW WARNINGS ON THE KIOSK STATUS FIELD RESULT FIELD Tools
116. Comments and images Lets you associate pictures and comments with the current location Locations are stored by internal codes not by name Renaming a location renames it everywhere in this Games If you delete a location it is gone forever making a new one with the same name will not bring it back or re associate it with the things that used the old one Location Information Clicking on a location brings up a screen for editing that location S VSys One Ja JE Wve One Location manager global Locations editar Q X cono Location editor Location information Location information Description Comments and images Directions Main Wing Address Full description Short description Other languages P P Q Help Located within Postal code Help General 12345 About this tool Search knowledgebase Handicapped accessible Assign latitude longitude coordinates Get coordinates From postal code Get coordinates From address Latitude 42 8145 Longitude 3 9403 Show on Google Maps Assign address Kind Business Status Primary Valid all year Comments Not present Contact edit sharing Address 123 Main Street ej City New York State province NY ip postal 10044 Country E mail Phone numbers 518 555 1212 Kind Business Delete S18 123 4567 Kind Fax Delete Directions 1 Head northwest an 4 55th St toward 11th 4ve go 0 2 mi 2 Take the 3rd right onto New York 94 M go 5 7 mi
117. DATA TABLES ORACLE INSTANCE ORACLE PORT DEFAULT SERVER LOGIN ID DEFAULT SERVER PASSWORD NexusDB If the user ID that you log in to Oracle with is not the user that owns the GMS 6 tables enter the name of the user that owns the tables here GMS 6 will create Oracle synonyms when it starts so that the logged in user can reference the tables as if it owns them Leave this blank if the logged in user 1s the user that owns the tables Optional if entered this should be the name of the specific instance of Oracle to connect to on a machine with multiple instances running Optional if entered this should be the TCP port on which Oracle is listening for connections Normally you d leave this blank When users are prompted to log in to Oracle this ID will be provided by default When users are prompted to log in to Oracle this password will be provided by default NexusDB is simple fast reliable and free making it the preferred database in most offices To use GMS 6 in standalone mode on a laptop for example not connected to a common server you ll always use NexusDB Work with local data files directly Standalone in this case means that GMS 6 uses its data files directly with the files usually stored on the same machine that GMS runs on Only one copy of GMS can be running at a time but this mode does not require any other programs to be running or any special configuration FOLDER WITH DATA FILES The folder on
118. Data GMS 6 Manual Page 276 Command Line Backups GMS can be told to run its backups page 177 directly from the command line rather than using the visual user interface These are handy for scheduled backups that you can have automatically run by Windows as a scheduled task or by any enterprise management tool which permits scheduled jobs Run a command line backup by launching GMS with the backup parameter followed by any options For example GMS exe backup yyyy mm dd hh nn ss zip password beef omitimages Or GMS exe backup mm dd yyyy zip maxsize 10 When run on February 12 2010 at 5 56 00pm the first would result in a file named 2010 02 12 17 56 00 zip the second example would produce 02 12 2010 zip You can t choose which tables to include but you can specify those to be omitted Do this by putting the table names with dash characters in front of them delimited by commas For example GMS exe backup yyyy mm dd zips trace will omit the tables zips and trace Parameter Meaning password Text used to encrypt the backup in this example beef omitimages Excludes from the backup any scanned forms or images associated with comments maxsize If the backup file would exceed this size breaks the backup into multiple files all no larger than this value in megabytes GMS must be configured to automatically start with a database for these backups to work If GMS prompts you for a database to use when it s run
119. E TOP All text printed on the labels will be moved this distance to the right bottom Use negative NUDGE values to move left up FONT SIZE Pick a font and size appropriate for your label STARTING LABEL GMS can skip labels to re use a partial sheet of labels Set this to the label to start The label at the upper left corner is considered the first label NAME TO USE Normal name Normal name with prefix and Alternate name are the options The last tells GMS to use each person s alternate name if available If the alternate name is blank GMS will use the person s normal name Sorting Add one or more sort criteria to make GMS sort the labels Labels will first be sorted by the topmost field then the second field then the third and so on The amp and arrows next to each field indicate that the field will be sorted ascending or descending respectively Checking no page break or with page break turns page breaks for this field on and off You might use page breaks to separate labels by delegation or by role Printing labels After setting your filters label options and sorting options pick the printer to send the labels or Screen Click on the Print button Post Printed Letters Once GMS has printed your labels it shows the Mark as printed link Use this tool to post Letters printed records for the people who were printed here You would do that to keep track of who s received what mailings and when both to filter on it la
120. E 4 LINE 5 LINE 6 LINES MAILING LABEL MAILING LABEL CANADIAN PHONE HOME PHONE WORK PHONE MOBILE PHONE FAX PHONE NA PAGER CONTACT NAME P HONES POSTAL PRIMARY PROVINCE STATE TYPE VALIDITY Advanced Custom Reports Description or sample Cltton Park CLILTCON park NY 120625 Clifton Park NY 12065 John Doe USA Saratoga automatically calculated using the zips table based on the ZIP CODE POSTAL CODE info2 bespoke com PO Box 4406 Department 14 PO Box 4406 Department 14 Dale Smith PO Box 4406 Department 14 CLLEGON Parks NY 12065 Dale Smith PO Box 4406 Department 14 Clifton Park NY 120 625 One phone number of the selected type Dale Smith All phone numbers for this person LADOS True 1f this 1s the person s primary address NY contains the same value as the STATE field NY Business January 4 April 15 GMS 6 Manual Page 122 ZIP CODE 120695 Certifications report pipelines There can be from one to dozens of pipelines of certifications available here depending on how many certifications you have created in GMS 1 For any given person there will be one pipeline for each type of certification defined in GMS which is not marked as disabled and the pipeline will be named with that certification s name The fields in this pipeline will vary and represent the fields in that specific certification These pipelines will have one record for every certification of that type th
121. E pipeline Begin by placing a DBBarCode object on the report the Bu button Along the top select the PEOPLE pipeline then the CREDENTIAL BARCODE field 3 On the Properties pane on the left under BarCode set the option BARCODETYPE to bcCode128 This uses the Code128 encoding scheme for the barcode which is the only one which can encode the appropriate data When the credential is printed and saved this barcode can be scanned and the Individual can log in and log out without requiring a User ID or password Credentials Results After clicking on the Get records button GMS brings up a list of all of the people who met your criteria and for whom it will print credentials amp Credentials Person Abernathy Anita B Adams Matthew K Albino Linda L Alderson Jack E Anderson Andrea Y Anderson Lois C Andrade Anna D Artz Jacquelyn K Baker Inez J Banks Gary P Barna Calvin 5 Barnes Abby B Batchelor Jackie J Baugher Scott A Beardslev Richard F Bell Doug M Deke Mae sl om Print options Print En Screen Group High Risk ED PC 505 Mon Exempt Mon Exempt Mon Exempt Mon Exempt Mon Exempt Mon Exempt Mon Exempt Mon Exempt Mon Exempt Mon Exempt Mon Exempt Mon Exempt Mon Exempt Mon Exempt Mon Exempt Name Tags Badges and Credentials Jo 198 records shown Type volunteer volunteer volunteer volunteer volunteer Volunteer Volunteer Volunteer Volunteer volunteer voluntee
122. Edit default values Edit layout Save to file Revert to built in When a Individual signs in at the kiosk if a certification of this type is due to expire they will get a warning at each of these days For custom certifications the field in the definition which should show in the STATUS column on lists and in reports For custom certifications the field in the definition which should show in the RESULT column on lists and in reports Sets the default values for each field which will be used when new certifications of this type are created Edits the layout fields options and on screen field configuration Not available for certain built in definitions Saves the current definition to a disk file For built in certification types throws out any definition changes and uses the built in definition instead Certification Designer The certification designer lets you add edit and remove fields from the certification s definition GMS lets you have an unlimited number of fields on each certification only requiring that each field have its own unique code S VSys One cle Ways One Certifications TB Test Layout for TB Test l2 amp c ode ofo Move labels when moving Fields Add new Field Date created cw Date of last results w Expiration date Result Pending Comments Certifications GMS 6 Manual Page 209 Actions Click on Add new field to define a new field Click and d
123. Females They unknown gender He She They Lookup method options Generate lookup based on which name Tum note that if the selected name is blank will use the primary name in its place When looking up on Family name ignore these Words at the beginning of the Family name Mone selected Capitalization rules and name prefixes Change this name segment Exceptions Firstigiven name Do nothing nonae Middle name Do nothing none Last Family name Do nothing de di du al la le van vanden von Mame suffix Do nothing ard 4th i ii iii i md Last name prefixes d de del den der di du ella le mac me st tenm van vanden von Mame suffixes 2nd 3 3d 3rd 4th cFp cpa dds dmd dpm dm edd esq ii iii iv jr md phd senior sr vi Reload name defaults Segment Names Enabling alternate names gives you a place to enter an Alternate name for people and some other things as well A common use for an alternate name is its use as the name in a different language You can edit a person s other non primary names by clicking on the Other names link in the profile editor The alternate and phonetic names are also available in mail merges most custom reports and in exports page 150 The fields HE MALES SHE FEMALES and THEY UNKNOWN GENDER affect how the fields HE SHE THEY and HE SHE THEY LOWER CASE work when reporting on people or using them in mail merges These are particularly useful in
124. GMS 6 Manual Page 267 3 Go and start GMS it should open to the NexusDB server copy of data Restart the server and start GMS to verify it opens as expected Table rebuild tool Concepts NexusDB is unlike SQL Server and Oracle in that it can be used in single user standalone mode with GMS writing directly to the database tables itself Even when using NexusDB Server NexusDB tables are more prone to file damage than those used by SQL Server and Oracle This tool provides a mechanism for verifying and repairing possibly damaged tables The first sign that something may be amiss with your tables would be an error like exception message NexusDB unnamed TnxTable instance Read failure 2401 9217 Your first course of action is to call or e mail We can read the error report and tell you which if any table has a problem If this is not feasible due to time zone issues or it S a weekend or holiday you can follow the repair process yourself on all tables no damage will occur if you repair an undamaged table Caution Always make a backup of the underlying files nx1 files before using this tool Steps in this task 1 Get all other users out of GMS this includes closing down VOXI and the Standalone E mail Robot if you re using them This tool can only be used if no other users have any tables open 2 Back up your data Do this by backing up the underlying nx1 files rather than the GMS 6 backup tool since that tool may not
125. GMS 6 User Manual User s Guide 10 20 2011 GMS6 version 5 99 0 294 1997 2011 Bespoke Software Inc GMS Six qp n A Th 3 d at plain solution and itis always FE IS d j GMS 6 Draft October 9 2011 Contents Getting Started 1 Customer and Technical SUDO Ne bici MPa t DUI EOM Ld A l M elcornmiedo O 1 MVerstom Notes OMS SiO 2 HONA OU e ES M a Must a r E E ces 3 Tools and Fea S eaer E e AE E E Cd Lap EOM E E 3 Glossary of Terms and Bellver 3 Shortcuts Tor Usine GMS Or a 3 What GMS Looks Like Conventions and Getting Around c cccccccccnnnnnnoonncnnnnnnnnnnnnnnnnnnnnnonnnnnnnnnnnnnnnnnnnnnnnnnnos 4 Usine Panel Saee aE E E 5 Movino Around Wat COMIS Dodd 5 EAO CONTO a E A A TEE DNE 6 Viewine and Usine Tables T a 7 GMS Eai y pO oi E E AE 8 User Roles and Responsible eo 9 People 10 Eindins People by their PersOma ll dad nes 10 b Personal Inorma Oeser E E A E E ETE 11 diia A A E 13 Address phone e Mala ii aia 14 Other Lookup A a a a ine aiee 15 lg A II II N 15 Remembernne 5e roles a iS A nb tud ene deed one fe 15 Create a New Pers Ounae 16 POMS Edit id 18 REDOT to pc EE 19 A A EEA Af cene 19 AO Ai 21 A A E dolut eel pes e Ra C t CI PA Duel pen E 22 Relattonstps sd id 25 RN 27 COSO E A e a a O an REAL 28 P a ALL Ui t lo p 29 ESTACA n A M MM iU AM M e iUe iL OS Os 29 backeround Tieck Sonme loa 20 A tmu concise tliat tact Testes O tant LU UI EO 31 C TedeHntrals Pd a la tl ME 31 FPO PNO ects aces
126. Games For example a person who is globally identified as Staff may be registered as a Individual in a Page 291 How it works If a person has multiple types any additional types can be added in the ADDITIONAL TYPES field in the Profile Editor Need more The person s primary type corresponds to the PERSON TYPE field in GMS GMS does not recognize any additional types which may be assigned to people Relationships Relationships are used to indicate how people and groups are connected to one another From within the Profile Editor you can see all of the people someone is related to What it does for you Connects people together both globally and within a Games Where you ll find it On the Relationships panel within the Profile Editor and Group editor You can hide relationships that are irrelevant to you on the Advanced panel on the System Preferences screen in Setup General advice When you ve defined a relationship for someone GMS shows that relationship on both people s screens This means that if under Jane Doe you show that Jimmy Doe is her son on Jimmy s screen you ll see Jane Doe listed as his parent Relative date A relative date is one that s stored not as a fixed date but rather one relative to the current date What it does for you Lets you save a set of criteria e g Everybody with a Individual Medical expiring in the next 30 days and then use it without having to go back in and update the criteria e
127. Hibialibbluluullbibulullil Adam Dunlop 1817 Timber Ridge Road Sacramento CA 95814 Eddie Hyde 989 Timber Ridge Road Pansnraraamta PA DEDA A Inm RR ld lll Diane McCauley 501 Woodland Terrace Sacramento CA 95815 Hibialiblulunlhibiluuhill Robert Strazdas 4804 Highland View Drive Sacramento CA 95815 Hibiuahlibluliualibillullul Jonathan Ingram 1704 Byers Lane c arar DA MOCO GMS 6 Manual Page 82 Custom Mailing Labels with Custom Filters To use more advanced custom filters on your custom labels click on Custom mailing labels with custom filters These work much like the custom mailing labels except that they provide you with a place to define additional filters i GMS6 GMS 6 gt Custom Mailing labels with custom filters m File Load Save Properties Tools Clear settings Design report Calculated fields Detail filtering sorting Defaults Set as default report Q Help About this tool Settings Settings 5160 labels For labels going to 2 people with a shared address print just one label Starting label i Exdude contact flags none Sorting Add sort Print options Print to Screen Preferred address any Exclude incomplete addresses Exclude records without a matching address known bad addresses are always excluded Source criteria Exdude people with these flags Banned Deceased Status Inactive E Filter entrants by gender E Filter entrants by ag
128. ID wcornett SECURITY DISABLED N SECURITY EXPIRATION PERSON NUMBER IMPORT REFERENCE ID from previous database e g a Individual Works number LAST CHANGED 09871372009 DATE CREATED 927 01 2001 Advanced Custom Reports GMS 6 Manual Page 126 DATE STARTED STATUS TRANSITIONS UPCOMING RECURRING ASSIGNMENTS IMAGE WEB USER ID WEB DISABLED WEB NEEDS ACTIVATION WEB DESCRIPTION LINK TO CURRENT WEB APPLICATION KIOSK USER ID KIOSK DISABLED YEARS SINCE FIRST ACTIVE 02 18 2001 Active Details all transitions between active inactive banned archived deceased and any imported from IndividualWorks Describes the rules for all active recurring assignments wcornett bespoke com N N Active not used here 4 N Number of years between the current date and the person s DATE STARTED Phone numbers report pipelines Phone numbers One record for every valid phone number associated with the current person Field KIND PHONE NUMBER Description Business Home Mobile etc Formatted exactly as it shows in the address editor PHONE NUMBER WITH KIND LABEL Business 518 618 0746 Phone numbers by type A single record with one field for each type of phone number the person can have Field BUSINESS HOME MOBILE E MAIL EMERGENCY AGENCY GAMES PAGER FAX WEB SITE ANY PREFER E MAIL ADDRESS ANY PREFER HOME PHONE Advanced Custom Reports Example 518 618 0746 5187 229 0000
129. IVIDUAL AVAILABILITY IS LOCATION INDEPENDENT boxes above check this The rebuild operation using the standard index rebuild tools will be time consuming but will ensure that all lookup records are stored correctly old records are removed and future lookup records are created when applicable Check this if sports are not relevant to your organization GMS will remove all references to them GMS 6 Manual Page 201 HIDE NATIONALITY PLACE OF BIRTH AND PASSPORT FIELDS HIDE ADDITIONAL TYPES FOR PEOPLE HIDE ADDITIONAL GROUPS FOR PEOPLE DON T INCLUDE A COMMENTS AREA FOR WHY PEOPLE ARE BANNED WHEN CREATING A NEW PERSON DON T CHECK TO SEE IF HE SHE ALREADY EXISTS MAKE ALL ITALIC TEXT IN REPORTS INTO NON ITALIC KEEP SPLASH STARTUP SCREEN LONG ENOUGH TO BE READ PREVENT BACK BUTTON FROM BECOMING CLOSE SHOW A CONFIRMATION PROMPT WHEN CLOSING DON T SHOW COOL QUOTES ON THE SPLASH ABOUT SCREEN OPEN AND CLOSE PANELS INSTANTLY INSTEAD OF GRADUALLY DON T SHOW HINT BALLOONS REDISPLAY SUPPRESSED HINTS SHOW DATABASE STATUS BAR AND DEBUGGING INFO AT BOTTOM OF SCREEN ALLOW SINGLE CHARACTER FAMILY NAMES FOR PEOPLE DISABLE THE POPUP HINTS IN THE PERSON LOOKUP TOOL IN THE PROFILE EDITOR SHOW PAST GAMES SEND EXCEPTIONS REPORTS VIA THE WEB INSTEAD OF E MAIL System Preferences Suppresses these fields in the profile editor In the profile editor prevents a person from getting types other than th
130. Inc n a Language English Cornett William Staff Active Male 03 011970 Bespoke Software Inc General volunteer Language English 5 Sand Creek Rd Albany NY 12205 Olsen Janelle Volunteer Active Female 01 06 1982 Bespoke Software Inc Language English Roth Erin M O u Volunteer Active Female due Bespoke Software Inc Other 25 home street Albany NY 12205 Smith Jr Dale The Man Volunteer Active Male 06171980 Bespoke Software Inc Other Language English Exempt 5 Sand Creek Rd Green Unrestricted Expires 10 21 2013 Albany NY 12205 People Reports GMS 6 Manual Page 91 People Summary by Group Report This report counts the people who meet your criteria then summarizes them by group People summary by group Bespoke Software Inc 6 Exempt 108 General 133 High Risk ED PC SDS af Memorial 170 Moderate Risk 1 Mon Exempt 333 Young Members 65 Total 863 People Summary by Group and Type Report Counts the people who meet your criteria then summarizes them by group and primary person type People summary by group and type Bespoke Software Inc Staff 1 V olunteer Total B Exempt V olunteer 108 Total 108 General V olunteer 133 Total 133 High Risk ED PC SDS olunteer AT Total af Memorial olunteer 170 Total 170 Moderate Risk olunteer 1 Total 1 Non Exempt Volunteer 333 Total 333 Young Members Other person 1 Volunteer 64 Total 65 863 People Reports GMS 6 Manual Page 92
131. MS 6 Manual Page 19 IGNORE CAPITALIZATION RULES PREFIX TITLE A common list of values is included here but you can add other values in the Name Prefix tool in the Setup panel FIRST GIVEN NAME MIDDLE INITIAL FAMILY LAST S UFFIX GENERATIO N Other names The pronunciation hint for a name that may be difficult to pronounce and or the person s alternate name Alternate name fields are commonly used for nicknames or names in other languages MAILING LABEL On letters mailing labels and exports the field MAILING TITLE will get the value here If you TITLE leave this blank GMS will use the various parts of the person s name to get an appropriate value Example Mr Jim Doe DEAR TITLE Like MAILING LABEL TITLE this value is inserted when the field MAILING DEAR is used Example Jim GENDER DATE OF BIRTH PERSON TYPE The primary type of person such as an athlete coach etc ADDITIONAL Any additional types the person may be not already specified in the PERSON TYPE field You PEOPLE TYPES may check as many as are appropriate GROUP The primary group with which the person belongs ADDITIONAL If a person is affiliated with multiple groups then you can use this field to identify their other GROUPS affiliations COMPANY Person s employer You can enter this one of two ways by either typing the name in which stores it directly or by clicking on the button and selecting a group If the company is linked any changes to t
132. Mailing Labels GMS 6 Manual Page 73 GROUPS DELEGATIONS within a Only people in these groups delegations are included Games PEOPLE TYPES ENTRANT ROLES Only people of these types globally or roles in a Games are included within a Games INDIVIDUAL TYPES Filters by Individual type S CRATCHED PEOPLE GAMES ONLY Only people not scratched Only scratched people or any ONLY PEOPLE ON ONE OR MORE LISTS Check this to filter recipients to only people on one or more of the lists you check EXCLUDE PEOPLE WHO ARE Filters to exclude people who are archived banned deceased placeholders applicant inactive leave of absence prospect rejected special or terminated Address filtering Choose which address types are preferred by setting an order here Include any as the last fallback address type if you want the label to go to any valid address even if it s not the type selected here Then include or exclude incomplete addresses those missing one or more of an address line city state and zip postal code and whether people who don t have an applicable address should be excluded or included Label options These define the type of label that will be used and how the text on the label will be formatted and what name will be used LABEL TYPE Choose from any one of the 322 built in label types If GMS is set to use A4 sized paper those will appear at the top of the list otherwise US Letter sized labels are at the top LEFT NUDG
133. OQ Help Training between Expiring between Help jand About this tool Search knowledgebase Entrant Subject Description Date Expiration Status C Arciniega Barbara R Confidentiality HIPAA 07i0ijz0io 08 004M 0701 2011 Registered Artz Jacquelyn E Confidentiality HIPAA 08 01 2010 08 004M 04 01 2011 Registered C Artz Jacquelyn E Confidentiality HIPAA OFl01f2010 08 004M OFf01f2011 Registered C Barnes Abby B Confidentiality HIPAA 04 01 2010 08 00AM 04 01 2011 Registered C Barnes Abby B Confidentiality HIPAA or 01 2010 08 004M OFf01f2011 Registered C Boden John Confidentiality HIPAA 04 01 2010 08 00AM O4f01f2011 Registered Brehm william E Confidentiality HIPAA 077012010 08 004M 7 01 2011 Registered Brooks Thelma 5 Confidentiality HIPAA 08 01 2010 08 004M 04 01 2011 Registered Brooks Thelma 5 Confidentiality HIPAA or 01 2010 08 004M OF 01 2011 Registered C Bryan Susanna J Confidentiality HIPAA 08 01 2010 08 004M O4f01f2011 Registered C Calvin Anthony F Confidentiality HIPAA 09 01 2010 08 004M 04 01 2011 Registered C Chewrette Michael Confidentiality HIPAA 03 01 2010 08 004M 03 01 2011 Registered Chewrette Michael Confidentiality HIPAA 09 01 2010 08 004M 04 01 2011 Registered 151 records shown 4 Finding training records 1 From the User tools panel open the Training manager 2 Use the filters at the top to select which training records to display 3 Click on the Get trainings button This w
134. ORTS ON LISTS ON PEOPLE DISABLE RIGHT CLICK CREDENTIALS ON LISTS ON PEOPLE DISABLE RIGHT CLICK ADD REMOVE TO FROM LISTS ON LISTS OF PEOPLE Other items THESE TYPES OF RELATIONSHIPS AREN T RELEVANT SUPPRESS THESE TYPES OF QUOTES WHEN PRINTING LABELS USE THIS ORDER HIDE THESE BUILT IN REPORTS Address Checking this means that while addresses are shared phone numbers and e mails are not Use this for spouses who share an address but have unique e mail addresses or cell phone numbers This will turn off the option of getting to reports by right clicking on a person This will turn off the option of printing credentials by right clicking on a person This will turn off the option of adding people to or removing people from lists by right clicking on a person Checking relationship types here suppresses them from relationship editors and filter Check the ones that aren t relevant to your organization If cool quotes are being displayed suppresses quotes of these types Defines how GMS will print labels Rows first left to right across then down or Columns first top to bottom then across When right clicking on a person you can run many of the built in reports check any reports here to hide them usually in favor of having your staff use the ones you ve defined This represents the address of your organization Values entered here are available in custom reports and in mail merges as well Syste
135. PAA Stark 09 03 2011 01 00PM 10 15 2011 06 004M 08 27 2011 09 004M 09 24 2011 09 004M 10 23 2011 11 004M 11 19 2011 09 004M 12 17 2011 09 004M 08 17 2011 10 00AM Duration 3 50 3 00 4 00 4 00 4 00 4 00 4 00 3 00 wie Expiration 10 14 2012 08 16 2012 Field name Training Location 5 East Home General 5 East General Main Wing 5 East General New Wing General Main Wing Instructor Smith Beth K Lancaster Charles K Smith Beth K Chevrette Michael Chevretke Michael Smith Beth K Chewrette Michael Sanchez Rodney E Description GMS 6 Manual Page 233 COURSE SUBJECT DESCRIPTION START DATE START TIME DURATION STATUS CREDIT STUDENTS WITH INDIVIDUAL HOURS HOURS RATIO INSTRUCTOR PRIMARY LOCATION CATERING EXPIRATION DATE ANONYMOUS ENROLLMENT MIN ENROLLMENT MAX ENROLLMENT COMMENTS Training What this course teaches Click the Setup subjects link to set the options here in the Training Subjects page 232 section of the Setup panel This can be any value which adequately describes the course for you Normally you d include at least the course subject here First date that the training takes place The beginning time for the training How long the training lasts Status of the training Canceled Confirmed Pending Requested Rescheduled Do students receive Individual hours for the time they spend in the training If they do receive credit what
136. PEOPLE IN SPECIFIC GROUPS Then specify the groups you want to run it for 4 Click the Run button The rebuild may take some time depending on how many records of various types are in the database When complete GMS gives you an on screen report showing the number and types of records it needed to update Rebuild Lookup Indices GMS 6 Manual Page 194 Restore From a Backup Concepts This tool lets you restore GMS data to a previously backed up version It overwrites your existing data with that from a backup All existing data in your system will be overwritten You can only restore backup files made by GMS 6 not backups made by GMS Backups made by GMS if they include all tables will also include all GMS data if present mee in This Task All users must exit GMS 6 2 From the GMS 6 main screen click the Administrator tools bar to open the panel then click on Restore from a backup 3 Or immediately after double clicking on the GMS 6 icon press and hold the left Ctrl key on your keyboard until the GMS 6 Database selector window appears Select the appropriate database click on the Tools link then select Restore from a backup to this database Open Eg Scotland 2005 Games 050503 zip ES sc 060503 1210 zip dos 070111 2ip ES 2006MNational 060126 1408 2ip E E 050718 1239 zip E BowsDemo060204 zip Pal cms SONG 2006 060703 1715 zip ES GMSNITO60 125 175 zip Object name soma data zip Objects of
137. Prospect or Applicant etc Archived Include only archived people or Exclude archived people Banned Include people on banned list or Exclude people on banned list Deceased Include only deceased people or Exclude deceased people Inactive Include only inactive people or Exclude inactive people Inactive date Date range for the person s INACTIVE DATE field Inactive followup Date range for the person s INACTIVE FOLLOWUP DATE field date Years since first Requires that the number of full years between the current date and the started person s DATE STARTED be within a certain range Relationships People can be filtered based on their relationships in reports page 90 advanced searches and in Intellilists Adding the filter Relationship brings up an editor like Relationship remove At least 1 Parent of bi 1 The first field sets the quantity of the relationships required to meet the criteria as a choice of No At least Fewer than or Exactly 2 Choosing anything but No shows another editor this one for setting the required quantity 3 The first item is a checklist of the relationship types which you re looking for The filter for relationships doesn t filter the relationships Instead it restricts the people listed to those who meet the relationship criteria you enter Once the person meets your criteria all of their relationships are included Examples At least 2 Parent of A parent with two or more children Any Child of A pe
138. REFIX TITLE Mr William S Cornett III NAME FIRST William NAME MIDDLE S NAME MIDDLE INITIAL S NAME LAST FAMILY Cornett NAME LAST FAMILY INITIAL C NAME FIRST AND LAST FAMILY Mr William Cornett NAME SUFFIX IX MAILING TITLE Mr COrnebct MAILING ALL NAMES The MAILING TITLE field if present otherwise the NAME WITH PREFIX TITLE value MAILING DEAR BYLI MAILING COUNT not used here COMPANY Bespoke Software Inc ALTERNATE NAME Boss Big ALTERNATE NAME NATURAL Big Boss ALTERNATE FIRST NAME Big Advanced Custom Reports GMS 6 Manual Page 124 ALTERNATE MIDDLE NAME ALTERNATE FAMILY LAST NAME ALTERNATE NAME SUFFIX HE SHE THEY HE SHE THEY LOWER CASE SOUNDS LIKE PHONETIC NAME SOUNDS LIKE PHONETIC NAME REVERSED TEAM TEAM NAME TEAM MEMBER COUNT TEAM DESCRIPTION GENDER GENDER SHORT PERSON TYPE ACTIVE DATE ACTIVE STATUS ALL PERSON TYPES ADDITIONAL TYPES ALL SUPERVISORS INDIVIDUAL TYPE GROUP ADDITIONAL GROUPS ALL GROUPS INDIVIDUAL SOURCE J OB PREFERENCES LANGUAGE COMMUNICATION LANGUAGE ADDITIONAL LANGUAGES AVAILABILITY SKILLS SPECIAL REQUESTS NEEDS CONTACT FLAGS DOB DOB YEAR DOB MONTH DOB MONTH NAME BIRTHDAY Advanced Custom Reports Boss He he KOR net WLIbLL y0m WILL yum KOR net Y Bespoke s Big Individualing Team 8 Male M Individual 04 12 2008 Leave of absence Individuals Starr Staff GMS goes and finds all supervisors associated with this person
139. RUE aeons 2932 What language 1s GMS 6 developed 1 ii e US 292 Is it open source and can we add or modify existing features ooooooooooooooccccnnnnnnnnnnnnnnnnnnnnnnonnnnnnnnnnnnnnnnnos 232 Does the database reside on your server or ours and who is responsible for maintaining it 232 IS the database ener ype d s icc tects iade miento a Ete du cocto s uM Ua oEe Mod URS 232 Shortcuts Tips and Tricks in GMS 6 253 Accessing Database Selection and Tools at tartUp oocccccccnnnncnnnnnnnnnnnnnonnnnnnnnnnnnnnnonononnnnnnnnnrnnnnnnnnnnnnnnos 253 backeround Made CDUOBS eios db sione utc ei ida aah uud M n eiu E E abu 253 C apitalizationcand LOOKUP Siansa idm Dh c d ubaatesd Ve aid abi teu i lala 253 Capitalization Rules aia 253 Commentsiand MaS ua isis 253 EN S Lus omo A E PO O AN 254 A A eae caiees 254 Keyboard SNOLCUIS cias 254 More Keyboard SBOoPteuls ea lia it 255 INOETUst Eor PhoHe NUIMDELS sua nono deta cencnalieawetena dacenatens 255 Porson Lookup TS E 255 iro dip aint a a a T a 255 Appendix 256 Updatine GMS occ TE 256 EMS Schema Upda S meaa a eii 256 ISSUE Repos e cec 250 Support ScreenslhO S iu sh sews ala Ghese sided ai di coe ba EE ini as 262 Exeeptons Reports SEMIN S sms salus coda ansa sek es to nseue ten bale sarai so N En EAO EDERSE 263 A o cr a a a a a a a E E 263 Database Creation and Conie uriti Onas ae 263 Connecting GMS toa Database konsorcio e eiae ra EEr E es lios 270 ID Eabor Estale S erani
140. SY VSys One Jes Wave One Data backup Q Help Data backup Tables Help E For portrait photos only back up photos added recently About this tool address Search knowledgebase appFields Omit scanned Form images and comment photos applications Split into multiple Files if one File would exceed a specific size assignments Maximum size attachments 100 fin megabytes availability Encrypt this backup availGroups Password verify awards sop iid blacklisk certifs Comments comments courses creds entries events groups Backup File to create haurs crbackup1 23 zip interviews letters Backing up the database GMS 6 Manual Page 177 Tip By default all of the tables except for zips are selected to be backed up With the exception of that one table you ll generally want to back up all of your tables 2 Set your options below Field Names FOR PORTRAIT PHOTOS ONLY BACK UP IMAGES ADDED RECENTLY OMIT SCANNED FORM IMAGES AND COMMENT PHOTOS BREAK UP BACKUP INTO MULTIPLE FILES IF ONE FILE WOULD EXCEED A SPECIFIC SIZE ENCRYPT THIS BACKUP Definitions and Comments Check to include a person s photos that you added recently If you check this GMS will let you enter the date range that you consider current Note the backup file created then may be missing important data such as the older existing images that weren t in the date range Check to leave out scanned images associated
141. Set default report help no filter Basic report help E Only people on selected lists Exclude Banned Deceased Status Applicant Status Inactive Status Leave of absence Status I Print options Print to Screen Demographics Reports GMS 6 Manual Page 84 2 Give your report a title choose the date for determining when Individuals are active inactive etc 3 Choose the fields to be summarized Available fields include Additional groups Additional languages Additional types Age range Average youngest oldest ages Contact flags Gender Group Primary language Reason archived Reason inactive Skills Special needs Status Team Type Individual source Individual type and Wheelchair In addition any custom field which is a checkbox drop down or checklist can be summarized here as well 4 Filter your Individuals by GROUP PEOPLE TYPE INDIVIDUAL TYPE or LIST 5 Optionally exclude out people who are inactive archived etc 6 Click Print to run the report Sample Demographics report Female 52 293 Male 48 270 Total 253 Group Bespoke Software Inc 1 5 Exempt 19 108 General 0 2 High Risk ED PC 505 895 AT Moderate Risk 0 1 Non Exempt 60 335 Young Members 12 65 Total 253 Marital status custom field Divorced 0 1 Engaged 00 1 Married 19 107 separated 095 2 Single 2096 112 Unknown 5 28 Widowed 3 19 Total 270 96 542 Enalish 396 18 German 096 1 Spanish 0 2
142. TYPES ROLES INDIVIDUAL TYPES lists exclusions of archived banned inactive etc people and on teams 3 From within a Games choose to include scratched people or not and to filter on each person s assignments Choose your sort order 5 Click Print to run the report People with more than one phone number will show all of their valid phone numbers and their types next to their names Sample Phone list Bespoke Software Inc Clink Jennifer M Home 518 785 1234 Cornett William Home 518 479 0400 E mail BH Business 518 618 0746 Mobile 518 444 5555 E mail info fbbespoke com Roth Erin M Home 518 555 1212 Business 518 618 0746 Mobile 518 111 2323 E mail Smith Jr Dale The Man Business 774 614 4355 E mail E mail dalefibespoke com When working within a Games if a person is registered in the same Games more than once he ll print on this report once for every delegation he s registered in Phone Lists Report GMS 6 Manual Page 94 Summary Crosstab Reports Summary crosstab reports are a special kind of report They summarize records of various types in a grid format You define the columns and rows along with the values to be summarized then GMS totals the values Summary crosstab reports are exported to Excel rather than printed This affords you much more flexibility in how you present the data rather than being restricted to how GMS would do it automatically You ll regularly u
143. Textis added to the beginning of the field e g Q1 2008 becoming Quarter Q1 2008 S Calculated Report Field m ole Source Field New Field s name Record Quarter Quarter of year edit delete Add text to the beginning Quarter edi delete add operation Jave Cancel Any number of operations can be added here and they re performed sequentially one after the other so the second operation gets the result of the first to work on Operation Text to add Save operation Cancel Advanced Reporting Tools GMS 6 Manual Page 107 Most of the operations available here are self explanatory Operation Action Example Add text to the end Add text to the beginning Convert to upper case Smith Dale becomes SMITH DALE Convert to lower case Smith Dale becomes smith dale Search amp replace Recursive replacement of text values does not allow the replacement value to contain the source value Limit length of the text If the text is longer than the number of characters you specify it will be chopped off at the length you designate here Add years to a date For all Add XXX to a date if the date is blank no action is taken Add months to a date Add weeks to a date Add days to a date Day of week e g Monday Week of year Month of year Quarter of year Year portion of date Fiscal month of year Fiscal quarter of year Fiscal year of date Add subtract number
144. UN a Custom Field Data Types Default Values COUP TY DES diuo rE OE O Inactive REASONS aE r E LOCO Sa Location Information Sample Locations Name PTE utili Name Setup Options Segment Names Lookup Method Options Capitalization Rules and Name Prefixes Object REM Am UT TT O d doubts dU ni e E Training Subjects Training Courses Training Instructors GMS Security Customer and Technical Support SCC NOLES sse ollas Security DDBIOFS stos Security Options General Domain Authentication Account Lockouts Password Requirements Password Expiration and Re use Login Notice Password Self Changing User Security Concepts Security Manager dado dias User Security Rights General Rights Custom Application Forms Rights Certifications Games Rights Securty I C POLLS arenend a E a Security Emergency Bypass GMS 6 Manual Page iv GMS 6 Draft October 9 2011 Customer and Technical Support 251 s GMIS 6 WilndoWws Or websbDaset i uis E Me Ueu 25 Whatate the hard ware regire me Es ooo 25 Whatate the Server Tequire merits 23e Ra I toS Hn baba iMd nde DUM tui MMdinM Ci M uU C PMID 25 Do we need the software loaded onto every computer ooonnnccnnnccncccnnnnnnnnnonnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnos 25 Can multiple users access OMS G ab Onee is 251 Is it possible to customize the system according to our business needs ooonnnnnccnnnnccnnnnnnonnnonnnnnnnnnnnnnnnnnnos 25 Hos cam we import our existig data a pe
145. UTOGROWTH and UNRESTRICTED FILE GROWTH must be selected Advanced notes For GMS 6 to work correctly SQL Server requires that the GMS 6 tables be owned by dbo not the person who created them You can see table ownership within SQL Server Enterprise Manager just open up the database where your GMS 6 data is stored then open up Tables the owner will show in a column next to each table To change it right click on the table select Design Table right click on any field and then click on Properties Change the owner then click on Close Click on the Save icon to save your changes then continue on to the next table GMS 6 requires that certain columns use case insensitive collation orders When GMS 6 creates tables it will specify the collation order for these columns as Latinl General BIN Don t change this GMS 6 will fail miserably but silently on many lookups if you do SQL Server 2008 When connecting to a SQL Server 2008 database it s critical that the SERVER ADDRESS value is the server s canonical name e g SS2008A rather than just its IP address When there are multiple instances of SQL Server running SERVER ADDRESS must be the server s canonical name backslash the instance name e g SS2008A GMSInstance Databases GMS 6 Manual Page 264 Oracle Users GMS has been validated on Oracle 9i and 10g It has not been validated on Oracle 11g or higher though it may well work in that environment In general it s f
146. Unified Partner VIP Volunteer Young Athlete Checklists are another type of drop down list A checklist contains multiple choices and allows you to make multiple selections Click on the down arrow to open the list and click in the check box to check as many items necessary To uncheck an item click in the check box again Additional types None selected Family member Media Medical Official Other person Other person 2 security Staff Unified Partner VIP Volunteer Young Athlete To close a drop down list click in the field or anywhere off of the list dditional types Coach Media For some of these checklists drop down lists those for jobs and accounts right clicking on the list brings up two additional options SHOW FLAT and SHOW BY ACCOUNT NUMBER These re organize the items on the list to make it easier to find the options you re looking for Tip For many of these checklists you can right click on the checklist to get a popup menu with the items All None and Reverse Clicking on these checks all un checks all or reverses the checks for all of the items in one quick Operation Entering Dates You can enter a date in a date field by either typing in the date or by selecting the date from a drop down calendar For example 100711 will be converted to 10 01 2011 as shown below Date started 10 07 2011 What GMS Looks Like Conventions and Getting Around GMS 6 Manual Page 6 For a calendar view
147. W Reminders Highest education Bachelors Race Unknown Profile Editor GMS 6 Manual Page 28 Past Games Certifications Certifications are groupings of values which are stored together They may have effective and or expiration dates and statuses They can be used as filters as the basis of reports and as requirements for the touchscreen kiosk Examples of certifications include Education employment General Release General Medical Release and Individual Experience The Certifications panel shows all of the certifications entered for this person Edit a certification by clicking on it enter a new certification by clicking on the Enter a new certification link or edit view and delete individual certifications by right clicking on them individually Certifications can be configured under Certifications on the Setup panel on the GMS 6 main screen The values in the columns STATUS RESULT and OTHER can be configured by your administrator to show any of the fields within the certification Some certifications may only be configured to be available for specific types of people If you re trying to add a certification to someone and that type is not showing check with your administrator Example We have a Individual David Donovan who worked with us once before on an annual fundraising event Mr Donovan has decided to become more involved in our ongoing work He would like to provide counseling and comforting services to famil
148. a date source field will have minimum maximum dates Result types will vary as well providing a way of entering the appropriate types of result values Advanced Reporting Tools GMS 6 Manual Page 109 Mapped Image Field Mapped fields take a value in one field and form their own date number or text value based on the source field s value Mapped image fields do the same thing but their result type is an image instead These fields rely on Report Image Mappings page 112 that you ve previously defined S Mapped Report Field Jae Source Field Grop Mew Field s name Group logo Image mapping Group to group logo Save Cancel Aggregation Field An aggregation field combines the values of other fields together to make a single field for display You d often use this for combining images together An aggregation field has one of two types Text value or Image GMS takes all of the fields that you add to the aggregation and evaluates each It then takes all of the ones which are not blank and combines them together insert image aggregation report field definition for text fields insert image adding fields insert image aggregation report field definition for image fields RESULT TYPE Text value or Image MAXIMUM NUMBER OF VALUES TO If this value is not zero and more than this number of fields in the DISPLAY aggregation are not blank GMS will show the IF TOO MANY VALUES PRESENT result instead of combining the fie
149. ackground Check Request IntelliCorp Automated Backgrc Include records without a matching address a known bad addresses are always excluded SS sort Format xport file name DBF dBase Access FoxPro y Sample report ChoicePoint Background Check Request Report Comett William Q Small Company Male 03 04 1970 Staff Northeast 00 Artimus Volunteers 1543 Paradise Lane Staff Riverside CA 92501 Ready to send Athlete Volunteer Security True Searches requested Hational criminal file Felony including misdemeanor state and county Statewide options Statewide criminal database search Statewide record checks SSN nationwide California Motor vehicle records New York IntelliCorp GMS 6 Manual Page 144 Background Check Exports You can export background check requests to a database file for external processing Select Exports from the Applicant screening panel Statuses Background check types all Automated Background Check Request IntelliCorp Automated Backgrc Min signature date Maximum Cw Groups no filter Min expiration date Maximum E Clear settings Indude addresses f Defaults Preferred address any Setas default report Q Help Sort results by Sort 1 Group with page break Sort F2 Name About this tool Indude records without a matching address dd known bad addresses are always excluded Add sort Export Format Export file name DBF dBase Access FoxPro
150. actions log BETWEEN ONLY INCLUDE USERS If checked users who have no qualifying actions according to the above criteria will be excluded from the report 3 Choose your sort options 4 Selecta target printer then click the Print button Security Emergency Bypass Bespoke technical support can remotely shut down GMS security for you On the login screen you ll see an icon x Click this icon to bring up the Data Unlock screen Data Unlock User key Company Contact Bespoke with the user key and company above they can generate an unlock code which wil disable VSys security for this set of data Unlock key With this you can call Bespoke s technical support team and provide the company and user key values They ll require that you prove you re authorized to shut down security at which point they will give you a one time unlock key Entering this will shut down GMS security to get you access to the Security Manager page 242 in order to reset user accounts Security Emergency Bypass GMS 6 Manual Page 250 Q amp A Is GMS 6 Windows or web based No Your staff will use the Windows interface exclusively as it provides the vast majority of the software s functionality What are the hardware requirements For workstations GMS 6 requires Windows 2000 Windows XP Windows Vista or Windows 7 Each machine must have at least 512MB 1GB for Vista 2GB for Windows 7 of memory a display configured for 102
151. ail login information login server and password Click Execute GMS will retrieve all of the results from the mail server then mark them in GMS as Retrieved from IntelliCorp awaiting manual handling Field name Description RESPONSE E MAIL LOGIN The login into your mail server probably your e mail address e g bchecks Q yourorg org RESPONSE E MAIL SERVER Name or IP address of your mail server e g mail yourorg org IntelliCorp GMS 6 Manual Page 139 RESPONSE E MAIL PASSWORD LEAVE PROCESSED E MAILS ON SERVER MANUALLY PASTE RESPONSE E MAILS FORGET PREVIOUS LIST OF BAD E MAIL IDs Request Results Handling Password for the e mail account login above Normally after downloading and processing a valid e mail GMS will remove it from the mailbox Check this box to force GMS to leave the message in place If you ve retrieved results e mails manually with another e mail application check this box When you click Execute GMS will prompt you to paste the full body of that e mail into GMS and process it as if it downloaded the e mail itself GMS remembers as it processes results e mails the UID unique ID code of e mails which were invalid If your mail server re uses UIDs GMS could incorrectly consider a valid e mail to be bad Checking this box forces GMS when you click Execute to forget the UIDs of any previous bad e mails and to look again at all of them in the e mail box After the raw results have been download
152. aining records Trainings all trainings for this person Training course the current course when the report is based on training courses All three have nearly identical fields within them Field SUBJECT DESCRIPTION LOCATION START START DATE START TIME END TIME DURATION EXPIRATION COURSE ID INSTRUCTOR INSTRUCTOR NAME CATERING MIN CAPACITY MAX CAPACITY ENROLLMENT S TUDENT NAME STATUS Description or sample HIPAA compliance Main office 09441572009 8 00am 12 00pm 04 00 For a training record the actual expiration date of the training for a course the default expiration date for new people added to the course Course s 16 digit ID code The instructor s 16 digit ID code 1g mk Jen Pizza Count of people registered in the course Smith Jane only available for training records not for courses T T Pending Complete Failed Registered Did not show Course cancelled Individual cancelled only available for training records not for courses Transitions report pipeline One record for each transition record Field DATE DESCRIPTION ENTRANT KIND NEW VALUE OLD VALUE NOTES Advanced Custom Reports Description or sample MOZO AO T LOP297 20108 Archived Not archived gt Archived ID code of the person Archived False True GMS 6 Manual Page 130 Subreports Place a subreport within the body of a report to detail the records in a pipeline o
153. als report pipeline Information about a printed credential Field Description or sample CANCELLED TRUE if the credential was cancelled after issuing otherwise FALSE CODE 16 digit internal ID code for the credential DESCRIPTION Description of the credential generally the name of the template used to generate it EXPIRATION If present the credential is not valid past this date OWNER 16 digit ID code of the person for whom the credential was printed Advanced Custom Reports GMS 6 Manual Page 123 PRINTED Date the credential was printed VALID TRUE if the credential has not been cancelled and its expiration date has not yet been reached Custom fields report pipelines Custom fields Single element pipeline the fields here represent the various defined custom fields associated with the current person There will be one field in this pipeline for each of the reportable custom fields All custom fields Multi element pipeline with one record for each of the reportable custom fields Field Description DESCRIPTION Name of the custom field VALUE Associated value for this custom field People report pipeline This is by far the biggest pipeline containing everything you d ever want to know about a person Field Description or sample MATCH SIMILARITY not used here NAME Cornett William S III NAME NATURAL William S Cornett III NAME NATURAL WITHOUT William Cornett MIDDLE INITIAL NAME PREFIX TITLE Mr NAME WITH P
154. ance A Conversion draft one returned to customer Week 2 Training session 1 web based two hours Customer critique and evaluation of draft 1 converted data Week 3 Training session 2 web based two hours Optional conversion draft 2 if necessary for fine tuning Additional critique and communications between Bespoke s Conversion Lead and customer representative s Final customer testing amp review of converted data Week 4 Go Live minus 2 days final transfer from existing system to Bespoke data entry into existing system ceased Go Live minus 1 days transfer final converted data to customer by COB Go Live Day customer installation of final converted data to GMS at customer site Post conversion Customer manual conversion cleanup Support available for assistance on any technical issues and with user definable report design layouts as needed On site training optional Implementation Timeline GMS 6 Manual Page 275 How GMS Encrypts Data This section is highly technical and is provided only as a reference for those trained in encryption and for the incurably curious GMS uses two phase encryption on encrypted data similar to PGP For each record to be stored a random 192 bit AES key is generated and the data is encrypted with that key The AES key is then encrypted using RSA and prepended to the AES encrypted data This gives the performance of AES very fast with
155. and C If you have a preference as to what type of address should be used for people with more than one address or to limit credentials to specific address types add one or more address types here GMS will look for an address of each type starting from the top and use that one if it meets the further criteria below Adding the address type any will take any address type that meets the remaining criteria Putting any after other address types makes GMS use the others first 1f available otherwise whatever other kinds it can find Add one or more sort criteria to make GMS sort the credential into a particular order for you Credentials will first be sorted by the topmost field then the second field then the third and so on The and arrows next to each field indicate that the field will be sorted ascending or descending respectively Checking no page break or with page break turns page breaks for this field on and off You might use page breaks to separate credentials by delegation or by role Printing After loading or designing your credential and entering your filters click on the Get records button Name Tags Badges and Credentials GMS 6 Manual Page 169 Credentials Designer Clicking on the Design credential link brings up the Report Designer a credential is a special kind of report Here you can add remove and re arrange fields There are over a dozen field pipelines page 121 with hundreds of fields available in the
156. anned Deceased Status Inactive Status Rejected Stat Calculated fields help Sa PS LL Set default report help Detail filtering sorting help Report designer help Basic report help Expiring Certifications Reports GMS 6 Manual Page 86 2 Setthe REPORTTITLE then choose the type of certification to work with and the expiration date range 3 Set filters on GROUPS PEOPLE TYPES INDIVIDUAL TYPES TEAM FILTERS and LISTS 4 Click Print to run the report Sample Expiring certifications Chevrette Michael TB Test Expiration date 05 10 2011 Male Volunteer Class A adult Bespoke Software Inc Clink Jennifer M TB Test Expiration date 03 12 2011 Female Volunteer n a Bespoke Software Inc Cornett William TB Test Expiration date 06 19 2011 Male Staff General volunteer Bespoke Software Inc Olsen Janelle TB Test Expiration date 01 07 2011 Female Volunteer Bespoke Software Inc Roth Erin M TB Test Expiration date 03 42 2041 Female Volunteer Other Bespoke Software Inc Smith Jr Dale The Man TB Test Expiration date 10 01 2011 Male Volunteer Other Bespoke Software Inc Tip In the Report Designer page 119 normally you get one pipeline for each type of certification This one s special there s a magic pipeline called Certifications and in it you can use the fields which are common to all certifications Description Effective date Expiration date and Other info Other info can contain multiple fields
157. ant Status Inactive Status Q Help Sorting E Filter entrants by gender About this tool Sort 1 Postal E Filter entrants by age Sort 2 Name it C Filter entrants by group Add sort E Filter entrants by type Add another filter Print options Print to Screen Use this tool to print mailing labels directly from within GMS Select a label type to be used and the criteria for selecting people GMS will do the rest putting the type of name and address you specify on to that type of label Hint 1 Checking Only complete mailing addresses will only export people with what looks like a sufficient address for mailing Checking Indude record even if no matching address found will indude people even if they do not have any addresses which may make it hard on your local post office Hint 2 You can also save the format and search criteria if these are labels you will print routinely by dicking Save under the Tools menu Never show this hint again g Settings People are only included in this export if they meet all of the criteria you specify FOR LABELS GOING TO 24 PEOPLE If checked and two or more people sharing an address are included here only one label will be printed for all of the people sharing that address EXCLUDE CONTACT FLAGS Excludes people with one or more of the selected contact flags Use this to eliminate people who don t want to get this mailing or use this mode of communication Basic
158. ar simpler to have all GMS 6 users share a common database login ID and password rather than assigning them all their own unique accounts All users in the end need the same basic sets of permissions and GMS does not use Oracle s permissions to limit what actions individuals can perform instead it does that authorization internally due to the complex nature of table and data interactions CREATE and ALTER rights may be needed when upgrading versions as GMS occasionally makes changes to its expected database schema DROP rights are only ever needed for data restores when tables already exist or for special schema updates in which one or more tables need to be built from scratch and then repopulated Hardware requirements GMS has very low requirements on your Oracle installation It does not require a dedicated machine or even its own instance just a single database to call its own We recommend 512MB of memory and fast disk is helpful but not mandatory In general the working set will be under 100MB of data and the full database under 1GB High availability is generally not required as Individual management is rarely considered to be mission critical so server redundancy is not necessary GMS will happily run on a virtualized copy of Oracle It does not require its own application server either as it s a simple two tiered client server setup thick Windows client with Oracle as the backend GMS can also be used in a Citrix or Terminal Services en
159. are logged and monitored including reading volunteer files lt br gt Preview message Security Options GMS 6 Manual Page 239 Enter the message as HTML text Click on the Preview message link to see how it will appear to your users 1 Never store Patient Health Information PHI in VSys ww Never allow any other users to use your account All of your actions here are logged and monitored induding reading volunteer files OK Password Self Changing GMS allows your users to change their own passwords once they re logged in Password self update is enabled by default and users can change their password from anywhere in the program If you want to turn off this option choose Disallow user self changing of passwords in the Security Options area of the the Administrator Tools panel In the navigation bar GMS always shows who s logged in You logged in as wcornett superuser change password Clicking on the change password link requires that they re authenticate with their current password then enter a new one in duplicate which conforms to the current password rules Update password Current password HMM MMMM When the user logs in if their password is expired they ll be prompted and required to update it in order to continue Password Self Changing GMS 6 Manual Page 240 User Security Concepts Inheritance In addition to their own assigned rights users can also inherit rights from other people If
160. arge images that were not removed and compressed using image reduction Oversized logs will usually only happen due to problems dealing with e mail addresses Any letters with these types of issues will be automatically corrected and logged Special Table Tools GMS 6 Manual Page 197 Resample Scanned Form Images to Reduce their Size Very large scanned images take up a lot of space in the comments table This tool goes through all scanned images attached to comments certifications and background checks looking for images which are larger than the size you specify Run it specifying the maximum width and height for scanned images and GMS will go through all images which are too large and resize them This is not a fast process and may take a while to process especially if you re on a slow network connection or the drive holding the data is slow Check for assignments in Games without matching delegations If a person registered within a Games is given assignments and moved from one delegation to another it s possible for their assignments to not follow and still be associated with their previous delegation Should this happen GMS will still usually report those assignments but you won t be able to edit them from within that person s Profile Editor Running this tool scans all assignments within Games 1 Ifthe assignment is associated with someone in that Games who is in the same delegation as the assignment is no change will be made
161. at field with the data pipeline Report Images and the data field for the image you want Changing the saved report image changes the image everywhere it s used on every report Security rights report pipeline This pipeline contains one field for each possible security right the current person has The list of fields is extensive and not documented here but each field 1s self explanatory System report pipeline Information about the current GMS 6 installation Field Description or example APPLICATION NAME GMS 6 APPLICATION VERSION La OO COPYRIGHT 1997 2011 Bespoke Software CURRENT DATE The current date in the preset date format CURRENT DATE LONG January 31 2011 CURRENT DATE LONG WITH Monday January 31 2011 DAY OF WEEK PAGE BREAK This field is here for lack of someplace else to put it In custom reports when a page break is specified this is the varying value which 1s used to trigger a page break REGISTERED COMPANY Company that this copy of GMS is registered to REGISTERED USER User name associated with this copy of GMS registration REPORT NAME REPORT TITLE USER ID If GMS security is enabled and the current person is logged in this is that person s user ID USER NAME For GMS security the logged in user s real name Advanced Custom Reports GMS 6 Manual Page 129 Trainings report pipelines There are three training record pipelines available Training the current training when the report is based on tr
162. ata If you are primarily editing someone s simple personal data name gender date of birth and addresses this is a faster and simpler tool to search and edit from the Data Entry panel Steps in this task 1 From the GMS 6 main screen click on the Enter name address and phone changes link on the Data entry panel 2 You ll find the same person lookup tool as elsewhere Use this to search for the person to be updated 3 Click on the person to see the simple personal data and addresses editor Edit the information here as appropriate then click on the Save button Tip If you find that you have changes to make that require the full profile editor clicking on the Switch to detailed view link on the left will open the full editor without having to exit and find the person again Preferred 5MS text message none Preferred e mail address none Business primary Home Emergency contact Kind Business Status Primary Valid all year Comments Mot present Copy to clipboard Contact Sharing with Carreia Margot E edit sharing Address 5 Sand Creek Rd City Albany Stabe province MY Zip postal 12205 Country USA E mail inFazigbespoke com Phone numbers 518 618 0746 Kind Business Delete 581 555 1212 Kind Fax Delete 510 444 5555 Kind Mabile Delete Add Banned People Concepts A banned person is one who is never allowed to participate with your organization Use this for people who fail background checks
163. ate whether the person is active inactive prospect or applicant terminated rejected or leave of absence People marked as inactive terminated rejected or leave of absence are automatically suppressed from most mailings and some reports DATE STARTED DATE ACTIVE DATE INACTIVE REASON INACTIVE INACTIVE FOLLOWUP Usually the first day the person starts with your organization GMS doesn t fill in this field automatically you use it how it makes the most sense for you You can use this as the date of their application date they were cleared to become a Individual date of their first assignment or whatever the appropriate milestone in your organization is Date the person most recently became active Date the person most recently became inactive If this 1s blank when you change a person s status to inactive it will be filled with the current date Why the person was marked inactive optional Note your administrator defines the values available here Date the person should be communicated with to see if they ll become active again You can also use this for the expected end date of a Individual s leave of absence When entering name information GMS will apply any automatic capitalization rules that you ve specified under Name Setup Options page 227 If this causes a name to appear incorrectly here due to an exception to the rules checking the box IGNORE CAPITALIZATION will let you enter the values without GMS making any
164. ated with the Games INDIVIDUAL VALUE Sum of the value of Individual hours associated with the Games COUNT Count of other types of people registered in the Games Relationship report pipeline Contains one record and a field for each type of relationship Each field will resolve to all of the people in that relationship with the current person Field Description or example SIBLING Alison EMPLOYER OF EMPLOYEE Bespoke Software Inc CHILD OF PARENT Sabina Chevrette SPOUSE Marly Martinez FORMER SPOUSE plus dozens of other additional relationships one field for each relationship defined in GMS even if no one is associated with the current person in that relationship Advanced Custom Reports GMS 6 Manual Page 128 Relationships report pipeline Zero or more items all relationships for that person Field Description or example RELATIONSHIP Father of RELATIONSHIP REVERSED Daughter of RELATIVE Sabina Chevrette DESCRIPTION Father of Sabina Chevrette START 07 12 2006 END COMMENTS Sabina is Michael s daughter RELATIVE Attributes of the relative SOURCE Chevrstte Michael TARGET Chevrette Sabina Report images report pipeline Only available if one or more report images page 111 have been defined One field for each report image that exists each with the name that you gave the report image itself Note that to use one of these on a report you must place a DBImage object on the report then associate th
165. bout this tool Calculated fields help Set default report help Detail filtering sorting help Report designer help Basic report help Training roster reports help Training Reports GMS 6 Manual Page 100 2 Select a built in or saved report to use 3 Setany filters SUBJECTS LOCATIONS INSTRUCTORS and dates 4 Choose your sort order 5 Click Print to run the report Sample Training Class Summaries subject Location Instructor name Min Max Count start Duration Catering Confidentiality HIPAA General Roth Erin M 30 30 24 03 04 2009 10 00AM 1 00 Confidentiality HIPAA General 10 30 22 03 04 2009 02 00PM 1 00 Confidentiality HIPAA General Roth Erin M 0 0 1 07 15 2009 07 00PM 4 00 Confidentiality HIP AA General Roth Erin M 0 0 0 08 01 2009 08 00AM 4 00 Confidentiality HIP AA General Roth Erin M 0 0 3 08 15 2009 07 00PM 4 00 Coffee lots of coffee Confidentiality HIPAA 5 East Chevrette Michael 0 25 0 12 15 2009 07 30PM 3 00 Mission SHARE General 15 60 50 03 02 2009 12 00PM 2 00 Orientation General Chevrette Michael O 0 0 08 01 2009 09 00AM 1 00 Orientation General Chevrette Michael O 25 3 09 01 2009 09 00AM 3 00 Pizzas Rescue Breathing General Chevrette Michael 10 30 26 03 05 2009 03 00PM 2 00 Rescue Breathing General Chevrette Michael 10 30 28 03 05 2009 09 00AM 2 00 Safety General Roth Erin M 20 60 44 03 05 2009 04 30PM 1 00 Safety General Roth Erin M 0 25 0 10 05 2009 07 30PM 2 30 Safety 5 East Roth Erin M 0 0 O 12 10 20
166. by delegation no details set Setup jobs Mo access Setup jobs by job group no details set ssign people to jobs Mo access Assign people to jobs by job group no details set Reports Mo access Credentials Mo access Letters mail merge No access Manage lists Mo access Import data Mo access Export data Mo access Bulk entrant value updater Mo access Right Description SUPERUSER As Superuser for a Games user has full rights to the Games A Standard user has only those rights set below SETUP Games setup page 42 design custom applications in Games location manager page 223 setup jobs job groups and slots add delete delegations page 50 GENERAL DATA ENTRY Credit Individual hours bad e mail handler PEOPLE Create add a person to the Games Cannot create a new person from scratch without global people create rights Edit open a person already in the Games and modify her data View open a person already in the Games to view her data Delete remove someone from the Games Rights to people are the sum of the user s rights via PEOPLE PEOPLE BY ROLE and PEOPLE BY DELEGATION with rights determined dynamically based on the role and delegation of the person in question SETUP EVENTS SETUP Access to Sport event definitions and setting up events A user s rights here are the sum of SPORTS BY SPORT his rights to setup events in general and the Sport group in question GROUP REPORTS All types of rep
167. can be given out to users since they are protected by passphrases and can be individually revoked However no keys should ever be stored on a hard drive or network drive From the Tools region of the left navigation panel click the Create a new user key link The New User Decryption Key Wizard window opens This wizard is similar to the encryption key wizard but instead creates a user decryption key It also requires that an administrative key or a master key has already been created When finished copies of this key are saved to a USB drive and are protected by the user s passphrase 1 Click the Next button The Key properties page opens 2 Enter the key properties in the fields on the screen Field Names Definitions and Comments ENCRYPTION GROUP Type of data that is encrypted For example background checks ADMINISTRATIVE Check to use as an administrative key which lets you make other keys from it UsER ID A short name associated with the user of this key P ASSPHRASE This is the password which the user will need to enter every time he accesses this key CONFIRM Enter the same password as above PASSPHRASE User IDs in the Encryption key manager are not necessarily related to user IDs in GMS security GMS security and GMS data encryption work well together but neither requires the other and user IDs in one don t have to be the same in the other 3 Click the Next button The Save keys page opens 4 Enter the file names of one or
168. certification the label in this case Testing facility will not be shown For Single choice Checklist Expanded checklist and Magic checklist data types the descriptions and codes for the stored values Special Field Codes Every field in a custom certification must have a unique code and that code cannot be changed once the field is created There are special field codes that GMS uses and expects to see If these are not present GMS will work fine but the columns for those fields will appear blank Field code created sigdate expdate Meaning Certification created date Effective date Expiration date It does not matter what field is named Expiration date GMS will use the field with the code expdate as the expiration date and it does not matter what the field with the code expdate is named GMS will use it internally as the expiration date Certifications GMS 6 Manual Page 211 Certification Defaults Concepts Defining default values for a certification type means that new certifications and background checks of the type you specify will be created with the values you enter here Edit a certification s default values from within the certification s setup page 207 by clicking on Edit default values Defaults Editor What you ll see on screen looks very much like a certification or background check editor with a few exceptions Some types of fields cannot be edited including role and address fields
169. certification s definition Not available for any of the built in definitions and GMS will not let you delete the definition of a certification if anyone has that certification Caution New certifications created in GMS will be incompatible with GMS 5 and in fact will cause GMS 5 to throw regular error messages If you use GMS you don t want to create any custom certifications in GMS Certifications GMS 6 Manual Page 207 Certification Definitions A certification s definition lets you configure how it will work within GMS S Sys One le JL Sys One Certifications TB Test ES Tools TB Test Edit default values Mame Edit layout TB Test Save bo File Revert bo built in L Disable this certification type O Help 4 person is only allowed one certification of this type Applicable to person of this type Help Filt About this tool Lia titer Search knowledgebase Display these Fields in the Other column in lists none Prevent deletion of certifications of this type once created and saved Expiration dates Enable automatic expiration date Units Count Round fears T 1 No rounding IF person is under a specific age expires when they turn that age C Show warnings on the kiosk when these are about En expire Special fields Status field Result Field Field Description NAME Description of the certification Changing this value affects all existing certifications DISABLE THIS CERTIFI
170. ckbox NexusDB is now configured and started For applications to connect to it the NexusDB server will need to be started You should probably add a shortcut nxServer exe to the startup folder to ensure this or you can manually start it each time you reboot this machine Configuring NexusDB Server as a Windows Service Only a user with full administrator rights to the server can perform these steps to completion He should have familiarity with System Administration on the network If not then he should contact his IT representative to run this setup Why run NexusDB Server as a service When NexusDB Server is run as a regular application in Windows startup folder it does not start until someone has logged into the machine and stops when that user logs out Running it as a service allows it to run as soon as Windows starts up and it can remain running until the machine is turned off NexusDB cannot refer to data on mapped network drives when running as a service It must either be on a local drive or referenced via a UNC path e g YOURSERVER NexusDBData not b NexusDB Getting Started Before you can set the NexusDB server as a service you must have it configured correctly to connect to the data in your office Once the service is running you cannot reconfigure it to change network settings database aliases or other values without stopping the service Installing the service First add a new user on the server setting the passwor
171. ckground check request result or reference check by clicking on the Enter a new background check link Or right click on an individual item to view edit or delete it See the Individual Screening page 145 section for more details on background checks Example David Donovan is undergoing preparation and training to provide counseling and comforting services to families of critically ill patients He has already undergone the mandatory screening by a medical center psychiatrist and now I need to send out letters to check his references I look up David Donovan in GMS and click on his name to edit his personal data I open the Background checks panel and click the link to Enter a new background check Background checks 1 EnFer a new harknrniind check E Background Fingerprinting Ype oO Date sub Expir Status Result Background Reference Check Background Reference Check 08 12 2009 Not vet contacted Mot vet C6 Background Results Manual Background Check Request Profile Editor GMS 6 Manual Page 29 In the pop up menu I choose Background reference check GMS 6 gt Person lookup gt SILVA Reuben gt Background Reference Check Scanned images Date Method 07 10 2011 Mame Relationship Organization Address 1 Address 2 City stat Zip postal Result Not yet contacted Comments I complete the fields for the contact information on his reference and click the Save button If David had provided us wi
172. ckground checks will be displayed and which will alert for expired or missing certifications How to use For each type of person in the first column select from the drop down menu which background checks and certifications to display In the second column select any background checks or certifications for which you want alerts If any certifications of these types are either not present or are expired an alert will show in red as part of the hint for that person S Sys One Ja Sys One Certification background hints E Hinks By person type Q Help Help About this kool Search knowledgebase By person type Staff Medical Security VIP Official Media Other person Other person 2 Other person 3 Coach Family member Group Unified Partner Certifications Concepts GMS 6 allows you to create objects called certifications which contain multiple bits of information in one place When to use They re commonly used for things like TB tests tracking training and licensing requirements or imported reminders from other programs Display if present volunteer Background Results TB Test TB Test Mane selected None selected Mane selecked Mane selected Mone selected Mone selected Mane selecked Mane selected Mane selected Mane selecked Mane selected Mone selected Alert if missing expired Background Results TE Test TB Test Mane selected Mone selected Mane selected
173. cm Vendor specific Authentication Account number Password Vendor specific Login username Requesting user name Fhone number ChoicePoint GMS 6 Manual Page 136 Select ChoicePoint as the VENDOR from the top pull down menu 3 Click Count available records If encryption is enabled provide the decryption key it will be needed for GMS to read the encrypted data which it must submit with every request 4 Enter the ACCOUNT NUMBER and PASSWORD for your account This is provided by Lexis Nexis and Bespoke cannot assist in your relationship with the vendor 5 Enter the vendor specific data as appropriate LOGIN USERNAME REQUESTING USER NAME and PHONE NUMBER Click on Execute to send the requests to the Lexis Nexis Retrieving ChoicePoint Results Steps in this task 1 Click on Retrieve background check results from the Applicant screening panel 2 Choose ChoicePoint as the VENDOR GMS 6 gt Retrieve background check results A Background Checks Basics Authentication Vendor specific Vendor ChoiePont C Gaunt Avaable Records Authentication Q Hes Account number Password About this tool Vendor specific muwemme 3 Click Count available records If encryption is enabled provide the decryption key it will be needed for GMS to read the encrypted data which it must submit with every request Enter your login information 5 Click Execute GMS will retrieve all of the results from the
174. creen then select Setup and then on General Games setup Basics Dates Associations Other settings Addresses sports Athens 2011 50 World Summer Games Applicability Roles allowed in this games A HOD AS Staff Athlete Coach GMS User Head Coach HOD International Official Official Staff Technical DelegateUnifiec Roles allowed in events How many times may the same person be in this games Dates Games start date Games end date Effective date for calculating ages 255 011 E Associations Games team members Default honest effort threshold a Use new Omega Scan O Vision interface Basics panel Field name Description GAMES NAME This description of the Games appears on the list of Games and in many reports PRIMARY LOCATION The base location for the Games This is used when searching for Games GAMES GROUP If you ve defined one or more Games groups you can filter and sort Games by the one selected here GAMES DESCRIPTION An optional detailed description of the Games APPLICABILITY GMS 6 only Games will not appear in GMS GMS only Games will not appear in All systems Games will appear in both GMS and GMS 6 Games GMS 6 Manual Page 43 ROLES ALLOWED IN THIS GAMES One or more roles that people may play in this Games Note eliminating a role here will not delete people from the Games who already have that role assigned HOW MANY TIMES MAY THE More than once but only in different delegations A
175. ctive in GMS meaning that they are not currently participating but may do so again in the future When to use Use an inactive status when someone is temporarily not Individualing perhaps because of a medical reason or travel plans This allows you to track and report on why your Individuals might be taking a break from Individualing The inactive status is designed for Individuals you expect to return If you expect they are leaving permanently you would probably want to archive them as well How to Use GMS lets you define any number of reasons why someone is inactive and have those available in the profile editor Set up archived reasons by clicking on Inactive reasons on the Setup panel Add the reasons you would like to track Caution Deleting an inactive reason removes that reason from all people who currently have it but does not make those people active Inactive Reasons GMS 6 Manual Page 222 Locations Concepts Locations are used to identify where jobs are being performed and therefore where Individuals need to be where Individuals are available and where trainings are being held By including postal codes and or latitude longitude information with each location GMS can use that data when searching for jobs and trainings to locate individuals within a certain distance of some other point Locations in GMS 6 are hierarchical meaning nested This lets one location be within another location and have further l
176. d Reason banned Date banned Ban expiration Comments leave blank for no expiration Games information Delegation NA S0 Team USA Role Athlete Scratched Alternate E Checked in Events Photo tools Sport Event yn Bocce BC Bocce Doubles 675 00 points Bocce BC Bocce Singles 675 00 points Becce EH B peirts Bocce BC Bocce Divisioning Round 0 points Games GMS 6 Manual Page 49 Field name Description SCRATCHED A person who is scratched is known to have not shown up on site or is known not to be coming This is the opposite of checked in ALTERNATE A person is an alternate in a Games when you ve registered him as an extra to be used in case other registered people don t show CHECKED IN A person who is checked in is known to have shown up on site Checked in is the opposite of scratched While someone who is scratched is registered but did not show or who is known to not be coming someone who is checked in actually arrived BIB This option is more commonly used in GMS than in GMS GAMES INFORMATION This is the Games specific information including events for athletes and Unified partners Working With Delegations Concepts Delegations are the Games equivalent to groups All people registered in a Games are in delegations and delegations organize people together When you created your Games you made one or more delegations based on your groups If you have no need to break your people up into delegations you
177. d GMS can also be used in a Citrix or Terminal Services environment Setup In general it s far simpler to have all GMS 6 users share a common database login ID and password rather than assigning them all their own unique SQL Server accounts or providing rights via Active Directory All users in the end need the same basic sets of permissions and GMS does not use SQL Server s permissions to limit what actions individuals can perform instead it does that authorization internally due to the complex nature of table and data interactions All GMS 6 users must have at least SELECT access to all GMS 6 tables Lacking INSERT DELETE or UPDATE rights may cause aspects of GMS 6 to not work as it attempts these operations CREATE and ALTER rights may be needed occasionally when upgrading versions as GMS occasionally makes changes to its expected database schema DROP rights are only ever needed for data restores when tables already exist or for special schema updates in which one or more tables need to be built from scratch and then repopulated Tip Best practice give users do ddladmin rights on their database When creating a SQL Server database to be used by GMS you have several options Option Preferred value Additional information COLLATION Latinl General BIN RECOVERY MODEL Simple Other models are valid but will use unnecessary amounts of disk space and are not used by GMS COMPATIBILITY LEVEL Any value is valid here AUTOGROWTH ENABLE A
178. d Invalid Invalid text Number Invalid Invalid Invalid Invalid Invalid without decimals Number with Invalid Invalid Invalid Invalid Invalid decimals List of Invalid n a OK if codes or names Invalid Invalid specific compatible choices Checklist of Invalid OK if codes or names n a Invalid Invalid specific compatible and zero or choices one items checked o LN k Custom Fields GMS 6 Manual Page 216 Custom Sports Concept Because of GMS 6 s connection with GMS GMS allows you to connect jobs and assignments to specific sports You can filter sort and search for jobs based on their sport Custom sports here let you define new sports which GMS and GMS don t natively come with Many sports come built in with GMS 6 How to use Open the Custom Sports Manager by clicking on Custom sports from the Setup panel on the main GMS 6 screen This brings up a list of all custom sports currently defined If sports are not enabled in your GMS 6 installation you won t see this setup tool Custom Sports GMS 6 Manual Page 217 Concepts Groups indicate a person s affiliations such as a local team employer church civic organization or geographic region Groups can also be used to differentiate among Individuals in different areas of a larger organization e g hospitals within a single system When to use Assigning a person to one or more groups lets you filter people for lookup reports mailing lists etc How to us
179. d confusing labels from the report Number fields Format Description Code 1 234 0 0 1 234 40 0 00 0 00 1 234 40 0 00 0 00 1 234 40 0 00 0 00 1 234 40 0 00 0 00 1 234 0 0 1 234 S 0 0 1234 0 1234 40 0 00 all time duration options take a number field and consider it to be a duration stored in hours Time duration system Uses the user defined display option for durations dur sys setting usually hours minutes or fractional hours hh dd Time duration system As above but includes seconds dur sys ss setting with seconds Time duration decimal Always displays as fractional hours e g 14 75 dur dd Time duration hh mm Always displays as hours minutes e g 14 45 dur hh mm Time duration hh mm ss As above but with seconds included dur hh mm ss Date fields Format Description Code Advanced Custom Reports GMS 6 Manual Page 131 3 4 95 03 04 95 03 04 1995 4 Mar 95 04 Mar 95 March 4 1995 3 4 Mar 95 March 95 System setting System setting just date Time fields Format 1 30 PM 13 30 1 30 55 PM 13 30 55 System setting System setting with seconds Tight Tight with seconds Time duration system setting Time duration system setting with seconds Time duration decimal Time duration hh mm Time duration hh mm ss Date time fields Format 3 4 95 1 30 55 PM 3 4 05 13 30 55 3 4 05 03 04 95 03 0
180. d so that it never expires NexusDB Server will log in with the rights of this user Once that user is created you need to enable that account to run services Open the Local Security Policy then go under Local Policies User Rights Assignment and open Log on as a service from the list Add the new user to this list and save Install the service itself by opening a command prompt in the directory of where nxServer exe is located You can do this by clicking on Start then Run and entering cmd then pressing Enter Change to where nxserver exe is located Type the following then hit Enter nxServer exe install username Naccount password password An information window should appear Service installed successfully click OK Then a confirm window will appear asking if you want to start the service click No From the next reboot of the Windows server forward NexusDB should load as a service Verify this in the next section of the documentation or if the users rights were not configured properly Configure the Windows service This section is not necessary if the user has the proper rights assigned 1 Open the Control Panel s Administrative Tools and click Services then double click NexusDB Server Go to the Log On tab and select the user created earlier and enter their password This information might already be listed but enter it again anyway Click OK when finished 2 Right click on NexusDB Server and start the service Databases
181. der Add Entrants on the left side of the delegation list Using a custom application form People can also be registered as a side effect When assigning people to job slots and the person you re assigning is not yet registered GMS will let you immediately add the person to the Games right then and there Registration Wizard The Registration Wizard walks you step by step through registering a person into a Games The types of fields you re prompted for may vary depending on how you start the Registration Wizard For example if you told it to add a Individual while within a delegation you won t be asked for the role or delegation Initial page screen 1 SHOW CUSTOM FIELDS PAGE FOR If any custom fields are defined for people GMS will show you the Custom EACH PERSON fields page for each person as you go through the Wizard Options screen 2 DELEGATION TO RECEIVE THIS When this person is added indicates the delegation that he ll be added to PERSON ROLE OF THIS PERSON The role the person will be given in the Games GENDER Only when adding placeholder people the gender of the placeholder person that s created PERSON IS AN ALTERNATE An alternate is someone who may or may not be coming This option is more commonly used in GMS than in GMS Select person screen 3 Use the standard person lookup tool here to find the person you want to add or create him from scratch Edit personal data screen 4 Use the standard profile edi
182. e Open the Groups Manager by clicking on the Groups link on the Setup panel from the main GMS 6 screen Click the Add new link to add a new Company or Group to your list vi VSys One Max ss One Groups manager Tools Group manager resist Mame Group type Parent Abbreviated Filter types Bespoke Software Inc Company Bespoke Setup group types Exempt Group Q Help General Group m High Risk ED PC 505 Group About this tool Memorial Additionals Search knowledgebase Moderate Risk Additionals Non Exempt Group Young Members Company Show non v5ys One graups 8 shown The group General is always automatically created and cannot be deleted though it can be renamed Tools Add new Asks you for a group type then creates a new group of that type Filter types Asks you for a group type to display then only shows groups of that type Select all there to see groups of all types Setup group types Opens up the group types editor Use this to define the types of groups applicable to your organization Show non GMS 6 If a group is defined as GMS only it normally will not show on this list Check this box groups to show GMS only groups Groups GMS 6 Manual Page 218 On the right click menu Right click on a group in this list to edit its properties and for other tools relevant to specific groups Add Asks you for a group type then creates a new group of that type View Opens the group properties screen in read o
183. e Print to Sort 1 Delegation with page break Sut Rule nih page ireak Options not set Sort 3 Name Add sort A This report focuses on identifying people with common issues Issues fo report and people with special needs requests which you may have to deal with You can also include people who don t have any identifiable issues by checking Show all people Never show this hint again x Games GMS 6 Manual Page 53 Se uL cd cm Choose the issues you want to print on the report from the ISSUES TO REPORT menu Banned Deceased Inactive No background check Expired background check Missing or expired certifications Non approved background check Background check restrictions Availability conflict Assignment conflict J ob requirement conflict Missing gender Missing DOB Wheelchair requires handicap access Medical alerts Diet alerts Special requests needs Missing passport and or place of birth Check SHOW ALL PEOPLE WHO MEET THESE CRITERIA if you want to include all people in the Games even if they don t have any issues Select which people to include Everybody Enter the effective date for the report This is the date that will be used when calculating expiring background checks Choose which special requests needs are counted as issues Select the delegations and roles of people to be included Put in filters for assignments if applicable on their jobs locations and dates Set your sort criteria
184. e E Filter entrants by group Im Filter entrants by type Add another filter People are only included in this export if they meet all of the criteria you specify FOR LABELS GOING TO 24 PEOPLE EXCLUDE CONTACT FLAGS If checked and two or more people sharing an address are included here only one label will be printed for all of the people sharing that address Excludes people with one or more of the selected contact flags Use this to eliminate people who don t want to get this mailing or use this mode of communication Custom Mailing Labels with Custom Filters GMS 6 Manual Page 83 Demographics Reports Demographics reports summarize all of your people based on various properties like gender group status type and custom fields When to use this report End of year reports for management Better understand the makeup of your Individual base or to compare one group of Individuals against another Steps in this task 1 Click on Demographics from the Reports panel GMS6 gt Demographics report m File Settings Load Report title Effective date Save Demographics report 08 10 2011 Properties Summarize these values Y Took Age range Average youngest oldest ages Gender Group Primary language Skills Status Clear settings Settings Defaults Groups Set as default report no filter People types Q Help no filter About this tool Volunteer types
185. e 19 name and phonetic pronunciation hints team name status titles gender date of birth person types group affiliations Individual type Individual source company and status flags Additional data page 21 contact flags photo ID verification transitions comments and images languages excluded jobs nationality passport information Addresses page 22 includes phone numbers and e mail addresses Relationships page 25 Alerts page 27 emergency contact information and medical or dietary alerts Comments Custom fields page 28 Past Games Certifications page 29 Background checks page 29 Custom application forms Lists clicking on this link lets you add or remove this person from lists immediately Trainings page 31 Credentials printed page 31 Photo page 31 Many of the panels on this screen start out hidden until they have something in them this helps to keep the screen less cluttered Along the left side the links to these panels are always visible Some panels and their corresponding links will remain invisible if that feature is disabled in your copy of GMS this is most commonly done if that feature would not be applicable to your organization Profile Editor GMS 6 Manual Page 18 GMS 6 gt Person lookup gt SILVA Tiago Souza Profile Editor P Personal data Ignore pui edt rules Other names EE Additional data Prefix title Suffix generation c COS JE Ji MEM amp Relationships Mai
186. e an actual data field and convert it to an image based on that field s content Calculated Fields Concepts Calculated fields are a powerful addition to GMS They let you perform one or more operations on an existing pre defined data field before it s printed or used within a report They are especially useful in Summary crosstab reports as well as in other custom reports where you want to do page breaks and or sorting on something other than the built in fields There are four different types of calculated field Calculated field Mapped field Mapped image field Aggregation field Define calculated fields by using the Add calculated fields link within the report S Sys One Bax Ways One Advancedicustom reports Calculated report fields O X cre Add Calculated report fields Calculated Field Field name Type Mapped Field Record Quarter Calculated Field Mapped image Field Record Year Calculated Field Aggregation Field Tools Copy From another report Q Help Help About this tool Search knowledgebase Ub y T i Edit a field by clicking on it right click on a field to edit or delete it and click on the Add links to define an all new field Advanced Reporting Tools GMS 6 Manual Page 106 Calculated Field Operations In the following example a date field has two operations performed on it The date is replaced by the quarter of that date e g January 14 2008 becomes Q1 2008 2
187. e are only included in this export if they meet all of the criteria you specify FIELDS TO INCLUDE see below Advanced Exporter GMS 6 Manual Page 150 FOR LETTERS GOING TO 2 If checked and two or more people sharing an address are included here only one PEOPLE INITIAL SOURCE EXCLUDE PEOPLE WITH THESE FLAGS FILTER ENTRANTS BY Add another filter ADDRESSES Advanced Exporter label will be printed for all of the people sharing that address This is the basis for the export and it can be any of Option Data exported People People who meet your criteria Certifications Certification records People on one or more People who meet your criteria and who are on one or lists more of the given lists Credentials Credential information Trainings Training records people in training courses or with training history Training courses Training courses no people are included Comments Comments attached to Individuals Transitions Transition records Depending on the type of data you re exporting the filters below will change Only people of these types globally or roles in a Games are included Filters for gender age group and type If you have a preference as to what type of address this should go to for people with more than one address or limit it to specific address types add one or more address types here GMS will look for an address of each type starting from the top and use that one if it meets the furthe
188. e can get large Use this tool to purge old records from the table or simply summarize existing records When to Use If the trace table becomes excessively large or records appear in tracing which are simply not relevant purge out old trace records or just those which you don t care to retain Steps in This Task 1 From the GMS 6 main screen click on Purge old trace records from the Administrator tools panel Y vsys One JE Sys One Tracing purge Q Help Trace records purge Help Actions to purge Between And About this tool Edited existing record Deleted record Created record D 06 10 2010 02 09 2011 Summarize records Search knowledgebase Purge Old Trace Records GMS 6 Manual Page 191 2 Select the actions to be purged or summarized and the date range Only records of these types and between these dates inclusive will be summarized or deleted 3 Click on the Summarize records link GMS will count the records that meet the actions and date criteria Deleted record Edited existing record LInknewn action Kiosk login Failure E mail Robot heartbeat Created record 0812 2010 T T 0 O o Lu 08 13 2010 T T O 0 T T 0846 2010 o o 0 O o o 10 14 2010 T o 0 0 T o 10 15 2010 o o 0 O T l 0119 2011 1 4375 0 D o ti 01 20 2011 A 120 0 0 L 157 01 21 2011 o 400 0 O T al 01 24 2011 454 143 0 0 T 1157 01 26 2011 T T O 0 T T 01 27 2011 T a 0 0 T T 01 31 2011 4 E 0 0 o 4 02 01 2011 3 T 0 0 Lu T Total 1201
189. e fields are not case sensitive and indicate what IFI should do to the current person for this list For each list if an action is not specified it is assumed to be add Note you obviously cannot add or remove people in Intellilists from here People Action can hold Create C Update U Delete or d These fields are not case sensitive and indicate what IFI should do for this person Specifying Create will always make a new person with this data unless the person already exists in which case it will fail Update will only update an existing person and fail if the person does not exist Delete will delete an existing person if present and fail if the person does not exist Caution Delete is very dangerous It deletes the person and all of his information including certifications custom fields letters Individual hours and others with no further prompting Games people Interactive File Importer IFI GMS 6 Manual Page 163 Action can hold Add A Edit E Edit add Delete or d These fields are not case sensitive and indicate what IFI should do for this person Specifying Add will always add this person unless the person already exists or cannot be registered in which case it will fail Edit will only update an existing person and fail if the person is not registered Edit add will edit the person if registered or add
190. e folder in order that standard users may then work with GMS in that folder Databases GMS 6 Manual Page 266 Installing NexusDB Server NexusDB server is very straightforward to install and configure l Copy nxServer exe to the folder on the machine where you intend to store your NexusDB data 2 Start NexusDB server from the machine which will act as the server This machine must not be a Windows 98 or ME machine and should have at least 128MB of memory more is always better 3 Click on Aliases At the bottom enter an alias name GMS 6 then the path to where your data is stored Click on Add to save the new alias and its path so that NexusDB knows where to look for files when a copy of GMS 6 asks for it 5 Click on the plus sign next to Transports then on TCP IPv4 Transport Check the ACTIVE checkbox in the upper left corner Click on GUI Settings then check the boxes MINIMIZE SERVER ON APPLICATION START BRING UP SERVER ON APPLICATION START AUTOSAVE CONFIGURATION ON EXIT and CLOSE SERVER FROM TRAY ONLY Click on the Apply button if it s not grayed out 7 Click on Server Engine then check the ACTIVE checkbox in the upper left corner to start the server It is also recommended that you set the TEMPORARY STORE size from the default of 1 unlimited to something around 100MB This will keep the free space on your server from getting eaten up by the log files 8 Click on Plugins then ServerlnfoPlugin and check the ACTIVE che
191. e in the given groups and of the given types Steps in this task Click on the Add another filter link to see a list of methods by which you can filter people You can add any number of criteria here For a person to be listed he must meet all of them The following example found all people who have Individualed in 2007 Assignments completed hours speak both ASL and English Language and live within 50 miles of the zip code 12063 Zip postal code proximity Advanced find people GMS 6 gt Advanced find peo Q Help About this tool Detail filtering sorting help Criteria Load save criteria Groups XX GMS User People types no filter Exdude people with these flags Banned Deceased Status Applicant Status Inactive Stal Add another filter Language remove Any af no filter Gender remove Male 118 people shown Finding People Using Advanced Criteria 0 0 O 0 o 0 0 o 0 O 0 o 0 O 0 o g 0 o g 0 o 0 0 0 o 0 O g 0 0 M ame TRANGALOS Nicos ARGYROS Vassilis TSERKEZOS Alexandros XENAKIS Diamantis IOANNOU Nikolaos CHATZIKOS Spyros ANTAKIS Tassos SIMOS Thanasis KATSIKAKIS Charalampos ALEXOPOULOS Ioannis FRAGKOULIS Stylianos KOLACIS Ilias SOULTANIAS Ilias GERALIS Georgios MICHAILIDIS Thomas MPAMPASIS Eleftherios KAPATAIS Alexandros PSALLAS Konstantinos TRIANTAFILIS Stefanos SOTIROPOULOS Andreas AVTZIOGLOU Dimitris ZAGKOGIANNIS D
192. e is associated only with the copy of the key the compromised key can be used to access data Instead revoke the user s key and create a new one This will make the old key and all of its copies useless regardless of how many times it s been copied Create and Manage Data Encryption Keys GMS 6 Manual Page 186 Enter GMS 6 Registration Codes Concepts All organizations which use GMS 6 are given an organization specific serial number which is paired with their organization name GMS wont start without that company name serial number combination or 1f either value 1s incorrect VSys One registration 1 8 0 187 User name COn Organization name Bespoke Software Inc Wovs One serial number This is a valid non expiring serial number Additional serial numbers Westen eee oe Se Valid registration key For v5ys Live delete add Close Some serial numbers for demonstration versions or for those whose account is not yet paid up have built in expiration dates After the expiration date GMS will no longer start until a new registration code is entered Steps in this task Enter a code by selecting the Enter GMS 6 registration codes link from the Administrator tools panel You must use the Organization s name as indicated in your contract for the serial numbers to match As appropriate use the add hyperlink to enter additional registration codes to enable add on products like GMS Live Enter GMS 6 Registration Code
193. e name field is only visible if the GMS administrator has enabled them Do this within the Name setup options link on the Setup panel by checking the box ENABLE ALTERNATE NAMES Background check request This is where you enter the background information about a prospective Individual For automated requests IntelliCorp ChoicePoint Lexis Nexis this is what gets sent to the background check vendor What it does for you Lets you securely capture the information needed to run a background check on prospective Individuals Where you ll findit Where you ll findit 1l find it In the In the Profile Editor on the Background checks panel Editor on the Bac In the Profile Editor on the Background checks panel checks panel Do I need it If you pre approve your Individuals by doing background screenings yes General advice Always create your background check encryption keys page 184 before entering background check requests This ensures that the information on these requests is encrypted and safe from unauthorized access How it works Background check requests appropriate for your organization are entered for all prospective Individuals If you have a contract with a supported vendor GMS uploads the requests to the vendor and retrieves the results The Individual screener checks these results and allows or disallows the Individual entering a background check result for him Background check result These are where you enter the re
194. e open by any other program when IFI tries to open it or use it If IFI is able to open the file successfully it will show you the fields in that file and bring up more tools on the left side Next to each field in your file IFI will show the ways it will use that field These are called field mappings After opening the file IFI will automatically try to map the fields it expects to the fields that you provide Some of these mappings may be wrong some may not be made at all You need to go through and verify that the fields you want imported are mapped to the appropriate module fields A quick sanity check is to click on the Verify field matches link this will tell you by module if any required fields are missing A few fields are special For all tasks focused around people this field 1s the person s 16 digit ID code If you don t know the person s code you can leave this field blank but the field must be provided for these tasks When people are looked up or created IFI will fill in this field with the person s ID code PROCESSED This field is used in all tasks and is always required After IFI imports a record it will put the value TRUE into this field marking the record as processed Any record which has TRUE in this field will be ignored This lets you partially import a file and then pick up where you left off or tell IFI to ignore specific records PROCESSING Used for all tasks but not required If it s present IFI will put int
195. e person has 2 All certifications this contains one record for every certification the person has with all types in this one pipeline 3 Certification only for reports based on certifications contains the current certification For All certifications and Certifications there is a common list of fields available Note the field names here may not match the fields in the specific certifications GMS lets you map actual fields in the certification s definition to these virtual reportable fields which are available for all certification types See the certification definition tools page 29 for more information about this especially on including data in the OTHER INFO field Field Description EFFECTIVE DATE EXPIRATION DATE DESCRIPTION The name of the type of this certification OTHER INFO Comments report pipeline Information about a comment If the report s basis is comments it s the comments that met your criteria Otherwise it s a list of comments for the current person In both cases there will be zero or more records in this pipeline Field Description or sample DETAILS Text of the comment DETAILS PLAIN TEXT Text of the comment with all formatting removed DATE Date the comment was added IMAGE Any image associated with this comment Note you must use a DBIMAGE field in a custom report to display any images KIND Type of comment e g General TIMESTAMP Date and time the comment was added Credenti
196. e shown Name Tags Badges and Credentials GMS 6 Manual Page 172 Training Courses Setup Concepts Courses are actual classes teaching a specific subject Courses are where you register students When to use this tool To track classes you offer to Individuals To track who is attending a specific training Define training courses by clicking on Training courses on the Setup panel S Sys One Sys One Training course setup co 2 Tools Subject Orientation Add a new course Setup subjects Lud Rescue Breathing vum Reports Orientation Course reports Rosters reports Q Help Help About this tool Search knowledgebase Orientation Orientation Orientation Confidentiality HIPAA Filters Subjects ima Filter Only upcoming courses Filter on location only courses which still have openings only handicapped accessible locations 8 courses shown Tools Add a new course Setup subjects Description Student Orientation Rescue Breathing Orientation Orientation Orientation Orientation Orientation Confidentiality HIPAA Defines a new course be prompted to save them Course reports reports Rosters report On the right click menu Reports on the people in courses Start 09 03 2011 01 00PM 10 15 2011 06 00AM 08 27 2011 09 00AM 09 24 2011 09 00AM 10 23 2011 11 00AM 11 19 2011 09 004M 12 17 2011 09 00AM 08 17 2011 10 00AM Duration
197. e training or it was done by an outside party Jobs can have required trainings This will keep you from assigning someone a job until he s taken the appropriate training Training is divided into training subjects page 232 and training courses page 233 Training Subjects Training subjects are the basic topics in which your Individuals are educated Some examples are Individual orientation Data entry and Safety protocols Individual jobs can be set up to require one or more trainings and the items on those lists are the training subjects A training subject consists only of a description and length of time that the training subject is valid M Yis One Training subjects setup Tools Training subjects a new subject Description Validity Add built in subjects Confidentiality HIPG4 365 days Q Help Inservice Mission SHARE Help About this tool nent ation Search knowledgebase Fescue Breathing 365 days h Safety 730 days Training Subject Sales 101 Description Confidentiality HIFA A valid For 365 days Training GMS 6 Manual Page 232 Adding training subjects GMS comes with several built in subjects you can add To add built in subjects click the Add built in subjects link on the left and GMS will add some sample built in subjects To add a new subject of your own click the Add a new subject link on the left Add a DESCRIPTION and how long a training of in this subject is normally valid the
198. ect the people on the list beyond removing them from the list Empty list Removes all people from this list Does not affect the people on the list beyond removing them from the list Not available on Intellilists Backup list Backs up the contents of the list into a zip file which can be used to import the list into another copy of GMS 6 Copy e mail address to Copies the e mail addresses where available for all of the people on the current list to the clipboard the clipboard Send a letter Brings up a list of available letter templates Selecting one will merge the people in the current list with that template for mailing Create a new list Creates a new list of the type you specify Restore a saved list Restores a backed up list If the list already exists it will be deleted but not before prompting the user for confirmation List Manager GMS 6 Manual Page 167 Name Tags Badges and Credentials Concepts Credentials name tags and badges are all the same thing ID passes which identify Individuals and staff and allow them access to the appropriate places at your Games GMS 6 has several built in credentials types and you can define your own filters and contents to make the credentials most appropriate for your organization After printing you can optionally save the individual credentials for each person This is especially useful if you print credentials incrementally during the registration process include in your crite
199. ed they must be checked and approved or disapproved by a human operator GMS will never make any acceptance or rejection decisions for you this process requires a trained user to intelligently determine the suitability of every applicant Steps in this task 1 Open the Request results handling tool from the Applicant screening panel S VSys One Sex WSs One Process background check results Criteria Request type Date exported ChoicePoint No Filter Date retrieved Ma Filter Date manually processed Mot processed Record statuses Error Retrieved awaitin DALE SMITH RESULTS Processed Status 0111 2011 Retrieved and handled Group Retrieved Background check via ChoicePoint requested on 08 11 2010 sent on not sent retrieved on not retrieved manually processed on 01 14 2011 Request status Retrieved and handled Results NOME PROVIDED REQUEST Background check via ChoicePoint requested on 08 11 2010 sent on not sent Request status Retrieved and handled IntelliCorp HEY MANAGER GMS 6 Manual Page 140 Select the appropriate REQUEST TYPE in this case the vendor you re working with 3 Enter any filters to the left For manual background checks or those which were exported to an unsupported vendor make sure that your RECORD STATUSES include enter the appropriate values so you can see the records you sent When results are retrieved from a supported vendor GMS sets the
200. ed and checking DON T SHOW COOL QUOTES ON THE SPLASH ABOUT SCREEN If you liked a quote that came by at startup but didn t get to finish reading it click on the About GMS 6 link from the GMS main screen the last quote you saw will come up To hide a quote from somebody you don t like while the quote is on screen click on the Never show this quote again link GMS won t show you or anybody else who uses the same GMS ini file that quote again V5ys One 1997 2010 Bespoke Software Inc My function calls do not have parameters they have arguments and they ALWAYS WIN THEM AAD PUMAS 7 x Finally clicking on the IE button will show you a list of the tools we used to create GMS 6 Saving Changes When the Save button is visible in the upper right corner of the screen clicking Save alone saves what you re working on and takes you back one level On many screens if you hold down Save for a half second without releasing it a popup menu will appear offering you the choice of Save and close or Save and stay here This lets you save your changes without having to come back into the current screen For a keyboard shortcut hold down the left Ctrl key on your keyboard while clicking Save GMS will save your data but not go back and won t show the popup menu Keyboard Shortcuts When you see a button with an underlined letter e g Print you can click Alt P hold down the Alt key on your keyboard and while it s down c
201. ed at the top of the list click the LAST USED column heading to sort them by date used Saving Reports Click on the Save link in the upper left side of the screen to save the current report with its settings and filters This saves the settings and rules for the report not what you see on the screen today If you want to save the report as it is run what you see on the screen print it to a PDF file and save that file to your computer Pr 4s anew report Replacing existing report To a File Clear settings Pi mr As a new report Replacing existing report saved settings with these new settings To a file xml extension Report Concepts Saves the report as a new one in the database If this report has already been saved replaces the Saves the report and its settings to a disk file with a GMS 6 Manual Page 69 Report properties Report name People Report by name Keywords separate with commas Report grouping Sample image Preview Delete Replace Comments Hidden Make a desktop shortcut Eo run this report REPORT NAME A description of the report will print at the top of most reports KEYWORDS optional Any number of words which you can use later to search for saved reports REPORT OWNER OTHER OWNERS GROUPING optional Type in a value here to make GMS show this report under a parent Use the same grouping to tie multiple reports together for easy use later COMMENTS opt
202. eeann Athlete Female BEST Mistee L Athlete Female BIGHEMS Jay Athlete Male BIONDO Emily M Athlete Female BLAKENEY Danielle Athlete Female BLALOCK Clint Athlete Male Equestrian Softball Athletics Track and Field Aquatics Swimming Sailing Sailing Golf Volleyball Gymnastics Artistic Gymnastics Rhythmic Golf o9utgscstEUcUBul sgdSsalhkEhzf u t tB5g5b5m5 utulsslt Games GMS 6 Manual Page 46 Tip Tip Clicking on a column header e g ROLE will re sort all of the people on the list by the value in that column Under Filter by role each role shows next to it the number of people in the Games who have that role If any scratched people have that role that count shows in parenthesis and scratched people don t show in the count Tools On the left side of the screen Filter by role Filter by list Add entrants Show hide checkboxes Refresh list of entrants Restricts the people who show here to those in a specific role Only shows on screen the people who are also on a list that you select Shows the Registration Wizard to add new people to the Games with the role you specify Shows or hides a checkbox next to every person on the list Use these checkboxes to select multiple people at once for some operations Since multiple people can be working in a Games at the same time and others may be making changes click this link to reload the list of people from the database to see t
203. eferences page 199 skills locations page 223 job preferences jobs and job groups contact flags page 212 Individual types Individual sources special requests needs custom sports Games groups training courses page 233 letter types interview types interviewers name setup options page 227 certification page 29 defaults placeholder people naming object renaming page 229 background check certification hints setup databases Create manage encryption keys page 184 This right should not be given to most users Rebuild lookup indices page 193 check for duplicated IDs page 179 purge old trace records page 191 check for zip postal code updates page 192 etc Access to the auto update tool Note that you can also disable this with the NoAutoUpdate 1 value in the General section of the GMS ini file GMS 6 Manual Page 246 There s no access right for Restore data because it s not possible When it comes time to restore data GMS can t read the database in order to check the user s security rights To prevent someone from restoring to your database either prevent them from deleting tables Oracle and SQL Server only or put the value NoRestore 1 into the database s section in the GMS ini fie Custom Application Forms Rights These rights are for data entry using pre existing custom application forms For Games which have one or more custom application forms defined within them you can give the user rights
204. eir primary types In the profile editor hides the fields for giving a person more than his primary group Use this to prevent your staff from entering comments or reasons about a Individual s banning beyond selecting from the list of banned reasons you ve provided Used when creating new people Not recommended unless you re manually entering a new database from scratch If checked all reports which contain text formatted in italics will have that text changed to non italics when printing As GMS 6 starts up it shows its progress on the splash screen When done it closes that screen unless you check this box which keeps the screen up long enough for you to read its quotes Local setting only affects those using the same GMS ini file Normally when you hit the Back button and return to the GMS 6 main screen Back becomes Close and you can click that to exit the program Checking this box makes the Back button disappear and you need to click the X button in the upper right to close GMS If checked when you exit GMS GMS will prompt you to ensure that you re exiting intentionally On the startup and About screens GMS 6 shows quotes and sayings that the developers found interesting Check this to make them not appear Local setting only affects those using the same GMS ini file The various panels in GMS including the one this option is on Advanced GMS normally opens them gradually over a period of about 1 2 seco
205. elf establish the database and create SQL Server users GMS 6 will automatically create the empty tables within your database the first time it starts up Connection settings Connection name calic Wzk GS this can be any name useful bo you _ Prevent selection of this database at startup Server address 192 168 2 z200 Database hx Use Windows MT authentication to server Default server login ID foptional Default server password Coptional aa Hito Make a shortcut bo stark Ss One with this database connection Test this database connection Close Field name Description SERVER ADDRESS Enter the IP address e g 192 168 2 1 or DNS resolvable name e g GMS data myorg com of the server which holds your data DATABASE The name of the database within SQL Server that holds your data This will have been set by your database administrator To specify an instance on a server use the backslash Y character to delimit the instance from the address For example 192 168 2 235 InstanceName USE DOMAIN AUTHENTICATION If checked GMS 6 will use your Active Directory login to log into SQL Server and TO SERVER won t prompt you for a user ID and password Databases GMS 6 Manual Page 271 DEFAULT SERVER LOGIN ID When users are prompted to log in to SQL Server this ID will be provided by default DEFAULT SERVER PASSWORD When users are prompted to log in to SQL Server this password will be provided by default O
206. ely locks them out of GMS as well Only a single domain is supported for each GMS 6 installation Account Lockouts When enabled GMS can lock itself with too many failed login attempts or when it s logged in but unattended Enable user ID lockout after too many consecutive login failures Consecutive failures ah 3x Within Locked out for how long 02 00 0 5 days 12 00 hours minutes Lock workstation after inactivity 00 05 gt hours minutes ENABLE USER ID If enabled and the user has attempted this number of consecutive failures during the specified LOCKOUT time period GMS will lock out their account for the given number of days hours and minutes This lock can be removed by right clicking on their name in the Security Manager and resetting the lockout Any successful login clears this failure count although each and every failed attempt remains logged in this user s history LOCK A user who goes this period of time without activity in GMS itself will be locked out and WORKSTATION required to re authenticate A failure to do so clears the machine for access only in order to AFTER INACTIVITY shut down GMS Security Options GMS 6 Manual Page 237 Inactivity timeout BF inem comin ee Ii Login ID Password Cancel Password Requirements These options enforce complexity on user passwords Not applicable if domain authentication page 237 is enabled Password requirements Minimum password length 5
207. es any number of times as long as it s only once in each delegation Only once a person may only be registered in this Games only once If More than once is selected above and you try to add a person to a Games a second time a warning dialog will appear if this is checked The first date of the Games or Competition The last date of the Games So that entrant ages don t appear to change during the middle of a Games all ages in the Games are calculated as of this date no matter what the calendar date 1s GMS 6 Manual Page 41 PRIMARY LOCATION The Location of the Games DEFAULT HONEST EFFORT Tithe isdbetdafofthra Gades will be used for calculating an Honest Effort Violation Addresses screen 5 Assigns one or more addresses to the Games itself This can be used in custom reports in the Games Games Setup Concepts After creating your Games you can modify many aspects of its original setup Some properties aren t set here for example Delegations are added deleted and edited from the Delegations panel within the Games Sports and Events are edited from the Events groups link on the Setup panel in the Games Locations are edited from the Locations link on the Setup panel in the Games Games GMS 6 Manual Page 42 General Before you begin Tell other users to exit the Games GMS 6 cannot open the Game s setup when one or more other users have it open Right click on the Game s name from the Games panel on the GMS 6 main s
208. esses and web sites in phone number fields just indicate the appropriate type for the contents of the field Person Lookup Tricks Barcode Magnetic Stripe Lookup anywhere in the person lookup tool scan the person s credential ID or login swipe code using your barcode or magnetic stripe scanner If GMS recognizes the code it will immediately find and open that person By ID code In the person lookup tool in the FAMILY NAME field enter or paste a person s 16 digit ID code e g EUW38W898JD7YZU5 then hit Enter This is handy if you re working with the Interactive File Importer or any other tool that references this ID code for each person Quick Navigation In places like the Profile editor where you ve got multiple open panels and some scroll off the bottom clicking on the panel s name in the navigation bar on the left will bring that panel into view immediately without your having to scroll for 1t and find it More Keyboard Shortcuts GMS 6 Manual Page 255 Appendix Updating GMS 6 Updating GMS is a simple process replace two files GMS exe and if applicable to your organization GMSKiosk exe There are no DLLs to update nor any other required files Remember that the GMS ini file must be in place from your previous installation If you want to do your upgrade in a different folder copy the GMS ini file from the old folder into the new one If the new version requires a schema change to the database GMS will pr
209. establish a share which all users who will work with GMS have at least read and execute permissions on Server time 1 hour Workstation Installation GMS needs to be installed only once on one machine with the executable installed on a network share Machines 2 and later need only a shortcut on their desktop to the common executable Assuming that the machines are geographically convenient and already operational and on your network figure One hour for the first machine 15 minutes for each additional machine Database Conversion This depends a lot on the Individual office staff The process is a straightforward one Use our tool to extract the full IndividualWorks database and send it to us for conversion We return a GMS backup which GMS can restore into the SQL Server database Most conversions take two or three passes as different organizations want their data moved into slightly different places Assuming that the Individual office staff is inexperienced in this type of process estimate one hour for the first data extraction mostly watching it go then uploading the results one hour for the first results The second and third updates will go a bit faster figure 1 2 hour each way There is nothing technical about the conversion process either sending to us or putting the resultant files into GMS it s all very well documented If the Individual office staff is technically savvy you can cut the IT staff time in half poss
210. et up training using the Training courses Training instructors and Training subjects links on the Setup panel Use the Training courses and results or Training manager links on the User tools panel to track who came and their results View and edit an individual s training in the Training panel of the Profile Editor General advice Taking a training but getting a STATUS of Failed will not allow a Individual to be assigned a job which requires that training Giving a STATUS of Pending is usually used when the class hasn t yet been given or the results are not yet known Need more Also see Training Subject page 232 Training Instructors page 235 and Training course page 233 How it works Training is organized into subjects and then into courses classes within that Individuals can be signed up for trainings and receive grades as well Page 294 Training course A course is an instance of a training for example a specific class given on Friday April 13th What it does for you Lets you organize individual classes when teaching a specific subject Where you ll find it Set up courses under Training courses on the Setup panel and in the various training tools General advice Set up courses to match the actual classes you re giving Need more Also see Training page 294 and Training subject page 232 How it works Training is organized into subjects and then into courses classes within that Individuals can be
211. etion by right clicking on the field and selecting Un delete or by not saving your changes Once the save process has begun it may take a while to delete the associated data and the process cannot be canceled Once GMS has deleted the field the data is inaccessible forever Changing Custom Field Types Changing the type of data for an existing custom field can be hazardous to your data The following table shows which data types can safely be changed into another and what may happen to data during the transition Changes marked as Invalid will not be prevented by GMS but may result in some very odd conversions Target type gt Text Check Memo Number Number with box without decimals decimals Source type Custom Fields GMS 6 Manual Page 215 Target type gt Text Check Memo Number Number with TM box without decimals yp decimals Checkbox Memo long May be truncated Invalid n a Invalid Invalid text Number OK Invalid OK n a OK without decimals Number with OK Invalid OK OK n a decimals List of Will be name or code Invalid Will be name or code Invalid Invalid specific choices Checklist of Will be comma Invalid Will be comma Invalid Invalid specific delimited list of names delimited list of names choices or codes or codes mae imaa maa nai mene ma Target type gt Date List of specific choices Checklist of specific Grouping Source type Memo long Invalid Invalid Invali
212. f MOTOR VEHICLE RECORDS is checked and MVR 1 MVR STATE 1 is not blank 2 Click Save to save this request Because of the complex rules for these requests they are only validated when submitted to the background check vendor GMS doesn t know if you ve filled in enough information at this point so make sure that you do fill in everything here that s relevant and required by your background check vendor Fields in yellow are encrypted fields once saved they cannot be read again without an appropriate decryption key Background Checks GMS 6 Manual Page 135 ChoicePoint Working with ChoicePoint processed by the company Lexis Nexis is a four step process 1 Enter the background check requests page 134 for each person 2 Submit the requests to ChoicePoint page 136 3 Retrieve the results page 137 4 Process the results page 140 manually Submitting ChoicePoint Requests Lexis Nexis accepts ChoicePoint requests from GMS via an XML web interface and provides the results to you when they re completed over the web as well When GMS looks to get the results it will log into ChoicePoint s server to find all of the eligible results and download them for your manual processing Steps in this task 1 Click on Send automated requests from the Applicant screening panel i GMS6 c3 El 3 GMS 6 gt Send background check requests y Background Checks Vendor ChoicePoint Count Available Records Basics Authentication
213. f GMS will not be connecting to this data you can set the PureXML option In your GMS ini file in the General section add the entry PureXML 1 Where GMS would previously store data in parameter list format it will now use XML To convert existing data use the Rebuild various lookup indices page 193 tool under Administrator tools then run it with the XML COMPATIBILITY FIELD UPDATES box checked Why would you do this Some users are directly querying the GMS database bypassing GMS itself Since other tools are very unlikely to support the parameter list format for data having it in XML makes it substantially easier to query Caution We do not support external tools which directly write to the GMS database While we make no attempts to prevent it doing so incorrectly may damage your data Your support contract does not cover any work we d need to do on your behalf to recover that data Special Settings Exceptions bug reports When GMS encounters an unexpected internal or database error it may show an Issue report The details of this report can be interpreted by the technical support team to determine what happened and how to fix the problem Normally GMS is set up to send these by e mail but in cases where that is not feasible e g no e mail client on the machine running GMS GMS offers the ability to send them via a web connection To enable this within your GMS ini file make the setting Exceptions Web 1 When submit
214. f a default report has been set clicking this removes that setting settings Tip Report settings saved within a Games only show on the Load link within that same Games Saving and loading reports saves and loads the settings for the report not the report s contents This is an important distinction To send the contents of the report what you see when you print 1t to someone else print the report to a PDF file and send that PDF file Designing Some reports let you modify their contents visually adding and removing fields re arranging contents and setting headers and footers Clicking on the Design report link if present brings this tool up Report Concepts GMS 6 Manual Page 65 Print Options Print your report to any of the printers attached to your machine or any of these special devices The screen Use this for print previews or to adjust designs and filters An Adobe Acrobat PDF File These are an accurate representation of what would have been printed but in a file which you can then send to someone via e mail for them to view or print themselves An HTML File Use this to post the report to the Internet for viewing in a browser produces one or more HTML files It will not look the same there as it does in a PDF file or on screen A Microsoft Excel File You can edit this file and use it to cut amp paste into other applications It will not look the same there as it does in a PDF file or on screen Image Fi
215. f labels Click on a link to edit it or on add to add a new column If checked this label type will not appear when running labels or mail merges GMS does not perform any checks on these numbers and it will let you define label types which exceed the boundaries of the page or overlap each other Basic Mailing Labels GMS 6 Manual Page 78 Basic Mailing Labels with Custom Filters To use more advanced or custom filters on your mailing labels click on Basic mailing labels with custom filters These work much like the basic mailing labels except that they provide you with a place on the right to define your own additional filters When printing labels from within a Games if a person is registered in the Games more than once he will have a label printed for every delegation that he s in GMS 6 He ee MEA m p pes E For labels going to 2 people with a shared address print Preferred address any just one label Properties Label type Left iuda Top nudge Ah A Tools US Address 5160 o 0 inches Clear settings GENE bel Exclude incomplete addresses Calculated fields Tahoma 3 l Exclude records without a matching address Detail filtering sorting Mame to use known bad addresses are always excluded f Defaults Normal name Excude contact flags Exclude people with these flags Set as default report Do not mail Banned Deceased Status Applicant Status Inactive Status Q Help Sortin
216. f what they do and a listing of the FIELDS on the screen that you might need to fill out or choose an option to complete THINGS IN THIS FONT ARE NAMES OF FIELDS PLACES IN THE WINDOW WHERE YOU WILL NEED TO MAKE A CHOICE OR FILL IN INFORMATION Things in this font are menu choices or links things that you click on to proceed And a note on gender We have mixed and matched the use of he and she throughout the manual trying simply to be consistent within a section Glossary of Terms and Fields Be sure to refer to the Glossary of Terms and Fields to learn how the fields in GMS behave what type of data are expected in them how and when to use the field and other essential information about special GMS terminology Tip For organizations that are delivering portions of this manual to users be sure to include the glossary Shortcuts for Using GMS 6 Toward the end of this manual you will find a section called Shortcuts Tips and Tricks in GMS 6 page 253 which contains tips for working most efficiently in GMS Look in this section when you are ready to learn keyboard shortcuts which can be faster than using a mouse click to access a menu or selection list hints on mouse action in certain fields and an explanation of how certain parts of GMS function behind the scenes How to Use This Manual GMS 6 Manual Page 3 What GMS Looks Like Conventions and Getting Around GMS has a consistent look and feel which makes it easy t
217. for no expiration Field name Description REASON BANNED The values here are defined by your administrator DATE BANNED Date the ban is effective Note even if the person s banning date is in the future you still cannot register the person into jobs in the past BAN EXPIRATION Date the person s ban is up for review GMS will not automatically un ban the person on this date that must be done by a human COMMENTS This field may be hidden by your administrator Banned People GMS 6 Manual Page 33 Mark Bad Phone Numbers and E mail Addresses Concepts GMS gives you a quick tool for marking individual phone numbers and e mail addresses as bad This doesn t mark the person as do not call or do not e mail it s meant to mark the phone number or e mail address itself as bad for this person so you don t try to re contact the person again with this number or e mail address Steps in this task 1 From the Data entry panel click on Mark bad phone numbers e mail addresses 2 For each person one at a time type in the bad phone number or e mail address Click the Lookup button 3 GMS will bring up a list of all people who have that phone number or e mail address and check all of them To mark the phone number as bad for all of the checked people click the Mark bad button PP E GMS 6 gt Bad phone e mail en O Help Gender All pers All groups SILVA Aan Male Athlete SO Brazil About this tool SILVA Reuben Male GMS Use
218. formation is stored in the GMS ini file and that file is often shared among multiple users if they access a common GMS exe file GMS can use any of three different kinds of database NexusDB 1 07 or higher SQL Server 2000 or higher and Oracle 9i and higher The tools here let you tell GMS 6 where the data is stored and how to access it With the exception of NexusDB standalone data they do not create these databases you must do that in your database application first See each database s details for those requirements Database Creation and Configuration GMS works hard to make the DBA s life easy it Makes its own tables and indices no scripts are needed When GMS is first connected to a database it will check for its required tables and prompt you to create any tables and indices not present Can work on multiple databases at once production testing training with no special magic Set up any number of database connections and GMS will prompt you when it starts up for which database to use Does its own schema updates If GMS starts up and sees that a column is missing or too narrow it will offer to make the changes automatically and nondestructively Makes its own backups when prompted and does so in a database independent manner a backup made on Oracle can be restored into Oracle SQL Server or NexusDB GMS 6 works with the database servers Oracle 91 SQL Server 2000 or for small installations NexusDB Server l
219. from assignments job associations and hours General Daily Individuals Troublesome Individuals Donors Daily Individuals Troublesome Individuals Donors Billboard Outdoor work Computer work English English Bad English Jan June 2009 12pm 6pm Monday Tuesday Thursday Computer Cats Wrangling children Cattle prod Do not e mail Do not spindle 03 01 1970 not my real DOB 1970 03 March 03 01 GMS 6 Manual Page 125 AGE 40 AGE AT NEAREST BIRTHDAY Used primarily for birthday greetings which are often sent or seen before the recipient s actual birthday This is their age at the birthday the shortest distance from today s date DECEASED N DECEASED DATE INACTIVE N INACTIVE DATE INACTIVE REASON INACTIVE FOLLOWUP DATE YEARS SINCE FIRST ACTIVE r2 RE ACTIVE DATE Do 0L 2009 PLACEHOLDER N ARCHIVED N ARCHIVED DATE ARCHIVED REASON ARCHIVED COMMENT BANNED N BANNED COMMENTS BANNED REASON BANNED EXPIRATION WHEELCHAIR REQUIRES N HANDICAP ACCESS MEDICAL ALERT Allergic to hard work DIET ALERT No vegetables EMERGENCY CONTACT Only here for backwards compatibility use the person s Emergency contact address instead for this purpose NATIONALITY USA PLACE OF BIRTH Bronx NY PASSPORT NUMBER 123456789 PASSPORT EXPIRATION DATE 02 15 2010 PHOTO ID VERIFIED The last date their ID was verified CODE 16 digit internal ID code for this person CODE SHORT The Basic or 5 digit ID code SECURITY USER
220. fy people within a specific distance from a postal zip code all people in one or more groups people in invalid groups or people on lists After setting your criteria and clicking Search you can edit a person by clicking on the name or right clicking on the name to see other options Never show this hint again X Finding People by their Personal Data GMS 6 Manual Page 11 Under FAMILY NAME type in the family name allen then click on the Search button or hit the Enter key GMS brings up all of the people who have a family name that matches begins with or sounds like Allen Since we found the record we re looking for we can simply click on the name and be taken directly into the record and view or modify the person If more people appeared in the results we could sort them in a variety of ways in order to narrow down our options Clicking on any of the heading tabs for example NAME DOB SEX TYPE or GROUP will sort the records by that field You don t have to enter the person s complete last name to search By entering just the first few characters GMS will find all of the people whose name begins with what you entered This is especially useful if you re not sure how the name is spelled Other criteria Entering a DATE OF BIRTH brings up all people who were born on that date regardless of the name criteria you enter People who match both the name and date of birth criteria will sort towards the top of the list Including
221. g Filter entrants by gender About this tool Sort i Postal E Filter entrants by age Sort 2 Name 4 E Filter entrants by group Add sort E Filter entrants by type Source criteria Add another filter Print options Print to Screen 1H Mande 12 Mon de T MY FAL Tasa HY 121 JehnDea dobra TEM e 125 Main 5 Lee L at Settings People are only included in this export if they meet all of the criteria you specify FOR LABELS GOING TO 2 If checked and two or more people sharing an address are included here only one label PEOPLE ox will be printed for all of the people sharing that address LABEL TYPE Select the label type to be used To print a custom layout use Custom Mailing Labels page 80 and to define new label types use the Label types page 76 tool LEFT NUDGE TOP NUDGE Pushes the text on the label Use negative values for left up and positive for right down FONT SIZE Font and size used for all text on the labels STARTING LABEL Use a value other than 1 to skip labels useful for re using partial sheets of labels NAME TO USE Choose the style of name to print on the labels Basic Mailing Labels with Custom Filters GMS 6 Manual Page 79 EXCLUDE CONTACT Excludes people with one or more of the selected contact flags Use this to eliminate FLAGS people who don t want to get this mailing or use this mode of communication Custom Mailing Labels Concepts Where the ba
222. g Mo access Kiosk tools and setup Ma access Letters mail merge Mo access E mail rabat Ma access Mandates Mo access Awards Mo access Memberships No access Setup jobs Ma access Setup jobs by job group no details set Assign people to jobs Wo access Assign people to jobs by job group no details set Import data Ma access Export data Ma access GMS 6 Manual Page 244 If the user ID is invalid or conflicts with another user or the passwords don t match or are invalid GMS will show an error and won t allow any of the data to be saved Domain authentication notes Note if domain authentication page 237 is enabled some of the options here are reduced Tools View personal data Edit personal data See changes see actions Reset login failure count Q ren About this tool User ID L User expires All password references are removed You get a button to link the GMS user to their Active Directory account Use that button to choose the AD user to be associated with this GMS account VS5ys user ID POU CUO LETTET ca L L Administrator Super Duper Administrator administrator corp bespoke com Guest He Never Leaves questaccount bespoke com random Random User random icorp bespoke com wcornett William Cornett woornett bespoke com General Rights These rights apply globally that is outside of a Games Right Description SUPERUSER A superuser has all rights
223. g spaces or semicolons 198 Encryption 290 Enrolling People in Training Courses 174 Enter Background Check Requests 134 Enter Name Address Phone Number and E mail Changes e 32 Enter GMS 6 Registration Codes 187 Entering Reference Check Requests 146 Entering Relationships 26 Example 28 29 Exceptions Reports 142 Exceptions Reports Settings 263 Exceptions People with Issues 53 Expiring Certifications Reports 86 E Features 40 Filters 15 Finding People by their Personal Data 10 Finding People Using Advanced Criteria 35 G General 43 General Rights 245 Getting Started 1 Glossary of Terms and Fields 3 Group Properties 220 Group Types 221 Groups 218 H How can we import our existing data e 252 How to Use This Manual 3 How GMS Encrypts Data 276 IFI Module Specific Notes 163 IFI Tasks 160 Implementation Timeline 275 Inactive Reasons 222 Installing NexusDB Server 267 IntelliCorp 138 Interactive File Importer IFI 160 Invalid Addresses Reports 88 Is it open source and can we add or modify existing features e 252 Is it possible to customize the system according to our business needs 251 Is the database encrypted 252 Is GMS 6 Windows or web based 251 Issue Reports 259 IT Labor Estimates 274 K Keyboard Shortcuts 254 Known bad address 290 L Label Types 76 Labels and Fields 121 List 291
224. gation panel under Tools click Create a new person The Create new person window opens Create new person x Person type Group s Athlete AP 50 Thailand T 1 Gender Date of birth Unknown Primary name Undo changes First grven name Middle name L ast Farnily name Suffis flr I ete Donald Duck Phonetic name First given name Middle name Last Family name Suffe br Hl ete Don t check for duplicates Ignore capitalization rules __Lontinue Cancel a 3 Enter the person type group and the primary first given and last names They are required fields Field Name Definitions and Comments NEW PERSON TYPE The primary type of person such as athlete coach etc required GROUP The primary organization this person is associated with required Note that the person must be assigned to a group even if you have to assign him to a general group for now and later change them to a specific group when the information Create a New Person GMS 6 Manual Page 16 GENDER DATE OF BIRTH PRIMARY FIRST GIVEN NAME PRIMARY MIDDLE NAME PRIMARY LAST FAMILY NAME PRIMARY SUFFIX ALTERNATE NAME SOUNDS LIKE PHONETIC NAME 1s available Enter this to help GMS look through existing people to ensure that you re not creating a duplicate person see GENDER above required required Jr III etc often used to indicate generation Nickname or preferred alternate name This information can be used on repor
225. give you options for filtering on the person s gender age group and type as well as on the hours record s job job group and date Additional filters You can add any number of additional filters to further winnow down the people who were selected in the initial criteria above Below you can see for example that starting with Addresses contact information will allow you to choose more specific pieces of data within that category Addresses Addresses Filter on the presence validity and completeness of addresses for this contact info person Contact flags All Any None of the contact flags you specify E mail address Include only those with a valid e mail address or Exclude those with a valid e mail address Phone number Include only those with a valid phone number or Exclude only those with a valid phone number State county Comma delimited lists of states and counties Only people with addresses matching both of these fields are included Zip postal code List one or more zip postal codes separated by commas People who have any address with one of these zip postal codes will be included Zip postal code Given one or more zip postal codes separated by commas GMS finds any proximity other zip postal codes within the given distance of these and which are in the states provinces that you provide It then goes and finds all people who are in any of this larger list of zip postal codes Custom Requires the presence of specific ty
226. h address types are preferred by setting an order here and include any as the last fallback address type This creates a label for any valid address even if it s not selected here Then include or exclude incomplete addresses those missing one or more of an address line city state and zip postal code and whether people who don t have an applicable address should be excluded or included GMS 6 Manual Page 81 5 Add one or more sort criteria to make GMS sort the labels into a particular order for you Labels will first be sorted by the topmost field then the second field then the third and so on The and arrows next to each field indicate that the field will be sorted ascending or descending respectively Checking no page break or with page break turns page breaks for this field on and off You might use page breaks to separate labels by delegation by role or by postal code 6 After setting your filters label options and sorting options pick the printer to send the labels to or to Screen Click on the Print button 7 If desired use the Save links to save the labels layout and criteria for future use Hilo dd ll Sara Saulsbury 488 Highland View Drive Elk Grove CA 95624 O A A AA Craig Bartel 4703 Woodland Terrace Folsom CA 95630 Habahibullihilililullil Richard Francis 3488 Pearl Street klartk Oaklanda MA HOON Custom Mailing Labels Amnn nmmn Bennie Cochran 1250 Riverwood Drive Sacramento CA 95814
227. he Training Manager page 63 or from a course s list of entrants Training record in a course Training Status Expiration date 12 31 2011 Training record not associated with a course Training Training date Training time Expiration date 08 15 2009 11 00 12 31 2011 Location Second Floor Hospice status Complete Training GMS 6 Manual Page 58 Concepts Courses are actual classes teaching a specific subject Courses are where you register students When to use this tool To track classes you offer to Individuals To track who is attending a specific training Define training courses by clicking on Training courses on the Setup panel GMS 6 gt Training course setup 79 hah Subject Description Start Duration Expiration Location Instructor Capacity Enrolled Status Setup subjects T Reports Course reports Rosters reports CJ Help About this tool Filters Subjects nio filter Only upcoming courses E Filter on location Only courses which still have openings 7 Only handicapped accessible locations D courses shown Tools Add a new course Defines a new course Setup subjects Create edit and delete training subjects If you have any un saved changes here you ll be prompted to save them Course reports Reports based on the courses not their students though students can be included in the reports Ro
228. he group s name are automatically reflected here and the name will always be spelled consistently for all employees ARCHIVED Archiving is used to track people who are no longer active and are not expected to return This does not remove the person from database and the person s hours assignments etc still remain in all reports It does suppress the person from reports and mailings The person can later be un archived easily DATE ARCHIVED Date the person is archived optional REASONARCHIVED Why the person was archived optional Note your administrator can define the options here in the system setup page 199 tools COMMENTS Any free form text reasons you want to include optional Profile Editor GMS 6 Manual Page 20 BANNED A person who is banned cannot register in any Games and may not participate in any way in your organization REASON BANNED DATE BANNED BAN EXPIRATION COMMENTS Why the person is banned Note your administrator can define the options available here Date the ban is effective Date the person s ban is up for review Note GMS does not un ban the person on this date this must be done manually This field may be hidden by your administrator DECEASED Rather than deleting a person who has died check this box He will be suppressed from most reports and all mailings but his past Games and historical data are preserved DATE DECEASED When the person died optional STATUS Used to indic
229. he most current list On the right click menu Right click on a person to work with that individual or all selected people Add View Edit View calendar See tracked changes This entrant Comments and images Selected entrants Games Send a letter Mark as checked in Scratch Change to an alternate Change delegation and or role Copy name and address to the clipboard Delete Change delegation and or role Run a Report Mark as checked in Mark as not checked in Scratch Un scratch Set as alternate Adds a new person to the Games using the Registration Wizard Opens this person in read only mode Edits this person in the Profile Editor Shows the person s schedule in a read only monthly calendar view Shows all changes made to this person This is only visible if tracing page 199 is enabled Uses the mail merge engine to merge this person with the letter you select Marks this person as checked in or not checked in Scratches un scratches this person Marks this person as an alternate or not alternate Lets you move this person to another delegation role or both Copies the name and address of this person to the clipboard This is handy for pasting into other documents Deletes this person and his her assignments and job preferences from the Games Pictures and comments for the selected person Moves the selected people to another delegation changes their roles or both Prints
230. here to show this field Tab to appear on Personal Override default sizes Add another item Field Basics These values are common to most or all custom fields DESCRIPTION This 1s the text that appears next to the field in various editors and is used to select this field for reporting Note changing the field s name does not affect any data already stored for this field GMS uses an internal hidden ID code for matching the data to the field itself TYPE OF DATA See Custom Field Data Types page 214 APPLICABLE TO WHAT TYPES OF THINGS Custom fields can be applicable to various types of people as well as to groups Choose the ones this field should be shown with Custom Fields GMS 6 Manual Page 213 WHEN NO VALUE HAS BEEN ENTERED See Custom Field Default Values page 214 TAB TO APPEAR ON OVERRIDE DEFAULT SIZES See Where to Show This Field page 215 Custom Field Data Types Every field has a specific kind of information that you re able to enter into 1t TYPE OF DATA Description usage Text A character text field that can hold any information It is not validated against any lists or types Checkbox A checkbox that represents a yes no or true false value By default this field will be unchecked until you change it for each person so be careful how you word this field Memo long text An extended version of the text field It appears larger and holds unlimited information but can be problematic when tryi
231. hey meet all of the criteria you specify FOR LABELS GOING TO 2 4 PEOPLE STARTING LABEL EXCLUDE CONTACT FLAGS GROUPS DELEGATIONS within a Games PEOPLE TYPES ENTRANT ROLES within a Games INDIVIDUAL TYPES TEAM FILTERS SCRATCHED PEOPLE Games only FILTER BY ASSIGNMENTS ONLY PEOPLE ON SELECTED LISTS EXCLUDE PEOPLE WHO ARE ADDRESS FILTERING Custom Mailing Labels If checked and two or more people sharing an address are included here only one label will be printed for all of the people sharing that address GMS can skip labels if you re use a partial sheet of labels Set this to the label to start The label at the upper left corner is considered the first label Excludes people with one or more of the selected contact flags Use this to eliminate people who don t want to get this mailing or use this mode of communication Only people in these groups delegations are included Only people of these types globally or roles in a Games are included Filters by Individual type Use this to include only people who are teams exclude people who are teams or include both Only people not scratched Only scratched people or any Requires that the person has assignments which meet your criteria Check this to filter recipients to only people on one or more of the lists you check Filters to exclude people who are inactive applicant prospect deceased placeholder or banned Choose whic
232. hone number s type click on the link with its type and select the phone type from the drop down list To mark a phone number as a known bad number right click on the number and select Known bad Bad phone 588 ac ao 44 7 numbers and e mail addresses show in red e g Toremove a phone number click on the Delete link next to it Dum changing and deleting addresses Add a new address by clicking on the Add an address link then select the type for the new address Change an address s type by clicking on the link to the right of KIND e g Business and then select the new type Set an address s status or mark it as valid only during specific dates click on the Valid all year link Tip An address of type Emergency contact will never be used by GMS for mailings unless it s specifically selected in that mail merge Shared Addresses Every person in GMS is their own person husbands wives partners children all have their own records their own assignments history and contact information Sometimes you ll want to send just one copy of a mailing to everyone in a household e g a Save the date postcard for an upcoming event and GMS has the solution for that shared addresses Within a person s addresses you can mark addresses as shared that is the same address is used by more than one person If the address is updated in one person s profile it s updated in everyone s Since GMS knows that this is an address common to
233. ibly more Data conversion 4 hours IT staff doing all of the work 2 hours work split between IT and Individual office IT Labor Estimates GMS 6 Manual Page 274 Implementation Timeline This timeline assumes a conversion of Individual Works data into GMS 6 which is a largely automated process with many options For other conversions the process may take substantially longer depending on the source data If no conversion is needed this timeline can be compressed substantially Pre conversion Contract signing Welcome letter installation key and serial number generated sent to customer electronically or by mail Kickoff meeting initial needs analysis conference with Individual office staff and IT staff to walk through process answer questions establish conversion milestone dates including customer data transfers to Bespoke draft and final results to customer go live date schedule on site training optional Installation IT infrastructure hardware set up and database configuration touch screen kiosk rollout if applicable Test installation at customer site s to validate database server infrastructure setup Week 1 nitial transfer of customer data to Bespoke by e mail FTP or other means Conversion data analysis by Bespoke 2 days GMS 6 database created by customer Bespoke support available for remote assistance GMS 6 software installed by customer Bespoke support available for remote assist
234. ies of critically ill patients at the hospital This Individual position does not require a clinical license to provide this service but it does require relevant experience a background check a personality profile and interview with one of the medical center psychiatrists to evaluate his aptitude for this work and some medical center policy and procedure training I ll use the Certifications panel in the Profile Editor to enter Mr Donovan s personal background and experience With his personal data displayed I open the Certifications panel I see that he already has a General Release from his previous Individual work with the hospital I click that certification to view the details of it and see that his photo is also on file in the Scanned images link in the upper right corner I click the Back button to return to the Certifications panel To enter his personal background information I click the link to Enter a new certification and choose Personality Profile After completing the pertinent fields I click the Save button I now see that his Personality Profile has been added to his list of certifications I also need to enter his education and work history I click the link to Enter a new certification and choose Education Employment When I m done entering the information I click the Save button Background checks This panel shows the background check requests and results for this person Enter a new background fingerprinting request a ba
235. il and sending it to our technical support When you are finished with the issue report click on one of the following buttons continue application restart application or close application continue application attempts to pick up from wherever the error occurred If doing this results in more issue reports shut down GMS and restart it GMS may not have been able to properly recover from the first issue restart application closes GMS 6and starts it again This may result in a loss of any unsaved data close application exits GMS 6 and does not restart it This may result in a loss of any unsaved data Web based issue reports On machines with no local e mail client GMS has another option issue report submission via the web This is far easier than e mail based reports and does not require that you have a compatible e mail client on the machine that s sending the report To enable this edit your GMS ini file to include Exceptions Web 1 If you don t have an Exceptions section you can add it The next time GMS tries to submit an issue report it will talk with Bespoke s servers to do it then send a confirmation e mail to both you and technical support with a URL for viewing the report and its associated screenshot If GMS tries to do a web submission but fails it will fall back on trying to use your e mail application to send the report Support Screenshots Need to send a screenshot of what you re seeing to Bespoke technical
236. ilings and when both to filter on it later as well as to see when you ve communicated with various people Bulk Value Updater Concepts The Bulk Entrant Value Updater is a tool for mass updating records of various types People Certifications Addresses Assignments Hours records Job definitions Comments Job associations On the left side under Settings you specify the criteria for the records to be updated On the right under New values you enter the aspects of those records to be changed Certifications and assignments can be deleted here in bulk people can only be updated Caution If a user has access to this tool he can completely bypass GMS security permissions for changing deleting and updating objects even those he has no rights to Caution Changes made here cannot be un done automatically If you ve accidentally changed everyone s first name to George you ll have to either manually re enter all of the original names or restore from a backup Caution We highly recommend doing a backup before beginning this process Bulk Value Updater GMS 6 Manual Page 153 Using the Bulk Value Updater In this example we ve had a rules change AED trainings now are valid for two years instead of one So we re going to take all of the AED certifications for which a Individual received training in 2008 and add 365 days to their expiration date 1 Click on Bulk value updater from the User tools panel either globa
237. ilist link on the User tools panel within a Games Click on any list here to open it and bring up the list editor appropriate for that list GMS 6 NN 2 bm NETT GMS 6 gt List manager Tools Lists List 2 Type Create new list Restore saved list Event Standard list Refresh People imported in file C Users r silvalDesktop AP Update zip on 16 06 2011 15 32 Standard list Q Help People imported in file C Users y silva Desktop AP Update zip on 16 06 2011 15 38 Standard list About this tool Additional Tools These tools show on the left side of the screen Create new list Creates a new basic list Create new temporary Creates a temporary list Temporary lists are deleted when you exit GMS list Create new Intellilist Creates a new Intellilist Restore saved list Restores a backed up list If the list already exists it will be deleted but not before prompting the user for confirmation Refresh Reloads the displayed contents of the list Use this when other users may have made other changes while you re viewing its contents Not available when the Save button is visible On the right click menu Right click on a person on the list to modify individual lists or perform other actions Edit Opens the list for editing Note only one person at a time may edit a particular list List Manager GMS 6 Manual Page 166 Duplicate Makes a copy of this list and its entrants Delete Deletes this list Does not aff
238. ill bring up all of the training records which meet your criteria On the right click menu Right click on a person on the list to modify individual people or perform other actions This training Edit record Edits the training record itself eco Delete Deletes the training record Edit entrant Edits the person who is registered Add person Adds this person to a temporary or permanent list to a list Enroll a person Brings up the person lookup tool to let you search for a person then give the person a outside of a training record with whatever properties you want course Select All None Reverse use these to check and un check all records Training GMS 6 Manual Page 63 Selected training records Training Set status Print mailing labels Delete Un delete Sets the status of all checked records Prints any of the built in mailing labels for the checked people Deletes all checked records Un deletes all checked records GMS 6 Manual Page 64 Reports Report Concepts All reports in GMS have some common elements A way to load and save the settings which define the report One or more filters The Print options panel which lets you choose where the report will print to screen a PDF file an HTML file an Excel file RTF file e mail or any one of your attached printers Mail merge exports and some other tools also share some of these elements Tools If you run the same type of report regularly o
239. ilter options but it s not deleted from the people who have it Delete Deletes a reason Archived Reasons GMS 6 Manual Page 204 Caution Deleting an archived reason removes that reason from all people who currently have it but does not de archive the person Banned Reasons Concepts People can be banned in GMS that is marked as undesirable and never allowed to participate When to use In order to track why someone was marked as banned GMS lets you define any number of reasons and have those available in the profile editor page 18 Reasons here are reportable in GMS How to use Set up banned reasons by clicking on Banned reasons on the Setup panel Use the Add banned reason link to define a new reason or on an existing one to edit or delete that reason Y VSys One JE Wyse One Banned reasons setup alle Banned reasons Banned reason Status Background check Failed Active Q Help Failed to complete training Active Help Other Active About this tool Search knowledgebase Add banned reason Caution Deleting a banned reason removes that reason from all people who currently have it but does not un ban the person Banned Reasons GMS 6 Manual Page 205 Certification Background Check Hints Concept Along with addresses availability and preferences certification hints appear above people in lists when you hold your mouse over them for a few seconds This tool allows you to define which ba
240. imitris LYRAKIS Manos KOULOURIS Ioannis TSIKONTOURIS Aris GARBIS Christos SAR ANTOPOULOS Georgios KOUT ALIS Michail TSIKOUDIS Nikolaos AVGERINOS Kosmas ARCHIMANDRITIS Alexandros 30 05 1977 Gender Male Male Male Male Male Male Male Male Male Male Male Male Male Male Male Male Male Male Male Male Male Male Male Male Male Male Male Male Male Person GMS User GMS User GMS User GMS User GMS User GMS User GMS User GMS User GMS User GMS User GMS User GMS User GMS User GMS User GMS User GMS User GMS User GMS User GMS User GMS User GMS User GMS User GMS User GMS User GMS User GMS User GMS User GMS User GMS User GMS User GMS User All groups XX GM XX GM XX GM GMS 6 Manual Page 35 Combining Duplicate People Concepts If you have the same real world person in GMS more than once you can combine the two GMS people together to form a single person with the attributes of both What s transferred All addresses and phone numbers Certifications Background check requests and results Custom field values where the person to be deleted has a value and the person to be kept does not Comments and photos A Contact flags and other similar options You can only combine two people at a time If the same person is entered in GMS three times combine them in two stages copy 1 and 2 then the result of that with copy 3 Steps in this task
241. in any errors or changes to the data Tables to check Fall Run in read only mode check For errors but do nat Fix them GMS will check all entry and certification tables unless you de select those checkboxes When RUN IN READ ONLY MODE is checked GMS will look for possible issues but will not repair them This is useful as a diagnostic tool 3 Click on the Run button 4 When complete GMS gives you an on screen report of the number and types of records that were updated Check for Duplicated IDs GMS 6 Manual Page 179 Check for Program Updates Concepts GMS 6 can automatically check for newer released versions of itself using the Internet This makes the process of keeping GMS up to date much easier Before You Begin You must have a live Internet connection for this feature to work Ensure that no other users are running the same copy of GMS exe that you are If multiple machines share the same executable file all of them must exit Steps in This Task 1 On the Administrator tools panel click on Check for program updates 2 GMS brings up a list of possible updates or shows you the message No updates are available which are more recent than the version you re running now For each possible update GMS shows the new version and its description ST Auto Update Available updates Date 02 25 2011 09 17 2010 06 14 2010 03 15 2010 01 11 2010 12 14 2009 11 03 2009 10 13 2009 02 04 2008
242. information photo ID skills needs preferences alerts availability certifications training background check requests These users will also enter information via custom application forms update phone numbers and addresses for existing people run mail merges enter Individual hours mark bad phone numbers e mail addresses print name tags badges and credentials add people to remove people from lists This is the only person who will normally use the background check decryption key and is therefore able to access encrypted background check data User Roles and Responsibilities GMS 6 Manual Page 9 People People are Persistent What we mean by this is that you enter the person into GMS once and then tie that person to all kinds of events jobs and other properties in the system without ever having to input their information again or without having to back out of your current process to make changes to the person s information You can view and update their details from anywhere in the system where you refer to the person such as within a Games and job assignment lookup search as well as in the data entry panels The Profile is everywhere Once a person is entered into GMS that person takes on more attributes and a deeper history as their situation or relationship to the organization grows over time This data persistence helps you to tap into potential Individual resources that might otherwise be forgotten
243. ional Your own comments about the report including possibly why you d use it and when or the rationale behind its creation and setting GMS itself doesn t use the value here HIDDEN Hidden reports don t show on the right click popup menu for people and by default don t show on lists of reports for loading S AMPLE IMAGE optional This allows you to select and set an image of the report This can be useful to be able to see a sample of the report without actually running it Make a desktop Place a shortcut on your desktop for frequently run reports Double clicking on this icon shortcutto run will run this report to a PDF file this report Detail F iltering S orting Concepts Some detail portions of reports in GMS can be filtered and sorted in custom reports These filters sorts apply to the detail pipelines bands of the report rather than the primary records For example let s take a report based on people where you re including all of each person s upcoming trainings The report settings will filter the people by perhaps groups or in alphabetical order depending on how you have set it up The detail filters let you filter and sort the training sessions the details about the person The detail filtering and or sorting is separate from the report sorting Report Concepts GMS 6 Manual Page 70 The details which can be filtered or sorted on show as tabs along the top For each you can choose to filter or not Use specific filters here or
244. ir Personal Data GMS 6 Manual Page 15 Create a New Person Concepts A person must be entered into GMS before they can be included in a mailing or included in your Individual pool for future assignments If a person is already in GMS do not create him again as a new person If a person is created multiple times GMS will treat each one as a different person It will become very difficult for you to maintain the person s information accurately and see his history with your organization If you do find that a person has been created more than once see Combining Duplicate People page 36 A new person can be added to GMS in three common ways f you are registering people to work on a specific Games the Registration Wizard from within a Games lets you create a new person while also registering that person in the Games From the person lookup tool click the Create a new person link in the left navigation panel This method is described here Youcan use a custom application form set up by your organization to add a new person to GMS Any custom application forms you may have developed are accessed from the Custom Application Forms panel Steps in This Task 1 From the Data entry panel click By personal data name date of birth The Person Lookup screen opens and shows the lookup criteria fields If the person you want to create 1s not already in GMS then follow the steps below to create a new person 2 Inthe left navi
245. it is bad Banned A banned person is one who is never allowed to participate with your organization What it does for you Someone who is banned cannot be registered in any Games or given any job assignments On all lists on screen these people show in red bold text to distinguish them Where you ll find it On most lists of people a banned person will have his name displayed in red Edit this value in the Profile Editor Or from the View edit banned people link on the Applicant screening panel General advice Use this for people who fail background checks or have shown themselves to be otherwise unacceptable under any circumstances How it works When registering someone in a Games GMS will check to see if the person is banned or if he matches any significant attributes of someone who is banned People who are banned are locked out altogether Those who match attributes of banned people result in the user being prompted to ensure that they are not the banned person Certifications Certifications are a grouping of values which are stored together Examples of certifications include TB test Education employment General Release General Medical Release and Individual Experience What it does for you Lets you attribute specific sets of information to people You can filter people by the presence or absence of certifications and whether or not they re expired Where you ll find it On the Certifications panel in the Profile Ed
246. it s stored on is never returned Where you ll find it On a USB thumb drive Never store these or master decryption keys on a hard drive or network that would completely defeat their security General advice User decryption keys are protected by passphrases Without the passphrase the key can t be used Need more See the section Create and Manage Data Encryption Keys page 184 for a thorough description of how GMS manages encryption How it works Whenever a user tries to access encrypted data he will be prompted to insert a decryption key Page 295 Index A Accessing Database Selection and Tools at Startup 253 Account Lockouts 237 Adding a barcode 171 Additional data 21 Address phone e mail 14 Addresses 22 Addresses report pipelines various 122 Administrator Tools 177 Advanced Exporter 150 Advanced Reporting Tools 106 Advanced Custom Reports 118 Aggregation Field 110 Alerts 27 Alternate name 287 Appendix 256 Applicant Screening 134 Archived Reasons 204 B Background Check Exports 145 Background Check Reports 144 Background check request 287 Background check result 287 Background checks 29 Background Checks 134 Background Fade Options 253 Backing up the database 177 Bad phone number or e mail address 288 Banned 288 Banned People 32 147 Banned People Reports 71 148 Banned People Tool 147 Banned Reasons 205 Basic Maili
247. itor General advice Background check requests and results are also certifications They re just shown in their own section of the Profile Editor separate from other types of certifications Need more Define your own in the Certifications tool from the Setup panel Just like custom fields and reports the certifications you define in GMS are just as good as the built in ones Tip IndividualWorks reminders usually become certifications in GMS Page 288 Checked in A person who is checked in is known to have shown up on site Checked in is the opposite of scratched While someone who is scratched is registered but did not show or who is known to not be coming someone who is checked in actually arrived What it does for you Lets you distinguish among people registered in a Games who is here and who is not coming Where you ll find it On the list of people in a Games a person s status is listed next to his name Change this status by right clicking on the person or from the Games information panel in the Profile Editor Do I need it Maybe If you are working with just day Individuals this may not help you Instead you ll just credit Individuals with hours for the assignments they show up for If you care about people getting into town to participate over several days this may be the mechanism for you General advice Checked in 1s used more for people who are coming from a distance It does not apply to individual job assign
248. k this box It will prevent this location from being used to assign job slots and suppress it from the slots calendar tool If checked lets you enter coordinates for this location The coordinates are used to find locations based on distance from some point Standard geographic latitude Standard geographic longitude Clicking this link tells GMS to look up the latitude longitude coordinates for the location from the postal code Uses the Google Maps http maps google com API to find the exact latitude longitude for this address Use this to allow for advanced location searching in GMS Launches your web browser and brings up this location in Google Maps http maps google com If checked GMS gives you a place to enter a full address for this location This address can be used in reports Enter directions to this location to have them appear in reports and available to include for Individuals Troy RPI Student Union Room 308 Room 310 Dining Hall Library First floor conference center Second floor conference center Main hall 87 Field Sage College Theater Library Room 101 Room 102 Room 300 Gymnasium Alumni House Albany SUNY Albany Dutch Quad Stuyvesant Hall Beverywyck Hall Locations GMS 6 Manual Page 225 Schuyler Hall Baseball field University field Name Prefixes Concept Name prefixes are the Mr Mrs Dr and other honorifics which appear before other parts of a person s name when printed GMS gives
249. ke phonetic name 293 Special Field Codes 211 Special Settings 285 Special Table Tools 197 Sport 293 SQL Server 264 SQL Server Connection Settings 271 Status 294 Subjects 57 Submitting ChoicePoint Requests 136 Submitting IntelliCorp Requests 138 Subreports 131 Summary Status by Date Started Report 95 Summary Calculations 98 Summary Crosstab Reports 95 Support Screenshots 262 System Preferences 199 System report pipeline 129 T Table rebuild tool 268 Tools 65 162 Tools and Features 3 Tracing 294 Page 298 Tracing Audit Logs Security 276 Training 56 232 294 Training course 295 Training Courses 233 Training Courses Report 100 Training Courses Setup 173 Training Instructors 235 Training Manager 63 175 Training Records 58 Training Reports 99 Training Rosters Report 102 Training subject 295 Training Subjects 232 Trainings 31 Trainings report pipelines 130 Transitions report pipeline 130 Types of Reports 118 U Updating GMS 6 256 User decryption key 295 User Roles and Responsibilities 9 User Security Concepts 241 User Security Rights 243 User Tools 150 Using IFI 161 Using Panels 5 Using the Bulk Value Updater 154 V Version Notes 1 9 2 Viewing and Using Tables 7 GMS Encryption 8 GMS Schema Updates 256 GMS Security 236 W Welcome to GMS 6 1 What are the hardware requi
250. l General General General General General General General General General General General General General General General General General General General General General General General General General General General General General General General General General General General General General General General General General General General General General Instructor name Roth Erin M Chevrette Michael Chevrette Michael Roth Erin IM Chevretke Michael Roth Erin IM Roth Erin IM Roth Erin IM Chevretke Michael Roth Erin IM Chevretke Michael Roth Erin IM Roth Erin IM Roth Erin IM Chewrette Michael Rath Erin M Chewrette Michael Rath Erin M Chewrette Michael Rath Erin M Chewrette Michael Chewrette Michael Rath Erin I Roth Erin M Chevrette Michael Chevrette Michael Rath Erin IM Rath Erin IM Roth Erin IM Chevretke Michael Chevretke Michael Roth Erin IM Roth Erin IM Chevretke Michael Roth Erin IM Roth Erin IM Chevretke Michael Rath Erin M Rath Erin M Roth Erin IM GMS 6 Manual Page 116 Custom Column Report Formats Double click on any selected field in a custom column report to specify your own formatting for that field Current year amount Title Total amount Width O I ret fo zero for automati sizing Font size 10 5 fret to zero do use defaut are Alignment Display Format 2 0 00 4 0 005 ga
251. ld always be stored off site for safety Don t give out copies of the master decryption keys they can t be revoked so anyone who has one can use it forever Need more See the section Create and Manage Data Encryption Keys page 184 for a thorough description of how GMS manages encryption How it works Whenever a user tries to access encrypted data he will be prompted to insert a decryption key Passphrase The passphrase is part of securing your user decryption key Every user decryption key which is what you ll use to access encrypted data is protected by a passphrase When you try to use that decryption key you ll have to type in that passphrase What it does for you Protects your user decryption key from being used by unauthorized users Where you ll find it Whenever you use your user decryption key GMS will prompt you for the passphrase Person type This is the person s overall type s in GMS A person may have additional types but at least a primary type is required Where you ll find it A person gets his type when he s created on the Create a new person window and it can be edited on the the Personal data panel of the Profile Editor Everybody must be assigned a person type General advice Person type and role are different person type is global that is it s assigned to a person and doesn t change from one Games to another Role is what the person is within a Games and this can be different from Games to
252. ld not walk away from your machine when another user may get physical access to your machine He cannot elevate his own access rights by using your machine to access the Security Manager page 242 because GMS will require you to re authenticate before launching any of the security related tools But he would still have access to many functions and his actions would be logged under your name User Security Concepts GMS 6 Manual Page 241 Security Manager The Security Manager is a list of all of the people in your system who are designated as GMS users Open it by clicking on the Security manager link from the Administrator tools panel on the main GMS 6 screen Users here may be enabled or disabled A disabled user loses none of his settings or rights but cannot log in until he s re enabled Y VS ys One Waves One gt Security manager E Tool Mame Security All pers Status Notes Bradshaw Verna a vbradshaw Volunteer Enabled Add new user Enable security Security options Cornett William User Staff Enabled aa reports Desoto Antonio 5 adesoto Volunteer Enabled User expires on 10 12 2011 efres Chevrette Michael admin Volunteer Enabled Superuser Gillis Jodi a jaillis Volunteer Enabled Q Help Hull Carol C chull Volunteer Enabled User expires on 12 31 2011 Help Martin Louis M Imartin volunteer DISABLED About this tool Parra Elise A eparra Staff Enabled Search knowledgebase Sapp Martha R msapp Volunteer Enabled
253. lds you can assign a default value A default value is one that is assumed when no other data has been entered For example if you defined the custom field Preferred Swag as a list of specific choices and you know that most of your Individuals are going to want t shirts rather than baseball caps or sweatpants you could set T shirt as the default value for that field Anybody who is entered will then start out with the value T shirt and you only need to edit those people who want something else Custom Fields GMS 6 Manual Page 214 Where to Show this Field This section specifies how GMS 6 should display this field in the Custom fields panel of the Profile Editor screen Within that panel you can organize your custom fields Create a new tab by simply typing its name in the TAB TO APPEAR ON field Use an existing tab by selecting it from the list WIDTH and HEIGHT override the normal sizes of the field Leave one or both at zero to let GMS size the field for you ORDER ON THIS TAB sets the order in which each field appears on its respective tab GMS will sort the fields by this value then display them in this order If you have just a small number of custom fields or don t care how they are ordered in the Profile Editor you can leave all of these settings blank zero List and Checklist Hints Field value mapping For fields which are List of specific choices or Checklist of specific choices you have the option of mappi
254. lds together IF TOO MANY VALUES PRESENT Used with MAXIMUM NUMBER OF VALUES TO DISPLAY SHOW Advanced Reporting Tools GMS 6 Manual Page 110 SUPPRESS DUPLICATE VALUES When combining fields together if the same result value is present in more than one field and this box is checked GMS will only include that value once PIXELS BETWEEN ADJACENT IMAGES Each image in the aggregation will be separated from the next by this many IMAGE FIELDS ONLY pixels in the result USE MULTIPLE ROWS OF IMAGES IF If checked allows the images to flow into multiple rows NEEDED IMAGE FIELDS ONLY MAXIMUM WIDTH OF COMBINED When USE MULTIPLE ROWS is checked if the combined images are wider than IMAGES IMAGE FIELDS ONLY this value the result will flow to a new row PIXELS BETWEEN ADJACENTROWS When USE MULTIPLE ROWS is checked the spacing between rows IMAGE FIELDS ONLY FIXED HEIGHT When USE MULTIPLE ROWS is checked if this value is not zero the result IMAGE FIELDS ONLY image will always be this many pixels high Useful to ensure that images are stretchable without distorting their aspect ratio add Adds one or more fields to the aggregation Report Images Concepts Report images provide a place to define standardized images that you ll use in multiple reports using the Report images page 129 data pipeline These images can also be used by Report Image Mappings page 112 which let you easily have images on reports vary from one
255. le Schema Update Wizard Tables to update Table Check the tables at the left to be updated Note that all of these address selected tables must be updated For the application to start X groups letters 3 Confirm the list of tables to be updated then click on the Finish button Table Schema Update Wizard Ready The Following tables will be updated address groups letters Click Finish below to start the process Updating GMS 6 GMS 6 Manual Page 257 4 GMS will now update the tables which need it and if successful will show you a completion message VSys One Once this process 1s complete 1t will not need to be done by any other users These changes affect the tables in use by all users at once For NexusDB databases GMS can only run this update 1f no other users are in GMS at the time Y ou need to have certain rights on the database to be able to successfully perform these operations If you don t GMS will tell you during the update process Should that happen contact your IT department to have someone with the appropriate database rights run this process Updating GMS 6 GMS 6 Manual Page 258 Issue Reports When working in GMS an internal or external issue may bring up an issue report This could be caused by damaged tables a network issue problems with Windows or a programming issue Jes continue application VSys exe Q An issue occurred with the application po restart app
256. le Specttle Notes desvan lola aras 163 Notes On Fields and How They re Interpreted cccccccccccssceeessssseeeeeeeeeecccccesseceesssseeseeeeeess 164 Poron Loo QUI o MEMENTO Hc E Hcc 164 ESCM IDI so sd asad Baur pis ded adiu ceno E IN 166 Name Tags badgescnd redentbaleosu od ocn piste tto dor paie fitum alada 168 Credentials DESENE RE m mS 170 ZA demens Dare OGE seas SEO an eis esa Mta n nieto eh tesa esi seien tutos obest 171 Credentials Results cunado tol dido Read v gana ros Bea to dus Gest bue 171 Tranne Colrs s SEU estas aca cud natn P 173 Phrolline People in raining C OULSOS ni tira dl bocina 174 Tro Niana oe Tanninen OPE O testa miris iui oc ca seat retention recess od udi tries iust 175 Administrator Tools 177 ac ki OW the dataset dea A LE Check Tor Dupheated DS Si A ora vati pura ih ea a 179 Cheek Tor Program Update Seco eno cod 180 Check for Zip Postal Code pales o quse it cen a eaa cots rev d reu HIR A Gaus Cre ut enin CES eot beh da ELE Dens 182 Concurrent USerS NOMI Oss qo ii A eatur ebd cando oa ue do rS oo Ramo dau vado aa but dades atu U d aues 183 Create and Manage Data Encryption Keys 32 e pics tn eco EE ia 184 Creating Master Encrypiion Key Stc scena eve IE a a 185 Creatine User Decry pion IG VS oia 186 Iccvolune d USERS liliana lol olio Coo ies opa Cus oe osi c OLI band 186 Changing a User Decryption Key Passphrase oooooooooooooccccccnnnnnnnnn
257. les 101 Confidentiality HIPAA Rescue Breathing Confidentiality HIPAA Rescue Breathing Mission SHARE Sales 101 Safety Rescue Breathing Confidentiality HIPAA Safety Rescue Breathing Confidentiality HIPAA Mission SHARE Sales 101 Safety Start 03 05 2009 04 30PM 03 04 2009 02 00PM 03 02 2009 12 00PM 03 05 2009 09 00AM 03 02 2009 12 00PM 03 05 2009 09 00AM 03 05 2009 04 30PM 03 02 2009 12 00PM 03 05 2009 09 00AM 03 05 2009 04 30PM 03 02 2009 12 00PM 03 04 2009 10 004 03 05 2009 04 30PM 03 05 2009 Do 004M 0612 2009 08 00PM 03 05 2009 03 00PM 03 04 2009 10 00AM 03 04 2009 10 00AM 03 05 2009 04 30PM 03 02 2009 12 00PM 03 05 2009 09 004M 06 12 2009 08 00PM 03 02 2009 12 00PM 03 05 2009 09 004M 03 05 2009 04 30PM 03 05 2009 03 00PM 03 05 2009 04 30PM 03 05 2009 03 00PM 03 02 2009 12 00PM 03 05 2009 09 004M 03 04 2009 02 00PM 03 05 2009 04 30PM 03 02 2009 12 00PM 03 02 2009 12 00PM 03 04 2009 10 00AM 03 05 2009 03 00PM 03 05 2009 09 004M 03 04 2009 10 004M 03 05 2009 04 30PM 03 02 2009 12 00PM 06 12 2009 08 00PM 03 04 2009 02 00PM 03 05 2009 03 00PM 03 04 2009 02 00PM 03 05 2009 03 00PM 03 02 2009 12 00PM 06 12 2009 08 00PM 03 05 2009 04 30PM 03 05 2009 09 0046 03 04 2009 10 00AM 03 05 2009 04 30PM 03 05 2009 Do 004M 03 04 2009 10 004mM 03 02 2009 12 00PM 0612 2009 08 00PM 03 05 2009 04 30PM Location General General General General General General General General General General Genera
258. les Image Files color Use this to create a picture of the report It creates a PNG file which can be used in graphics editing programs and inserted into word processing documents as a picture This will also allow you export name tag credentials page 168 as images to be printed outside of GMS An RTF File Rich text files are an editable version of the report RTF will maintain most of the formatting of the report but can be opened with most word processors Use this when the report has the content you want but you need to change the format or presentation PDF for e mail This option creates a PDF but instead of prompting you for how you want to save it it automatically saves a temporary copy You are then prompted Open and view this file This will open the report in a window to view with the usual print save buttons E mail this file This will open a message in your default e mail client with the report as an attachment in the message You can then send it Delete this file Deletes the file Report Concepts GMS 6 Manual Page 66 When printing to any of the special devices other than the screen or PDF for e mail GMS will prompt you for a file to save the resulting report Enter the file that you want to create in the box near the bottom labeled WHERE Print Printer Name 55 Hobbes PCL E Properties Type Hobbes PLL E Where Page Range popes fe Al Number of capies i t Curent Page Pages iw Collate
259. lication EN sendissue report general call stacks 3X X dose application description value date time 2008 02 12 10 46 08 473ms computer name MAQ Administrator admin registered owner WC operating system Windows XP Service Pack 2 build 2600 English 18 days 12 hours 25 seconds 4x Intel R Core TM 2 Quad CPU 2361 3325 MB free total C 29 47 GB 2560x1600 32 bit user name system language system up time program up time processors i 2 56GHz physical memory free disk space display mode process id allocated memory command line executable exec date time version compiled with madExcept version callstack crc exception number exception class exception message Issue Reports iDic 24 04 MB C gms working dataWSys exe testpanel tog VSys exe 2008 02 11 23 21 1 2 0 1 Delphi 2005 3 De 2173443c b5e31a73 a28e7cec 1 EnxDatabaseError MNexusDB lt unnamed TnxDatabase instance gt Lost communication with network server 2C0C 11276 GMS 6 Manual Page 259 This window lets you send save or print an issue report The issue report contains detailed programming information that assists Bespoke technical support in determining what caused the error and assists in resolving it Whenever you receive any issue reports like this it is best to send it if possible this helps technical support determine what went wrong and how to prevent it from recurring Send the Issue Repor
260. lick Create backup GMS will now back up all of your data to the selected folder this may take some time When it s complete you can now run the copy of GMS exe which is present in the folder you chose in this case c temp GMSTestFolder O C XtempWSysTest Jeg Y File Edit View Favorites Tools Help awards nxli blacklisk nx1 j certi s nx1 Xcomments nxl courses nxl creds nx1 entries nx events nx groups nx1 hours nx1 interviews m1 lethers nx1 licenses ml lists rix lacations nx1 mandates nxi membershi manev nxl nindex nx1 options nel optionvalue people nxi relationship reports nx1 schedule nx1 slots nx surveys ml tags nl trace nl M training nx1 Eransitions OYE EXE 49 ini webapps nxi webpends nxl zips nx1 5 Double click on the new GMS icon on your desktop and you are now running GMS in NexusDB standalone mode disconnected from your main database When you are done testing or evaluating you can simply delete this entire folder You can tell you are in this backup data because there will be a yellow bar at the top saying Testing data Make a Local Backup of GMS 6 in Another Folder GMS 6 Manual Page 189 Photo Resize Tool Concepts If Individual photos are scanned in at very high resolution or they are brought in from a digital camera without first being reduced to a reasonable size they can both take up a lot of disk space and slow GMS down Use the Photo re
261. lick P to click that button without using the mouse In many places like reports and the person lookup tool hitting the Enter key is the same thing as hitting the most prominent obvious button on screen In these cases it s the same as hitting the Search and Print buttons respectively You can also use the Tab key to move quickly between fields In the person lookup tool your cursor ends up by default in the field for the person s family name Type in that value then hit Tab to go to the first name field enter that then hit Enter to search all with your hands never leaving the keyboard Looking for a specific value in a drop down menu Try typing in the text boxes to bring up a more limited list of options Cool Quotes GMS 6 Manual Page 254 More Keyboard Shortcuts In many places like reports and the person lookup tool hitting the Enter key is the same thing as hitting the most prominent obvious button on screen In these cases it s the same as hitting the Search and Print buttons respectively You can also use the Tab key to move quickly between fields In the person lookup tool your cursor ends up by default in the field for the person s family name Type in that value then hit Tab to go to the first name field enter that then hit Enter to search all with your hands never leaving the keyboard Typing in text boxes Add to keyboard shortcuts in prior section Not ust For Phone Numbers You can enter e mail addr
262. ling label title title Alerts 1L LLL m Custom fields CONENE N Date of birth gt Past games 05 09 1995 Age 16 Certifications m a Eo gt E groups Date created 27 01 2011 Last changed 25 06 2011 Add an address Enter a new certification Photo tools Tip Banning a person marks that individual as unacceptable and lists their name and personal data in red text throughout GMS Banned individuals cannot be selected for any Individual positions Click on the person s name to bring up the personal profile screen after finding the person Tip Changes are not saved and a new person not created until you click on the Save button Reports The Reports link in the Profile editor brings up a list of reports which can be run directly on the current person Selecting one of these reports will require that unsaved changes 1f any be saved before the report will run Personal data These fields form the most basic information GMS knows about a person Tip When dealing with groups of people who are unlikely to Individual on their own always work as part of a team and may have varying sizes and memberships it s not convenient to make a new person record in GMS for each Individual Marking a person as a team of people makes this person the sole point of contact for multiple people whose names and information you don t track individually FIELD NAME DEFINITIONS AND COMMENTS Profile Editor G
263. lly or within a Games 2 Select the type of object to be updated and whether they re to be updated or deleted In this case select Certifications Bulk value updater Changes to be made Items to update add field to be changed Load save settings bal Action Qro under SC About this tool iteri Types of certifications Only those not expired Only most recent Only those with specific effective dates Attached scanned images Excude people with these flags Banned Deceased Status Applicant Status Inactive Status Filter entrants by gender Filter entrants by age Filter entrants by group Filter entrants by type Add another filter Get items to update Bulk Value Updater GMS 6 Manual Page 154 3 Enter the criteria which determine the records to be affected these criteria will depend on the type of object selected For this example select AED as the Certification type then add a filter requiring a DATE OF LAST TRAINING between 1 1 2008 and 12 31 2008 4 Onthe right side add one or more fields to be updated along with the rules for their new values In this case click add field to add 365 days to the Expiration date and set the Comments to a value reflecting this so we know later on what we did 5 Click Get items to update GMS will find all of the records which meet your criteria and show them to you on screen Effective Expiration Craw John 02 02 2009 Cornet
264. load the report next month it will show thirty days prior to that date Past dates Future dates Current date One week in Ehe Future One week in the past 30 day s in the Future 30 days in the past 60 days in the Future 60 day s in the past 90 days in the Future 90 days in the past Six months in Ehe Future Six months in the past One vear in the Future One year in the past Two wears in the future Two years in the past Four different Methods are available for setting the date relative to today Add subtract days Add subtract weeks Add subtract months and Add subtract years To always use the current date put in 0 as the Number of days otherwise select a method and enter a positive or negative value for the number of units to subtract from the current date After GMS adds subtracts the appropriate number of time periods from the current date 1t can adjust that resulting date too Adjust Description NO ADJUSTMENTS GMS uses the date exactly as calculated above START OF WEEK If the result date isn t a Sunday GMS subtracts as many days as necessary to adjust the date back to a day which is a Sunday END OF WEEK If the result date isn t a Saturday GMS adds as many days as necessary to adjust the date forward to a day which is a Saturday START OF MONTH If the result date isn t the 1st of the month GMS subtracts days to go back to the first of the month the date 1s in END OF MONTH If the result date isn t the end of the month GMS
265. ls and marking of Individuals as acceptable or otherwise The types of background check requests available here will vary depending on which ones are enabled Use the Certifications page 29 link on the Setup panel to configure this Enter Background Check Requests Enter background check requests from the Profile Editor for each Individual by clicking the Enter a new background check link Background checks 2 Enter a new background check A Type a amp ET Status Result Other Automated Background Check Request IntelliCorp Retrieved and handled Background Results Green Unrestricted Background Checks GMS 6 Manual Page 134 Tip If you do not see background checks as an option when you click Enter a new background check check Certifications in the Setup panel and make sure the certification for the vendor you are working with is active In this example we ll use the ChoicePoint request Scanned images ah Date created Date sent 08 10 2011 Date retrieved Status Ready to send E Volunteer requests copy Send receive log Searches E National Criminal File C Use different address for criminal lookups SSN Nationwide SSN DOB Results Color Request ID 1 Enter all of the appropriate information Some fields will appear and disappear based on the status of other fields e g the MVR 1 MVR STATE 1 field appears only if MOTOR VEHICLE RECORDS is checked and MVR 1 MVR LICENSE 1 appears only i
266. ls are static meaning that they are not connected to a pipeline page 121 or a specific field A text label with the caption you enter A memo field multiple lines with the caption you enter A formatted memo field multiple lines with the caption you enter E A system variable date date time document name print date time page count page set page set desc e g Page 1 of 4 page no e g 1 as a page number page no desc e g Page 1 time A calculated field where you can define your own formula A picture that you load from a disk file A rectangle square rounded rectangle rounded square ellipse or circle A vertical or horizontal line A barcode made from text that you enter Fields are connected to a pipeline page 121 and data field and they display the values of fields in pipelines UA A text field from a field in a pipeline A memo field multiple lines from a field in a pipeline A formatted memo field multiple lines from a field in a pipeline A calculated field based on data from a field in a pipeline count sum minimum maximum or average A picture from a field in a pipeline i S gu quu A barcode made from a text field in a pipeline Right click on a label or field to bring up a menu of useful settings The available settings vary based on the type of label or field Tip Most fields should be setto AutoSize This allows them to grow and contract to fit the data within
267. lter entrants by gender About this tool fA A joi E Filter entrants by age E Filter entrants by group E Filter entrants by type AJAS Address J8562 A4 A5 Address J8563 Add another filter A4 A5 Address J8651 A4 A5 Address L7159 A4 A5 Address L7160 Ae Address L7161 Setas default report Use this tool to print mailing labels directly from within GMS Select a label type to be used and the criteria for selecting people GMS will do the rest putting the type of name and address you specify on to that type of label Hint 1 Checking Only complete mailing addresses will only export people with what looks like a sufficient address for mailing Checking Include record even if no matching address found will include people even if they do not have any addresses which may make it hard on your local post office Hint 2 You can also save the format and search criteria if these are labels you will print routinely by clicking Save under the Tools menu Never show this hint again E Steps in this task 1 On the Setup panel click Label types 2 Find a label which is close to your needs If it s grayed out it s a built in type and cannot be edited But you can make a copy of it that you can modify by right clicking on the label type and selecting Copy If Edit is present on the popup menu you can edit the label type directly 3 Define the properties of your label then click Save Basic Mailing Labels GMS
268. lters on Role as opposed to Person type and Delegation vs Group but generally work the same Reports run from within a Games only include people registered in that Games Games GMS 6 Manual Page 52 Exceptions People with Issues Exceptions reports within Games are used to find and show any number of issues with registered people These are special reports for which you can t use the report designer but where you do have a lot of flexibility in what data appears Why would you run this report Print this report to find people with assignment conflicts missing information missing or expired background checks etc Steps in this task Tip The built in report which comes up automatically by default is pretty good Many of the options below are just that options If you just click the Print button you may find that the report already meets all or most of your needs 1 Click on the Exceptions people with issues link from the Reports panel within a Games GMS 6 gt Athens 2011 SO World Summer Games gt Exceptions people with issues repor Be usns Report title Load Save Properties Issues to report Y Tools al Clear settings Pl Show all people who meet these criteria even if no reportable issues are found Set as default report ia ee QJ helo all About this tool E Ignore alternates Set default report help Delegations Basic report help Roles none sports none E Filter on schedul
269. ly make its way into a future update Does the database reside on your server or ours and who Is responsible for maintaining it Your primary database sits on your server in your IT department where it belongs and no outside access is ever made to that data by us or our programs Is the database encrypted Selected aspects background check requests and results medical information of the information in your database can be encrypted within GMS page 184 We use a combination of RSA and AES which allows any user on your system to write data into the encrypted records but only those with the physical decryption key can extract the data How can we import our existing data GMS 6 Manual Page 252 Shortcuts Tips and Tricks in GMS 6 Accessing Database Selection and Tools at Startup If GMS is set up to automatically start with a particular database the table repair tools and database selector window doesn t come up when GMS starts If you hold down the left Ctrl key on your keyboard for the first few seconds while GMS starts up it will show that database selector window Background Fade Options You can make the backgrounds behind most lists disappear or be less visible in the Setup panel click on System preferences Change the background fade setting to a higher value to make it less visible lower to make it stand out more Capitalization and Lookups When looking up people by name you don t have to capitali
270. m Preferences GMS 6 Manual Page 203 Archived Reasons Concepts People can be archived in GMS that is taken out of the pool of people normally contacted or worked with This does not remove them from the database and all of those person s hours and assignments remain visible and reportable everywhere When to use Set up the reasons that you might want to remove someone from your active corps of Individuals Perhaps they completed a fixed assignment or perhaps they moved or resigned How to use In order to track why someone was marked as archived GMS lets you define any number of reasons and have those available in the profile editor page 18 Set up archived reasons by clicking on Archived reasons on the Setup panel Y VSys One ex sy One gt Archived reasons setup 4l Tanls Archived reasons Add archived reasan Archived reason Status Assignment complete Active Q Help Internship complete Active Help Moved Active About this tool Search knowledgebase Other Active Resigned Active Terminated Active Tools On the left side of the screen Add archived reason Creates a new archived reason On the right click menu Right click on an item in this list to edit its properties and for other relevant tools Add archived reason Creates a new reason View Opens an existing reason in read only mode Edit Edits an existing reason s name Make inactive An inactive reason no longer comes up in editors and f
271. mail merges when you are referencing the person e g He has performed 145 hours of service in the past year By placing the field HE SHE THEY in the letter template GMS will automatically use the appropriate pronoun Name Setup Options GMS 6 Manual Page 227 Lookup Method Options When GMS 6 looks up people by their name it searches three ways 1 People whose family name matches the value you enter 2 People whose family name begins with the value you enter 3 People whose family name is similar to the value you enter These options affect the last option and how GMS finds those similar names Generate the sound alike lookup name This sets the algorithm which GMS uses to compare names to see if they are similar GMS can use any of three methods here GMS 6 GMS SOUND A proprietary method which is very effective and is GMS 6 s default method ALIKE SOUNDEX The industry standard Soundex algorithm RAW FAMILY LAST NAME Uses just the first five bytes of the person s family name This is normally only used for searching on Japanese Chinese Cyrillic or other names primarily composed of non Western characters which GMS would not be able to compare for similarity Generate lookup based on which name This tells GMS which one of the three possible names for a person should be used when trying to find similar names Normally this is left as the primary name but if you re storing a non Western name in the primary name field and the We
272. make it inaccessible it just suppresses it from some lists Relationships People who are related to this group using their Relationships panel Addresses The address of the group itself This can be used in mailings Group Types Concept Group types let you subdivide groups into categories When to use Assigning a group type to a group lets you filter groups for lookup reports mailing lists etc How to use Open the Group Types Manager by clicking on Group types from the Setup panel on the main GMS 6 screen This brings up a list of all group types currently defined Group type properties Other languages Description Additianals Inactive _ Can be used as primary group For people Can be used as additional group For people _ Can be used as a company Far people Assigning a group type to a group lets you define where that group is valid In this example groups of the type Additionals can only be used as additional groups for people and cannot be used as the person s group or company The group type Group is always automatically created cannot be edited or deleted and is the default type for all newly created groups Deleting a group type does not delete the groups or people within that groups of that group type Affected groups will show as group type unknown and no longer be searchable by group type Group Types GMS 6 Manual Page 221 Inactive Reasons Concept People can be marked as ina
273. ments and does not mean that he stayed for the duration of the assignment or Games A person cannot simultaneously be checked in and scratched in the same Games Credential Name tag Badge Credentials name tags and badges are all the same thing ID passes which identify Individuals and staff and allow them access to the appropriate places at your Games What it does for you Prints these handy IDs and tracks who has them Where you ll find it Print them from the User tools panel within a Games using the Name tags badges and credentials link or globally from the User tools panel Right clicking on a person in the Person Lookup tool will give you an option to print credentials View the credentials printed for a person or print new ones from their Credentials panel in the Profile Editor General advice Remember to save your credentials layouts after making changes when you re printing them This lets you re use the design and specifications later without re entering anything How it works After you print a set of credentials GMS will prompt you to Mark these as printed If you do GMS will put a note on the Credentials panel of every person that was printed Custom field Custom fields are user defined fields of different types You can associate custom fields with different types of people creating fields that GMS otherwise does not have What it does for you Lets you create new fields that GMS doesn t have built in f
274. mments Close Field name Description COURSE SUBJECT Select from course subjects you have already set up START DATE START TIME DURATION STATUS This allows you to track the process of offering a class such as track in interest in a potential class before offering 1t to your Individuals CREDIT STUDENTS If checked upon successfully completing this course students will be credited with Training GMS 6 Manual Page 60 WITH INDIVIDUAL Individual hours based on the duration of the course Select the job with which they ll HOURS be credited the hours you may want to set up a special job just for this purpose and the HOURS RATIO Each Individual will get as their hours the duration of this course times the hours ratio 100 For example a three hour class with an hours ratio of 5096 would net each student 1 5 Individual hours INSTRUCTOR The drop down gives you a list of all people used as instructors Pick add to select another person as the instructor here PRIMARY LOCATION CATERING Any text value this appears on training reports EXPIRATION DATE Students who successfully complete this course will have that training marked to expire on this date MAX ENROLLMENT If you try to register more people than this in this course GMS will warn you MIN ENROLLMENT Use this to indicate how few people can register and the course will still run MAX If you expect that not all your participants will show how many over do you want t
275. mmonly this will happen when importing names working with the FULL NAME field in custom application forms or when dealing with older data stored by GMS If GMS knows that van is a common last name prefix and that Jr is a common name suffix it can successfully break this name apart into its components The last name prefixes here are also used in the Lookup method options panel as options for excluding portions of the family name from the name comparison algorithms Object Renaming Concepts Object renaming lets you tell GMS to call certain things by different names For example you can refer to Games as Special events 1f that makes more sense to your organization While you can t define new types of addresses and phone numbers you can rename existing types by using this tool It doesn t change how GMS works with them but it will display them using the terms you specify How to use 1 From the main GMS 6 screen click on the Object renaming link on the Setup panel Oy Sys One CEE Wave One Object renaming EA Object renaming General objects Addresses Phones General objects General objects ree Phone types Object type Que Group Credential ID Badges Help About this tool Custom field Search knowledgebase Certification Special Event Special Events Delegation Project group Special Event Group Object Renaming GMS 6 Manual Page 229 Check OVERRIDE BUILT IN OBJECT NAMES to enable object renaming
276. mplete security bypass You must have at least one administrator who s a superuser to enable or disable security Hidden tools Most tools that users don t have access to due to their security rights are hidden from view or disabled Whole panels may disappear from view menu options become invisible or disabled and editors open in read only mode even when youre trying to edit Security Notes If you change the security rights for someone who s currently logged in he won t notice the change and gain or lose any rights until he logs out or clicks on one of the Reload security links Turning security on or off does not affect any users currently logged in until they exit GMS GMS stores each user s user ID in the Soc sec field not normally available in GMS The name of this field is for backwards compatibility purposes GMS never stores a Social Security Number in this field You can never view a person s password no matter what your security rights GMS doesn t store the password it only stores a hash of it which it uses to verify that the correct password is provided when the user logs in f GMS security is not enabled all users are unrestricted in their actions including editing security This is by design It s important to create your user accounts early in the process and enable security in order to keep your users from accessing features you don t want them to access Even if you re logged in as a super
277. multiple people it can when told to do so send just one copy of the mailing when otherwise each of those people would have gotten their own copies Editing shared addresses 1 Click on the edit sharing link bringing up the list of people who currently share this address 2 Click on add to add a person to share this address Use the person lookup tool which comes up to search for the appropriate person 3 If the person you selected has one or more addresses GMS will prompt you to use the other person s address or the current one Note The address which you don t use will be deleted when the data is saved Add additional people for example children living at home to this list by clicking on add again 5 Setthe MAILING LABEL TITLE field this shared label will be used in place of each individual person s MAILING LABEL TITLE field If this is left blank the person s MAILING LABEL TITLE field will be used instead 6 Set the DEAR TITLE field this will be used in place of the person s DEAR TITLE field If this is left blank the person s DEAR TITLE field will be used instead 7 Click Save when completed Profile Editor GMS 6 Manual Page 24 Shared with Velasquez Mary M remove add Mailing label title The Velasquez Family Dear title Marcus and Mary Relationships Concepts Relationships are used to indicate the connections from one person to another or a person to a group M
278. n Add update groups globally outside of a Games Creates or edits groups which are how people in GMS are organized globally Groups are found by their existing name Interactive File Importer IFI GMS 6 Manual Page 160 Add update locations both globally and within a Games Creates and edits locations and their attributes for that context either globally or the current Games Import update and register people in this Games only within a Games Lets you add edit and delete people from the current Games as well as modify that person s personal information Use this to bulk register people into a Games or modify their status within the Games Add update delegations in this Games only within a Games Another module used primarily for setting up a Games this task lets you create and edit delegations Once created a delegation cannot be deleted using IFI it can be edited but it may be edited or deleted manually Using IF We strongly recommend doing a backup before working with IFI Start by determining the type of information you want to import and then select the most appropriate task above Note you can import the same file more than once in order to process bits of data which can t be imported in one pass To see what fields are available click on the Print valid fields report link This gives you grouped by module a listing of what fields can be imported Next open the file you want to import The file must not b
279. n an automated basis for example to e mail the current day s assignment roster to department heads you can use the command line to print reports to PDF files Important notes Not all reports can be used this way only those based on custom reports page 118 and RTF assignment report calendars To be used here a report must first be saved within GMS GMS uses the report s internal ID on the command line to uniquely identify it You cannot change the conditions and filters on reports here In the above example to print the current day s assignments you must save the report with filters that use relative dates page 281 Changes made to the saved report affect all later uses of that report even if the command line parameters are not updated Steps in This Task 1 From within GMS find an eligible report in its usual location 2 Click on the Properties hyperlink 3 Inthe Report properties window click on the Make a desktop shortcutto run this report hyperlink If that link is not visible then this report is either not a saved report built in reports cannot be used directly save them under a new name first or is not eligible for use with this tool 4 Enter the name of the file to be created This is the PDF or RTF file that GMS will create when it runs the report Click Save 5 Once it has saved it will tell you a shortcut has been created Click OK Advanced custom reparts VSys One 1 4 shortcut to run this repo
280. n and subject r You can t access a training course s entrants in a report of this type The report designer is where you place your fields define your groups and subreports and generally lay out how your report will look and its contents R Report designer LA JC i Pu Lal anx TEET ET Tree x q Calendar cL Calendar assignmer E Ii E Header A Label2 X Line3 24 SystemVariable3 wu SystemVariable4 A s regcomp EI sd Group Header 0 Group Properties for Header E Appearance Visible Iv E Layout Height 0 5875 Print nFirstPage M Print nLastPage v PrntPosition 0 E Layout Dynamic BottomOffset 0 PiintHeight phstatic E Output File 3 dl S mne r 1 0 Group Footer 0 Group Footer s Save r y Main People q_ Calendar cj_ Calendar assignments Ready Left O Advanced Custom Top 0 Width 0 Reports PAE VAD bh eSB a z9 ilem dida tes Data Tree 3 People E Assignments E Job associations de Il Fields for People Name Typen En Name Striny E3 D06B Date _ Ea Emergency contact Striny 1 A cs DA Wheelchair requires handicap acces Comments I CB Age at nearest birthd Intec x aids aa IET En Team member count Intec En Date started Date En Status Stri Ea Team description Stri Ea Security expiration Date Ea Transitions Mem Ea Communication lang Strir
281. n click Save Merging Training Subjects You cannot delete a training subject when one or more courses are set up to use that subject You can however merge two training subjects together Right click on a training subject and select Merge with another subject After selecting the target subject all courses and trainings which refer to the original subject will be changed to the target subject and the original subject will be deleted Merge training subjects Confidentiality HIPAA Training Courses Save Cancel Courses are the actual classes e g Individual orientation at 11am on Saturday the 14th Click the Add a new course link on the left to add a course Or right click on a course to modify it delete it or create a new one S VSys One soys One Training course setup Te Tools Add a new course Setup subjects Subject Orientation i Reports Rescue Breathing Orientation Course reports Rosters reports Q Help Help About this tool Search knowledgebase Orientation Orientation Orientation Confidentiality HIPAA Filters Subjects no fiter Only upcoming courses C Filter on location Only courses which still have openings C Only handicapped accessible locations 8 courses shown Description Student Orientation Rescue Breathing Orientation Orientation Orientation l Orientation Orientation Confidentiality HI
282. n t have an applicable address should be excluded or included 10 Set your sort criteria 11 Choose the fields to be printed This involves scrolling through the list of pipelines and the fields in them on the left then dragging those fields to the right Re arrange fields by dragging them up or down on the list Remove a field by dragging it back to the left side 12 Edit the title width or alignment of any field by right clicking on it and selecting Edit 13 Choose the printer or special device to send the report to 14 Click the Print button to run the report Custom Column Reports GMS 6 Manual Page 114 El 4 Onti Load Landscape printing save Use multiple lines if needed Properties e Font size A rods Clear settings Calculated fields Banned Deceased Status Applicant Status Inactive Status Leave Y Detail filtering sorting Filter entrants by gender Defaults E Filter entrants by age Setas default report Filter entrants by group Filter entrants by type Calculated fields help Set default report help mE Detail filtering sorting help Fields to include Basic report help Available fields Print onti Options not set Custom Column Reports GMS 6 Manual Page 115 Sample Trainings in 2009 Trainings Marne Adams Michelle R Adams Michelle F Adams Michelle R Adams Michelle F Allen Leticia L Allen Leticia L Allen Leticia L Amis Lorraine a Ami
283. n the example above that person would count only once Summary Crosstab Reports GMS 6 Manual Page 98 Training Reports Training reports come in two flavors courses and rosters Training course reports page 100 detail information about the courses classes but not the students within them Training rosters page 102 include information about not only the courses but also the students registered in those courses There are several built in reports in these categories but you can modify these to suit your own needs or design new ones from scratch Training Reports GMS 6 Manual Page 99 Training Courses Report When to use this report To get overview information about the courses themselves including courses which have no students registered in them See when courses are scheduled counts in them remaining capacity To reserve conference room space and arrange catering For the receptionist to answer quick questions about room in upcoming courses Steps in this task l Click on the Training courses link from the Reports panel globally or click on Course reports from within the Training courses tool je Settings Training Class Summaries nma Subjects Sort 1 Subject no page break Save no filter Sort 2 5tart time 4 Properties Locations Add sort Tools no filter z Clear settings Instructors Calculated fields Ee l Training between sf Defaults Set as default report 3 Help A
284. ncepts Training is broken down into subjects and courses with subjects being the topic of the training and courses being the trainings themselves on specific dates and locations Training records the records of people in various courses can be used for filtering mail merges mailing labels and are visible in the Profile Editor GMS even gives you the option of giving your Individuals automatic credit for Individual hours based on the time they spent in a training course Training GMS 6 Manual Page 56 Subjects Training subjects are the high level description of what s being taught in a course For example these are common subjects Introduction to our organization CPR Protective Behaviors When Subjects are later defined that require Individuals to have specific trainings they ll require those trainings by subject Set up subjects by clicking on the Training subjects link from the Setup panel GMS 6 gt Training course setup l Add a new course Subject Description Start Duration Expiration Location Instructor Capacity Enrolled Status Setup subjects Course reports Rosters reports Help About this tool Filters subjects Only upcoming courses O Filter on location Only courses which still have openings Tools Add a new subject Creates a new subject Add built in Brings in all of the subjects that GMS has built in After doing this you can delete the ones subjects you don t need
285. nd Checking this box will cause them to pop open instantly or slam closed without any delays This may be useful when using Terminal Services or Citrix over a slower connection This prevents all of the yellow hints from popping up automatically on any GMS screen Note this setting affects all users On many screens GMS shows yellow hint windows in the lower right corner and gives you the option to hide them forever Checking this box will bring all of them back to life Local setting only affects those using the same GMS ini file Shows some text on screen which indicates which database you re using resource allocation and some other debugging information This is useful if you commonly connect to multiple databases GMS will show you which database each window is associated with Local setting only affects those using the same GMS ini file By default GMS considers a family last name with only one character to be incomplete if this 1s checked a single character name will be allowed Hides these yellow hover over hint windows in the various person lookup tools Show the Past Games tab for people registered in one or more Games Uses the web based submission tool for exceptions reports instead of trying to send them by e mail This option is most helpful in environments where no e mail client is installed GMS 6 Manual Page 202 SHARED ADDRESSES DON T SHARE PHONE NUMBERS OR E MAILS DISABLE RIGHT CLICK REP
286. ng Labels 72 Basic Mailing Labels with Custom Filters 79 Built in Reports 67 Bulk Value Updater 153 Bulk Value Updater Example 157 By Personal Information 11 C Calculated Field Operations 107 Calculated Fields 106 Can multiple users access GMS 6 at once 251 Capitalization and Lookups 253 Capitalization Rules 253 Capitalization Rules and Name Prefixes 228 Certification Defaults 212 Certification Definitions 208 Certification Designer 209 Certification Background Check Hints 206 Certifications 29 206 247 288 Certifications report pipelines 123 Certifications Setup 207 Chaining Values 157 Changing a User Decryption Key Passphrase 186 Changing Custom Field Types 215 Check for assignments in projects without matching delegations 198 Check for Duplicated IDs 179 Check for Program Updates 180 Check for Zip Postal Code Updates 182 Check letters for oversized images and log files 197 Checked in 289 ChoicePoint 136 Combining Duplicate People 36 Command Line Assignment Reminders 279 Command Line Backups 277 Command Line Datapump 277 Command Line Index Rebuilder 278 Command Line Reports 279 Command Line SMS Results Retrieval 281 Command Line Tools 276 Comments and Images 253 Comments report pipeline 123 Concurrent Users Monitor 183 Configuring NexusDB Server as a Windows Service 267 Connecting GMS 6 to a Database 27
287. ng displayed values to different stored codes What does this mean Let s take the hypothetical scenario of the field Preferred swag It has the values T shirt Sweatpants Baseball cap If you don t check the box MAP DISPLAYED VALUES TO DIFFERENT STORED CODES GMS stores the value T shirt Sweatpants or Baseball cap for each person This is fine until you decide next year to rename one of the values from Baseball cap to Sports cap in order to avoid being sport 1st When you do that the stored values for people who preferred baseball caps are no longer valid Instead if you did use stored codes your setup could look like this T shirt T Sweatpants S Baseball cap C Now GMS doesn t store Baseball cap it stores C instead Changing the description for Baseball cap to Sport cap means that everyone who previously had Baseball cap as their preference now has Sport cap no confusion Importing When importing fields using the Interactive File Importer page 160 or the General File Importer GMS lets you use either the value s description e g T shirt or its stored value e g T It s important to make sure that you don t have two values with the same description or code or GMS may import your data in an unexpected way Deleting a Custom Field Deleting a custom field definition will delete the data associated with it from any object This will happen when you save all custom field changes You can prevent the del
288. ng fields that GMS 6 does not have Custom fields defined within a Games are only available within that Games Those defined globally are available everywhere including within all Games For custom fields which will likely vary in value from one Games to another define the custom field within each Games When to use You can print custom fields on many reports and include them in mail merges and exports page 150 as well as filter people by their custom field values How to Use Define custom fields globally by clicking on Custom fields from the Setup panel For Games specific custom fields right click on the Games s name from the Games panel and select Setup custom fields Click on a custom field s name to edit its properties or on the Add new field link to create a new custom field S VSys One Ja JE Wye One Custom field setup Field Description Map displayed values to different stored codes Fingerprints processed T shirt size Fields Add new field Field basics Yalues n nene Te Highest education HIPAA Questionaire Effective HIP G4 Questionaire Status Last 4 of 55M Last screening date Type of data List of specific choices Applicable to what types of things Group Coach Unified Partner Volunteer Staff When no value has been entered For this Management team Field assume a default value Marital status Race Radio ID Special need Standards of Behavior Supervisor T shirt size W
289. ng manager Reports Course reports Rosters reports Tools Setup subjects Setup courses Q Help Help About this koal Search knowledgebase 151 records shown Criteria Subjects Confidentiality HIPAA Locations ino Filter Instructors ino Filter Training between land Statuses na filter Expiring between r land r Sie x Get trainings Training reg istrations Entrant C Arciniega Barbara R C Artz Jacquelyn E C Artz Jacquelyn E C Barnes Abby B C Barnes Abby B C Boden John Brehm william B Brooks Thelma 5 Brooks Thelma 5 m Bryan Susanna J C Calvin Anthony F Chewrette Michael C Chewrette Michael 4 Finding training records 1 From the User tools panel open the Training manager 2 Use the filters at the top to select which training records to display 3 Click on the Get trainings button This will bring up all of the training records which meet your criteria On the right click menu Subject Confidentiality HIP Ad Confidentiality HIPAA Confidentiality HIP Ad Confidentiality HIF A Confidentiality HIPAA Confidentiality HIP A Confidentiality HIPAA Confidentiality HIP AG Confidentiality HIPAA Confidentiality HIP AG Confidentiality HIP A Confidentiality HIPAA Confidentiality HIP A Description Date 07 01 2010 a8 00AM 04 01 2010 08 00414 07 01 2010 a8 00AM 04 01 2010 Q8 00AM 07 01 2010 a8 00AM 04 01 2
290. ng new people or deleting people in bulk Addresses Certifications including background check information Custom field values Comment records Individual images Lists adding people to removing people from Groups including creating new ones and editing existing ones Register people in Games including adding new people editing existing ones or deleting people from a Games Locations Training records Delegations in a Games including creating new ones and editing existing ones Some of these are available globally outside of a Games some are available only within a Games IFI Tasks There are eight different import tasks and these tell IFI what you re trying to accomplish by importing this file Create update people outside of a Games Updates one person per record in the incoming data Things you can do in this task create update or delete a person add update addresses add update delete certifications update custom fields values add remove from lists update skills requests availability etc Add remove people from lists outside of a Games Adds or removes people from standard lists you can t change a person s presence on an Intellilist since they re automatically calculated Add update training registrations and results outside of a Games Creates edits and deletes training records Update addresses associated with people outside of a Games Adds or updates address information for the given perso
291. ng on an item usually opens it for more details Right clicking on it with your mouse usually brings up a menu that s specific to that item with more options for working with an item Right clicking on empty space in a table usually brings up items you can do with the entire table usually including creating a new item GMS Encryption Providing Keys within GMS When GMS tries to access data in an encrypted page certification it prompts you for a decryption key for that type of certification Once a key is requested the Key Manager toolbar opens on the bottom of the screen showing the keys that have been provided and those needed but not provided Select the file which contains the key BackgroundChecks E t2 apk E tdoe2 gpk E tdoe gpk File name c templ Files of type GM5 Private gpk If you give GMS a user decryption key you will also need to provide the passphrase If you get the error Unable to load key Invalid RSA Key you have either entered an invalid passphrase or the key has been revoked After a key has been successfully provided it shows in the Key Manager toolbar which will show at the bottom of the screen Keys provided BackgroundChecks Keys needed none KEY MANAGER What GMS Looks Like Conventions and Getting Around GMS 6 Manual Page 8 If you are unable to provide the key or hit the Esc key when prompted for the file the toolbar will show the Key Manager with that key as needed Keys pr
292. ng to print on reports if it runs too long Number with Holds only numeric values You set how many decimal places the field contains When decimals selecting this field you can set the number of decimal places as well as a minimum and maximum value for this number Number no A numeric field that contains no decimal places You have the option here to set a minimum decimals and maximum value for this field Date Dates are entered in the format that you specify under System Preferences There is an option for this field to apply minimum and maximum data ranges Listof specific A list where you can select exactly one value from the list that you define Each item in the choices list can optionally be associated with a code which GMS would then store in place of the text Checklist of A drop down list of checkboxes where you can check any number of items from the list specific choices including none As with the List of specific choices items can be associated with codes which would then be stored instead of the text Grouping These fields allow multiple people to be assigned to them to form a group for example housing roommates Choose the types of people that can grouped together the maximum number of entrants in the group and if you want to limit membership to one people in a single delegation or of a single gender Role Used to associate one person with another for example a coach Default Values For most types of fie
293. ngs up the person lookup tool to find or create the person to be marked as banned Reports Reports specific to banned people with their personal data and photos where available On the right click menu Add to banned list Brings up the person lookup tool to find or create the person to be marked as banned Banned People GMS 6 Manual Page 147 View Opens this person in read only mode Edit Opens this person for editing Remove from banned list Marks this person as not banned and removes him from this list Banned People Reports If you have a reasonably small number of banned Individuals these are great for keeping at the reception area security desk or other places where you ll want to be on the lookout for unwelcome help From the Applicant screening panel choose Banned people report Groups no filter Properties People types ho Tools no filter Clear settings Design report Calculated fields Detail filtering sorting Sorting Defaults Sort 1 Name 4 no page break Add sort Set as default report Q Help About this tool Calculated fields help Set default report help Detail filtering sorting help Print options Report designer help Prnt in Basic report help This report identifies people in your system who are fagged as banned Banned people are not allowed to participate in any capacity Use this list to distribute to other staff or people in the field in order to prevent their Never show
294. nique However occasionally more than one record will contain the same ID code The Check for duplicated IDs tool validates tables and checks for records that may have the same internal ID codes and corrects them so no two IDs are alike Caution GMS requires that all GMS and Vsys users other than the one running this tool have exited the application while it is fixing the duplicate codes otherwise a user may lose data or their copy of GMS 6 may crash GMS will prevent more than one person being in this tool at a time When to Use Follow the steps in this task when you receive word from Bespoke technical support that you need to find and fix duplicate IDs in the database Steps in This Task 1 Be sure all other users are out of GMS and GMS 2 From the GMS 6 main screen click the Administrator tools bar to open the panel then click on Check for duplicated IDs SY Sys One JE Ways One Duplicated ID fixer Help This special purpose tool will scan through certain tables in your database and Find records with duplicate serene iere codes Duplicated values will be corrected so that no two records will have the same code Q Help Duplicate ID fixup tool Search knowledgebase l M o l l IMPORTANT No other users should be in v5vs ar GMS while this operation is running If v5ys One Fixes any records which another user has open the other user may lose data Running this operation an data which does nat have any problems will not result
295. nly mode Edit Edits the properties of this group See people Shows all people affiliated with this group and allows you to edit them Change type Prompts you to change the group s type This does not affect the people within the group Delete Deletes this group without deleting the people within that group J ust delete it If a person s primary group is deleted he will no longer be searchable by group but will continue to exist Move its people Changes all references in people to this group as a primary or additional group to the new group you select and copies this group s addresses and other properties to that group Groups in GMS 6 are the same as Permanent Delegations in GMS GMS 5 and earlier cannot see or look up people based on the ADDITIONAL GROUPS field and only recognizes the person s primary group Groups GMS 6 Manual Page 219 Group Properties Sf VSys One voya One Groups manager Group properties a Group properties Basic specifications Relationships Addresses B Tools See people Q Help Help About this tool Search knowledgebase Field name NAME ABBREVIATED NAME PRIMARY LANGUAGE OTHER LANGUAGES SPOKEN GROUP KIND PARENT GROUP Groups Basic specifications Mame abbreviated name Bespoke Software Inc Bespoke Primary language Other languages spoken English Spanish Group kind Parent group Company Group to get credit for hours this group Applicability All s
296. nnnnnnnnonononnnnnnnnnnnnnnnnnnnnnnnnnnnnnnns 186 Entr GMS O Registration COGS vse ovarian o aa 187 Make a Local Backup of GMS 6 in Another Folder occcccccccccoonononononnncnnnnnnnnnnnononononnnnnnnnnnnncnnnnnnnnos 188 Photo Resize TOO giana ashi is sath sahara ag te tila a a e tes de iemteecui cue seated edu iu tuse potus o ivoA ic sa e eiue 190 Purse Old Trace Records 12a dl uA A SU eb 191 Rebuild Eook p Indice Soo et DEED ed t MNA e i uA M A ES I O 193 Restore Prona B ae KUD ranen Rd E DO eb 195 Special Table LOOlg coi oi ea Iuba Corse la El MC 197 Check letters for oversized images and log files ooooonnnnnnnnnnnnnnoncnononononononnnnnnnnnnnnnnnnnnnnnnonnnos 197 Resample Scanned Form Images to Reduce their SIZ8 occcccccccnooononononnnnnnnnnnnnnnnnnnnnnnnnonanannnnnnos 198 Check for assignments in Games without matching delegati0DS ooooooooooooocncncnnnonnnnnnnnnnnonnnnnnos 198 E mail addresses with leading or trailing spaces or semicolons ooooooooooncnncnnnnnnnnnnnonononnnnannnnnnnnos 198 Customer and Technical Support GMS 6 Manual Page iii GMS 6 Setup Draft October 9 2011 System Pretendo adas Archived REASONS sita cae OTI RN banned Reasons 22 5 90 its Certification Background Check Hints ETUC AN OMS ee a iodo Certifications Setup Certification Definitions Certification Designer Special Field Codes Certification Defaults eic NUI T Custom Fields do UI bete Ed P
297. now be generated Reports New built in custom column report Anniversary Month Report list Individuals with a service anniversary in a given month New report People Emergency Info This produces a report with contact medical alerts and emergency contact information New Summary crosstab report Hours Summary for period by Individual New report Directory Listings produces an RTF file that you can edit to produce a contact directory Reports can now be printed from List Manager Added a people filters on Inactive reason On the report selection tool mouse hover brings up a hint window with details of the report Added support for command line reports and exports to be run from a specifications based on a file with the report s settings Version Notes GMS 6 GMS 6 Manual Page 2 Fiscal years are now displayed as FY 10 11 rather than FY2010 to avoid ambiguity as to which year start or end is used Security Security setup now adds the option to prevent non owned reports from being loaded and or saved When security is enabled if the security user as a person has a photo that photo will be shown in the upper left corner of the screen If not and the user is a superuser then the secret agent icon is shown Access to the Report Designer is now a security right For backwards compatibility all users by default have access Bulk Value Updater Bulk Value Updater can now use combo and
298. ns from their zip postal codes when it s run the automated index rebuilder cannot work Command Line Tools GMS 6 Manual Page 278 Command Line Assignment Reminders Concepts The Assignment Reminders tool which sends out automated e mail and or SMS reminders to Individuals for upcoming assignments can be run from the command line This helps ensure that it s run on a regular at least daily basis Details Create a desktop shortcut similar to the following changing the path to GMS as necessary GMS exe assignmentremind When this shortcut is run GMS will run the assignment reminder rules you ve designated and produce a log file with its actions The file will be named AssignmentReminders yyyy mm dd hh nn ss log where yyyy is the current year mm 1s the month dd the day hh the hours in 24 hour format nn the minutes and ss the seconds Even if no new reminders are generated this log file will be created Notes You can run the tool as often as you want GMS will not send out duplicates of the same reminder GMS will prevent more than one copy of this tool from running at the same time This tool generates the assignment reminders but does not deliver them To have them sent on an automated basis leave the Standalone E mail Robot running It will take these queued messages and deliver them where possible Command Line Reports Concepts Reports in GMS are normally run using the user interface To generate reports o
299. nteractive File Importer IFI GMS 6 Manual Page 162 IFI Module S pecific Notes Addresses Addresses are broken out by address type and you can apply fields to the type of address that you re importing e g Home A few fields phone and e mail can be entered without specifying an address type With these IFI will try to find the best address to update and if it can t find one it will create a Home address Phone number fields do not have to be formatted and if a default phone format has been set up IFI will use that The Bad phone number and Bad e mail address fields are special These are used to mark a phone number or e mail address as bad and they work across all address types To mark a phone number or e mail address as not bad just import that value into an appropriate field and GMS will remove the Bad flag IFI always updates or creates addresses by type it never deletes them so there is no Action field When importing e mail addresses fno addresses exist for the person IFI will create a home address and add that e mail address If only one address exists any kind IFI will update with incoming value If multiple addresses exist with no primary identified IFI will update the home address If multiple addresses exist with a primary address identified IFI will update that address f multiple home addresses exist IFI will arbitrarily update one of them Certifications
300. o OVERSUBSCRIPTIO accommodate N COMMENTS Any comments about this session Course Entrants See the entrants in a specific course by right clicking on that course from the Training course setup tool and selecting See the course s entrants or from the Training courses and results tool on the User tools panel Jeg S VSys One Ways One Training course setup Orientation Tools Entrants in Orientation on 10 29 2011 11 00AM Enroll a person Find people to enrall Add an instructor Pack waitlist oy Reports Course reports Rosters reports Q Help Help About this tool Search knowledgebase Maximum capacity 11 13 records shown Tools Enroll a person Find a person to enroll Training Entrant Braun Callie E Ivey Todd I Pena Armando K Lester Alana B Dewees Lillian J Cooper Keith C C Urban Esther R Peng Linda J Perez Charles I Field Imogene Deangelo Hillary A Dewees Chase 5 Dewitt Dorothy H Subject Orientation Orientation Orientation Orientation Orientation Orientation Orientation Orientation Orientation Orientation Orientation Orientation Orientation Description Orientation Orientation Orientation Orientation Orientation Orientation Orientation Orientation Orientation Orientation Orientation Orientation Orientation 10 29 2011 11 10 29 2011 11 10 29 2011 11 10 29 2011 11 10 29 2011 11
301. o get around As you begin to use GMS you will discover that no matter where you are in the system your next task is no more than a few mouse clicks away In addition GMS never forces you to work through a long complicated process from start to finish without stopping Most processes are easily separated into short tasks that you can start stop and save at any time without losing any of your progress or having to back out through a long path This lets you enter as much information as possible save your changes and then go back into it again at any me To get started double click the GMS 6 icon on your computer desktop If your installation contains multiple databases then when you first open GMS it prompts you to select a database to open Depending on how your system security is set up GMS may also prompt you to log in with an authorized username and password that is provided by your system or network administrator On the main GMS 6 window you will see the following on the left navigation panel 1 GMs 6 5 99 0 293 E About GMS 6 e By personal data name date of birth address phone number e mail address etc GMS 6 website ll GMs 6 documentation 2 Using advanced criteria Ei Visit us on Facebook Special tools d Start GoToAssist Maintenance Data entry Y amp Update indices Gamesa 0 a fr A Applicant screening Reports GMS Transfer User tools Administrator tools Setup GMS 6 sec
302. o this field all of the notes it LOG generated when working with each record This is very handy for finding errors when you run in test mode letting you go back and correct the problems found without having to refer to a printed document In most cases field names should be self explanatory Where they are not you may find an explanation for the field in the module specific notes page 163 You can activate de activated modules as necessary For example if your data has people and Individual hours in it but you only want to import the hours deactivate the People module leaving Person lookup active and GMS won t try to update the person s personal data To change a module s status click on the Active or Disabled link next to its name on the left Modules which don t appear here are either not applicable to the current task or which don t have any fields mapped to them Test mode tells IFI to work through the file record by record and report on what it would do if it was not in test mode If the Person lookup module is active it will walk you through the process of finding each person and will save that ID code into the OWNER field You should always use test mode before a live import to make sure that there are no important problems with your file since you are making a lot of changes at once and they may be hard to un do later And most likely the reason you are using IFI is to reduce how many individual changes you are making
303. oad is relatively small and GMS 6 does not require its own Oracle or SQL Server instance or hardware just its own database within an existing instance It has no preference as to whether this database is running on its own physical hardware or in a virtual environment Disk space utilized depends entirely on your data It s a rare database that exceeds I GB in the first year or two and the 10GB mark is exceptionally unlikely to be reached Databases GMS 6 Manual Page 263 Database S pecific Notes SQL Server Edition compatibility SQL Server Express Standard and Enterprise are all acceptable GMS does not require its own SQL Server installation or even its own instance and will work correctly with other applications on a common server Hardware requirements GMS has very low requirements on your SQL Server installation It does not require a dedicated machine or even its own instance just a single database to call its own We recommend 512MB of memory and fast disk is helpful but not mandatory In general the working set will be under 100MB of data and the full database under 1GB High availability is generally not required as Individual management is rarely considered to be mission critical so server redundancy is not necessary GMS will happily run on a virtualized copy of SQL Server It does not require its own application server either as it s a simple two tiered client server setup thick Windows client with SQL Server as the backen
304. ocations within that Locations are Games specific A Games can copy locations from another Games or from the global locations but changing one Games s locations doesn t affect any other Games How to use Open the Locations Manager from the Setup panel from either the GMS 6 main screen or a Games Ll VSys One JE Wve One Location manager global Ed toos Add location Location Copy From another project 5 East Q Help General H Main wing Help About this tool New Wing Search knowledgebase Horne Second Facility On the left side of the screen Tools Add location Opens the location editor to create a new location Copy locations from Shows other Games including global that have locations Select one or elsewhere more locations to copy in order to add them to this Games On the right click menu Right click on a location in this list to edit its properties and for other tools relevant to specific locations Add new location Opens the location editor to create a new location Add new location within Opens the location editor to create a new location with the new location being this location a child of the currently selected location Locations GMS 6 Manual Page 223 Edit Edits an existing location s properties Merge with another Asks for the name of another location then adds that location s children to this location location Delete Deletes a location along with all of the child locations within it
305. og in to NexusDB this ID will be provided by default When users are prompted to log in to NexusDB this password will be provided by default GMS 6 Manual Page 273 IT Labor Estimates As you re working through the budgeting and ROI process use these numbers as round figures estimates on what it takes to get GMS 6 installed Database setup For SQL Server or Oracle you ll generally have one primary database to establish along with one testing database Assuming a single SQL Server user one or two more won t make much of a difference DBA does not need to do more than create the empty databases and users with appropriate rights GMS will handle creating the tables and indices once it s pointed at the databases DBA time 1 hour probably 2 hours at the outside Server Installation GMS is managed best with a single file server share which all or most users will use together GMS will use approximately 50MB on this share at the very outside The contents of this share do not need to be regularly backed up as no data is stored here For ex IndividualWorks organizations you already have a common file share for its operation And GMS does not require any more rights to this share than IndividualWorks did In fact GMS can operate without write access to the share once the program is fully operational Server time 15 minutes mostly to fill out the paperwork signing off on the process For other organizations you ll need to
306. ompt you before running that update See GMS Schema Updates page 256 for more information After any upgrade be sure to run the Rebuild various lookup indices page 193 tool on the Administrator tools panel For an upgrade from any older version to GMS 6 version 1 7 or higher it s especially important that you run two options TRANSITIONS VALUES FROM OLD FORMAT TO NEW POPULATE CODE FIELD IN OPTIONS VALUES GMS Schema Updates After you ve done an upgrade to GMS or if you are installing from scratch GMS may require that its database tables be updated This is a fairly painless process GMS will do all of the heavy lifting of creating tables adding or expanding columns or adding indices Steps in this process 1 Click on the Next button from the Welcome screen as shown below Welcome Table schema update wizard This tool will lets vau create required tables which are not yet present as well as update existing tables whose schema table structure do not meet the current requirements Issues Eddress Must add column Share group address Missing index addresssSharearoup on Fields Share group groups Missing index graups an Fields Cade letters column Recipient target length is wrong 48 should be 64 Updating GMS 6 GMS 6 Manual Page 256 2 Check the tables to be updated In general you ll run this for all of the tables which need it which are all of the ones on screen Click Next amp Tab
307. one technical support Within the United States toll free 866 244 1187 International 1 518 618 0746 Mail Bespoke Software Inc 5 Sand Creek Road Albany NY 12205 USA Website http www bespoke com Welcome to GMS 6 GMS 6 is a powerful tool that makes 1t easy to organize your Athletes and Coaches GMS tracks Athletes coaches and other individuals information tracks certification manages competitions athletes medicals and consents and provides over one hundred and fifty reports GMS includes customizable data fields and filters that give you complete control over how you define and use your organization s data Customer and Technical Support GMS 6 Manual Page 1 Version Notes GMS 6 Highlights of what s new in GMS 6 General Links to context sensitive help now enabled Press the F1 key at any screen to bring up help for using that screen tool Revamp of the user interface on the main GMS 6 and Profile Editor screens Most combo boxes support incremental lookup by typing into that editor In the attached comments tool added support for importing images from PDF files The groups setup tool now supports deleting and merging of multiple groups at once System Preferences Set personalized title bar text the top bar which usually says just GMS 6 Shared addresses can optionally not also share phone numbers and e mail addresses Add your own logo in the lower left corner of the main GMS screen
308. ools link This screen only comes up when GMS doesn t start up with a default database You can force this screen to come up by holding down the left Ctrl key as GMS starts S Database connections Siz x Database connections Create new Connection settings Type Mame Connection name Nickname optional SOL Server Cony Temps Screenshots he can he any name use fa vouy MexusDB Coy SOL Server Customers Prevent selection of this database at startup SQL Server Server address MexuspB i H iih i SQL Server Database SOL Server temp5 Use domain authentication to server Default server login ID optional Default server password foptional QA e Default database at startup SOL Server Temp e Make a shortcut to start 5ys One with this database connection Test this database connection Automatically connect to this database when Ss One starts up Right click on an existing database connection to edit duplicate or delete it On this screen Create new Click this link to define a new database connection DEFAULT DATABASE AT This database connection will be the one selected by default on the GMS 6 startup STARTUP screen AUTOMATICALLY CONNECT If you ve selected a database connection above and check this box GMS will TO THIS DATABASE WHEN automatically try to connect to that database when it first starts up and won t prompt you GMS 6 STARTS UP for a database name CONNECTION NAME Name your database connec
309. ople Reports GMS 6 Manual Page 90 Select one of the pre defined report layouts or one that you ve previously saved Set your criteria GROUPS PEOPLE TYPES INDIVIDUAL TYPES Optionally filter people based on their having assignments by location job date and count To filter the report to only people on lists check ONLY PEOPLE ON ONE OR MORE LISTS then select the lists to be included A person will be included only if he s on any of the lists you choose 6 Exclude archived deceased and other statuses with the EXCLUDE PEOPLE WHO ARE filter 7 Set your address criteria 8 9 AA e s Set your sort criteria Choose the printer to send your report to Screen or any of the other special types 10 Click the Print button Tip After you ve gotten your settings the way you want them you may want to save this report s settings for future use by clicking on Save then As a new report People Report A detailed row for every Individual with name gender date of birth type Individual type group and additional groups wheelchair inactive language background check color amp expiration date restrictions additional restrictions address comments and photo People Bespoke Software Inc Chevrette Michael Volunteer Active Male TER Bespoke Software Inc Class A adut Language English 123 Fake St Green Unrestricted Expires 03 05 20 1 Easthampton MA 01027 Clink Jennifer M Volunteer Active Female TF Bespoke Software
310. or click the load from a file link to open a report elsewhere on your computer Click the Cancel button to close the window and go to a new blank report 3 Select the TYPE OF REPORT which indicates the base data to be used Set your address filters 5 Choose your SOURCE CRITERIA Your options here will vary widely depending on whether you re working from within a Games and what your report basis is 6 Use the Design report link to change the contents of the report itself Choose the printer or special device for the report 8 Click the Print button to run the report For more information about source data and data pipelines see the section Pipelines page 121 Types of Reports Type Criteria primary pipeline Other attributes Certifications Certifications and All other pipelines refer to attributes of the person who certifications are the type of owns the certification in the primary pipeline data in the primary pipeline P y PP A person may appear in this report more than once if he has more than one certification which meets your criteria Comments Comments All other pipelines refer to attributes of the person who global only owns the comment in the primary pipeline Credentials Credentials All other pipelines refer to attributes of the person for global only whom the credential in the primary pipeline was printed Custom Custom application forms All other pipelines refer to attributes of the person application forms
311. or you Where you ll find it See a person s custom fields on the Custom Fields panel in the Profile Editor Define custom fields globally on the Setup panel using the Custom fields link Define custom fields for a Games by right clicking on the Games and selecting Setup custom fields Need more See Define Custom Fields page 213 for information on how to define your own custom fields Custom fields can be included in all kinds of reports filters mail merges and exports Page 289 Deceased Rather than deleting a person who has died and thereby losing all of his history mark him as deceased He will be suppressed from most reports and all mailings but his past Games and historical data are preserved What it does for you Suppresses the person from most reports and mailings but keeps history in place Where you ll find it In the Profile Editor on the Personal data panel General advice Eventually you will have participants who pass away This helps ensure that you never send inappropriate mailings to people who have died Delegation Delegations are the Games equivalent to groups All people registered in a Games are in delegations and delegations organize people together within Games Where you ll find it Next to every person in a Games and on their reports When assigning people to a Games When creating a new Games General advice Make your delegations in ways that reflect how people in your Games are organized
312. orts Background check exceptions reports will detail for you all background checks with the issues you specify A GMS6 yg GMS6 gt Back jue Load Save Properties A Tools Clear settings sf Defaults Set as default report Help About this tool Set default report help Basic report help Field name STATUSES TO REPORT BACKGROUND CHECK TYPES SIGNATURE DATE EXPIRATION DATE REPORT TITLE IntelliCorp wt Gr no filter Include addresses Preferred address any Indude records without a matching address Print to Screen Options nat set Description Pending automatic checks with insufficient information Approved background checks Restricted yellow background checks Rejected background checks Unknown status background checks Checks with restrictions EIE Background check types Automated Request IntelliCorp Au Min nature date Maximum Min expiration date Maximum Sort results by Sort 1 Group with page break Sort 2 Name Add sort Goes through automatic background check requests whose status is pending to find those with insufficient or incomplete data Background check results with a status of Green Background check results with a status of Yellow Background check results with a status of Red Background check results with a status of Unknown or n a Any background check results with one or more restrictions
313. orts in this Games CREDENTIALS Print name tags credentials page 168 in this Games LETTERS MAIL MERGE Use any of the mail merge tools including mailing labels and the mail merge via export User Security Rights GMS 6 Manual Page 248 file tool MANAGE LISTS Create edit and delete lists 1n this Games IMPORT DATA Use the Interactive File Importer page 160 in this Games EXPORT DATA Basic exporter in this Games BULK ENTRANT VALUE Access to this tool globally Note if a user has access to the Bulk entrant value updater UPDATER page 153 what he does with that tool is not restricted by his security rights Users who are defined as Owners of a Games in the Games s setup automatically have full rights to that Games regardless of any rights or lack of rights set here Caution A user who has rights to the Interactive File Importer page 160 can bypass all security access rights using that tool it does not enforce any security rights so be cautious in assigning this right Caution Custom application forms do not obey any security rights assigned here or globally Users are of course restricted to the fields defined within each custom application form they have entry rights to unless they are given rights to create new custom application forms or modify existing ones Security Reports Security reports detail the users in your system along with their general security rights S Sys One Fiz WSs One Security manager
314. ost relationships are two way meaning that they will show up on the screens of both connected entities people or groups For example under Jane Doe if you show that Jimmy Doe is her son on Jimmy s screen you ll see Jane Doe listed as his parent GMS comes with a built in list of standard relationships You can t add to this list but you can hide items which aren t relevant on the Advanced panel under System Preferences on the Setup panel Built in relationships Parent Child Sibling Partner Employer Employee Individual Organization Referrer Individual Teacher Student Board member Board Job co chairperson Job Group leader Group Games coach Athlete Head of delegation Delegation AS Staff Delegation Former spouse Cousin Chaperone Athlete Step parent Stepchild Profile Editor Co worker Spouse Donor Charity Partner Friend Mentor Student Boyfriend Girlfriend Job chairperson Job Supervisor Supervised General coach Athlete Referrer Athlete Assistant head of delegation Delegation Joint Individual Parent in law Child in law Aunt or Uncle Niece or Nephew Second cousin Extended cousin GMS 6 Manual Page 25 Grandparent Grandchild Great Grandparent Great Grandchild Deduped to Deduped from jtems marked with a star are hidden by default Entering Relationships From the Relationships panel in the Profile Editor or in any group editor you can see all of the relationships that a person or group has
315. ovided mone Keys needed BackgroundChecks KEY MANAGER To protect encrypted data and prevent others from accessing the data when you walk away from your computer 1 Click on a key name next to Keys provided to release the key and prevent it from decrypting any more data 2 Remove the USB flash drive containing the key GMS will forget that it has that key and will be unable to decrypt any new data 3 To re enable your access to encrypted data click on a key name next to Keys needed GMS prompts you for the key so that you can access the encrypted data See Encryption Key Manager page on the Administrator panel for more specifics User Roles and Responsibilities Administrator Your organization needs to have a person designated as the GMS administrator This person will set up and manage the following tasks in GMS define custom fields and design custom application forms manage data backups and perform index rebuilds establish settings and customizations for your organization perform data and report set up tasks establish default values for fields setup date time and phone formatting set various appearance settings configure encryption for certain sensitive data The Administrator tools and Setup panels in GMS are where most of these special tasks are clustered Data Entry Data entry users are responsible for manually entering all of the information about Individuals such as the following personal
316. person can be registered in this SAME PERSON BE IN THIS GAMES Games any number of times as long as it s only once in each delegation Only once a person may only be registered in this Games once ON A SECOND AND LATER If More than once is selected above and you try to add a person to a Games a REGISTRATIONS SHOW A second time a warning dialog will appear if this is checked WARNING BOX Dates GAMES START DATE The nominal start date for the Games This appears on reports and on the list of Games GAMES END DATE The nominal end date for the Games This appears on reports and on the list of Games EFFECTIVE DATE FOR So that entrant ages don t appear to change during the middle of a Games all ages CALCULATING AGES in the Games are calculated as of this date no matter what the calendar date 1s Associations These are the staff members associated with the Games You can filter Games and their reports by owner and team member The people who appear on these checklists are the ones defined as security users in GMS 6 GAMES OWNERS The primary owners of the Games GAMES TEAM MEMBERS All users associated with the Games The Associations panel will only show if GMS Security page 242 is enabled Other settings HONEST EFFORT This 1s the Honest effort default setting for the Games TIMING SYSTEMS This will indicates timing Systems being used for these Games Addresses Assigns one or more addresses to the Games itself This can be used in
317. pes of custom application forms during the dates you application specify forms Dates Date person created Minimum and maximum creation date range Date person started Minimum and maximum date range for the person s start date Last changed Minimum and maximum last changed dates People Filters GMS 6 Manual Page 37 Groups and types Others Personal properties People Filters Additional group Additional type Primary group Primary type Certification Comments attached List Printed name tag credential Relationship Training Age Communication language Custom field Date of birth Entrant image Gender Language Person name elements Primary language Security user Wheelchair requires handicap access Person must have one or more of these as his additional groups Person must have one or more of these as his additional types Person s primary group must be on this list Person s primary type must be on this list Has one or more certifications of the selected types Allows filtering on the detailed values within each certification Either those with or without comments of specific types during a time period On all none any of a specific set of lists Has or does not have a valid credential name tag Presence or absence of relationships of specific kinds Has or does not have training Allows detailed filtering on the trainings themselves including status Person s age on
318. ple on lists After setting your criteria and clicking Search you can edit a person by dicking on the name or right dicking on the name to see other options ls Never show this hint again o Finding People by their Personal Data GMS 6 Manual Page 14 Some of these searches require that the address table be updated to a more recent format Make sure that you run the Index Rebuild page 193 tool once per week or more often if your data is also updated by GMS to ensure that these lookups work as expected Other Lookup Methods By name or basic ID lets you type in any of these values and finds the associated people You can enter a phone number or e mail address too and GMS will find the people who have that value associated with them See everyone in groups displays all people in the groups that you choose filtered only by their person type status and team See everyone in system displays all people filtered only by their person type status and team People on lists lists people who are on any of the lists that you select This option is not available if no lists have been set up in your data Filters By default GMS 6 finds people in all groups By checking one or more items under GROUPS GMS will only return people who have those groups as their primary or additional groups This will come in handy when you know the group the individual belongs to or have fragments of their information partial last name incomplete
319. ple who have at least one valid address If this is not checked someone who has one bad address and two good ones will be printed here 5 Click Print to run the report Sample Invalid Addresses Smith Jr Dale The Man Bespoke Software Inc Male 6 17 1980 Volunteer Other Exempt Home Known invalid Carlton Brad General Male 10 224985 Volunteer Home Known invalid 22 Mot Real Road Whowille NY 22222 Invalid Addresses Reports GMS 6 Manual Page 89 People Reports People reports are used to report people You can include all sorts of attributes but it is a list of people When to use these reports Tocreate lists of contact information To summarize who the Individuals people are in your organization Steps in this task 1 From the GMS 6 main screen open the Reports panel then click on People GMS6 gt People report m File load Groups Preferred address any Save no filter Properties People types To d no filter 7 Only people on selected lists Include incomplete addresses Clear set ngs ae Indude records without a matching address ag Enon Exclude people who are known Jad addresses are always exuded Calculated fields Banned Deceased Status Inactive Status Leave of abse Detail filtering sorting T d Defaults Sort 1 Group 4 with page break Sort 2 Mame no page break Add sort Set as default report Q Help About this tool Print options Print to Screen Pe
320. provide the decryption key it will be needed for GMS to read the encrypted data which it must submit with every request 4 Enter the ACCOUNT NUMBER and PASSWORD for your vendor This is provided by the vendor and Bespoke cannot assist in your relationship with the vendor 5 Enter the RESPONSE E MAIL ADDRESS CLIENT ID CLIENT NAME and OFFICE as appropriate Of the four values here the most important is RESPONSE E MAIL ADDRESS IntelliCorp will send the results of this background check processing to you by e mail and it will be sent to the e mail account specified here 6 Click on Execute to send the requests to IntelliCorp Retrieving IntelliCorp Results Steps in this task 1 Click on Retrieve background check results from the Applicant screening panel 2 Choose ANC as the VENDOR TTT UN CC oce amp dy Background Checks Vendor Teco Vendor specific Response e mail server Basics Vendor specific CJ Help About this tool Response e mail password Leave processed e mails on server Manually paste response e mails Forget previous list of bad e mail IDs 3 Click Count available records If encryption is enabled provide the decryption key it will be needed for GMS to read the encrypted data which it must submit with every request Enter your e m
321. r Volunteer Volunteer Volunteer Volunteer volunteer Leh im Te GMS 6 Manual Page 171 E Oe E 8 Verify that the people shown are what you expect If they re wrong click Close to go back and change your criteria Print one or two credentials to the screen to ensure that they look the way you want select only one or two of them before clicking Print If they re wrong click Close to go back and re design them Check the credentials that you want to print By default all will be checked You can right click on the list of credentials to check and un check them in bulk Select the printer to send the credentials to Click the Print button to send the credentials to the printer If any credentials need to be re printed check only those credentials and print them again After all credentials have been printed and verified check all of them and click on Mark as printed This puts a notation in each person s record on their Credentials panel with the type of credential Games and today s date Click Close to return to the credentials tool The SHOW ONLY TOP RECORDS checkbox lets you limit the number of credentials shown here to a smaller number You ll commonly use this when your printer is slow or the number of credentials is very large Enter the number that you want then click on the Apply link GMS will now only show that many credentials and the Print and Mark as printed buttons will only work on the credentials that ar
322. r XX GMS User _ Phone e mail address 703 977 3743 Check all Check none Mark bad You can also right click on an individual person for more tools you can use on that person Edit Brings up this person in the profile editor Update addresses and phones Opens the simplified profile editor name and addresses only Open read only Brings up this person in the profile editor in read only mode Comments and images for this Let s you associate pictures and comments with this person person See tracked changes Shows all changes made to this person Only visible if tracing page 199 is enabled Send this person an e mail If this person has a valid e mail address brings him up in your e mail application Copy name and address to the Copies this person s name and address to the clipboard for you to paste into clipboard another application Mark Bad Phone Numbers and E mail Addresses GMS 6 Manual Page 34 Tip If you accidentally mark a phone number or e mail address as bad the only way to un do that is to open each person individually go to their Addresses panel and fix each phone number e mail address individually by right clicking On it Finding People Using Advanced Criteria Concepts Under the Person Lookup panel on the main GMS 6 screen this tool also finds people but lets you specify your own criteria The default criteria are GROUPS and TYPES OF PEOPLE and the results returned will be only people who ar
323. r page 119 you drag and drop available fields onto the list of fields to be printed and GMS handles formatting the report and sizing the columns Steps in this task 1 Click on the Custom Column link on the Reports panel 2 Optionally load a built in or saved report by clicking on the appropriate link or click Cancel to close the report window and start from scratch 3 Select the INITIAL SOURCE which indicates the base data to be used This may be people certifications trainings or other records 4 Set your filters These will filter the records being printed account records certifications memberships etc and on the person associated with that record 5 Use the Add another filter link to add any additional filters Choose LANDSCAPE PRINTING to have GMS rotate the paper so it s wider than it is tall 7 Check USE MULTIPLE LINES IF NEEDED to have the fields wrap into multiple lines for each record If this is checked and GMS does wrap fields it will include a line between each record to make the report easier to read 8 Select a font size Set your address criteria if needed Choose which address types are preferred by setting an order here and include any as the last fallback address type if you want the letter to go to any valid address even if it s not selected here Then include or exclude incomplete addresses those missing one or more of an address line city state and zip postal code and whether people who do
324. r criteria below Adding the fallback address type any will take any address type that meets the remaining criteria Putting any after other address types makes GMS use the others first if available otherwise whatever other kinds it can find GMS 6 Manual Page 151 You can add any other types of filters by using the Add another filter link There are over 30 filter options there and GMS will only include a record in the export if it meets all of the ones you set above plus any of these Fields to include Pulling down the FIELDS TO INCLUDE editor brings up a pair of lists On the left are the fields you have available to export on the right are the fields that will be included in the export These fields are grouped in the same way they are in the mail merge tool Available fields Included fields People People Mailing all names Banned Alerts Basics Date of birth Name Other Other names Statuses Address j Certifications by type Customfields Organization address n Phone numbers by type Relationship Report images H System Advanced Exporter GMS 6 Manual Page 152 Adda field by dragging it from the left side to the right In the Included fields in this example People indicates it came from the big category on the left of People and then specific fields for name first name and family name within that Click on the plus sign in front of People to view all the field
325. r have custom designed the contents of the report saving your settings lets you re run the report again later without having to recreate the options you used There are two places to save your settings to GMS or to a disk file which can be sent to someone else to use For some types of reports GMS comes with one or more built in settings which create reports that you can use right off the bat File Load Opens the saved report tool for loading any built in or saved reports Save Saves the current report including its design and filters either to the database or to a file Properties Edits the report s name keywords grouping and comments Tools Clear settings Erases all of the settings you ve made in this report Design report Opens the Report Designer to edit the underlying layout of the report Not available on all reports Calculated fields A tool for creating your own fields based on built in fields These calculated fields can use arithmetic string formatting replacing and other methods Not available on all reports Detail Provides methods for editing detail records on a report for example which filtering sorting training records appear and in what order when running a report based on people but which includes a person s trainings Defaults Setas default Makes the current report the default report meaning that when this report tool is report opened the selected saved report will come up automatically Remove default I
326. racle Using Oracle requires that you first configure Oracle page 265 itself establish the database and create Oracle users GMS 6 will automatically create the empty tables within your database the first time it starts up Connection settings Connection name 10g vm this can be any name useful bo you _ Prevent selection of this database at startup Use Oracle s OCI drivers Server address 197 168 2 206 For the server name above enter the IP address or a resolvable computer name Far the Oracle server User that owns data tables i315 Oracle instance Oracle port orc D Default server login ID aptianal Default server password taptional gms TEE Make a shortcut bo stark v5ys One with this database connection Test this database connection Close Field name Description USE ORACLE S OCI DRIVERS GMS 6 can use its own direct drivers to connect to Oracle which bypasses the need for installing Oracle s proprietary client If this option is checked GMS 6 will use and require Oracle s drivers Unless you are having problems leave this unchecked SERVER ADDRESS Enter the IP address e g 192 168 2 1 or DNS resolvable name e g USE ORACLE S OCI DRIVERS is GMSdata myorg com of the server which holds your data unchecked S ERVER ADDRESS Enter the server name known to Oracle in your local Oracle configuration USE ORACLE S OCI DRIVERS is checked Databases GMS 6 Manual Page 272 USER THAT OWNS
327. rag any field around to move or resize it MOVE LABELS WHEN MOVING FIELDS when checked and you drag a field around its corresponding label will move relative to the field The alignment tools at the upper left can be used to help arrange the fields Select two or more fields then click on the appropriate icon From left to right these icons mean Align left Align centered horizontally Align right Alight top Align centered vertically Alight bottoms Space equally vertically Space equally horizontally Right click on any field to edit or delete it You cannot change the code of a field once it s been created Changing the data type or options for a field may cause GMS to misinterpret the fields for certifications of this type which already exist Editing a field S Field result CUE Field description Encryption Result Data type Single choice Report Field name Result Hidden rules Hide label Pending 1 Negative rok Positive x add sort by name Field Meaning FIELD How the field is described on reports filters etc DESCRIPTION ENCRYPTION To encrypt this field choose an encryption group The field won t be encrypted if the encryption keys for this group have not been created Certifications GMS 6 Manual Page 210 DATA TYPE Text A simple text field with optional maximum length Number A spin edit number field Weight Editor for weights in pounds or kilograms Date Date
328. rants by gender Filter entrants by age Filter entrants by group _ Filter entrants by type Add another filter Date person created remove Created between 05 01 2009 and 05 31 2009 Relative Dates GMS 6 Manual Page 281 If we saved the report with these dates 05 01 2009 and 05 31 2009 when we open them August the report will still have those dates in it If instead we used relative dates in the example below to add subtract days 30 in the first field and add subtract days 0 in the second when we open the report on August 10th it will show with dates relative to the current date Note date fields which hold relative dates show in pink to differentiate them from fixed dates Date person created remove Created between 07 10 2009 and 08 09 2009 When we open it on September 20th the dates will show as August 21 and September 20 To enter a relative date in a date field which supports it right click on the date field and select Relative or just press the R key in the date field You can use the hyperlinks underlined in blue to quickly assign values Relative Date Method Mumber of days Adjust Add subtrack days 30 No adjustments 07 28 2011 Relative dates allow you to save a report search criterion or Intellilist with one date today that will load as a different date tomorrow next week or any other day Entering 30 will initially show thirty days prior Ea today as the date if you re
329. ree days to ensure that your lookup indices and other values are up to date When to Use Be sure to run the index rebuild tool in the following instances after upgrading your version page 256 of GMS after running the Interactive File Importer IFI page 160 in GMS after GMS Exchange GMS Transfer or Flat File Import operations in GMS after restoring data from a backup page 195 after any changes to the name lookup rules page 227 Before You Begin All users except the one running this tool should exit GMS before rebuilding the lookup indices Steps in This Task 1 From the GMS 6 main screen click Rebuild various lookup indices on the Administrator tools panel Rebuild Lookup Indices GMS 6 Manual Page 193 Oy Sys One Jeg Woe One Index rebuilder Help Settings This tool rebuilds various lookup indices Run these rebuilds after upgrading your version of Ss doing SM5 Help l Exchange or Flat File Import operations in SM5 ar after restoring From a backup About this tool IFI help Only one user at a time may have this tool running and ideally it s run with nobody else in the system Search knowledgebase Rebuild For Sound alike names statuses and dates For people last run 05 24 2011 03 30PM Lookup values phone e mail For all addresses last run 05 24 2011 03 30PM Personal data Far all people wheelchair inactive deceased languages last run 05 24 2011 03 30PM Banned list attributes last run 05 24
330. rements 251 What are the server requirements 251 What language is GMS 6 developed in 252 What GMS Looks Like Conventions and Getting Around 4 Where to Show this Field 215 Working With Delegations 50 Working With People in a Project 46 Workstation Installation 274 Page 299
331. reports either saved or built in Marks all selected people as checked in Marks all selected people as not checked in Scratches all selected people Un scratches all selected people Marks all selected people as alternates GMS 6 Manual Page 47 Select Add to list Remove from list Games Set as not alternate Delete Add entrants to list Remove entrants from list Marks all selected people as not alternates Deletes all selected people from the Games along with their assignments and job preferences Note this does not delete the people themselves from GMS Adds the selected people to a list Removes the selected people from a list Adds this individual person to a list Removes this individual from a list GMS 6 Manual Page 48 Games specific Profile Editor Settings This section covers the Game information panel which appears in the Profile Editor when a person is opened from within a Games The profile editor page 18 itself is described elsewhere Open a person by clicking on his name from within a delegation or from all of the people in a Games i Personal data Games information Middle Family last Suffix generation S Events ee ME EN Additional data Mailing label tite amp Relationships Gender Date of birth aeris 1470171985 y Age 25 ig Custom fields as Past games Certifications E Background checks t Training lt Credentials printed Other names Date archive
332. ria a rule that excludes people who already have credentials printed Only people registered in a Games can have credentials printed for that Games Getting started 1 From within a Games open up the Credentials tool by clicking on the Name tags badges and credentials link on the User tools panel from within the Games To print credentials globally click on the Name tags badges and credentials link on the User tools panel from the main GMS 6 screen Propertes A Tools Clear settings Design credential Calculated fields Detail filtering sorting Defaults Set as default credential Q Help About this tool LSLE KAME CARLOS W CHEN TIT Ta 0d Tou d ua Settings 4 Up credentials w events Groups no filter People types no filter Only people on selected lists Exdude people who are None selected Exdude people with valid printed credentials Entrant photo Both people with and without portrait photos Filter by the start of the person s family name Limit count of people to be printed Add another filter Sorting Sort i Name no page break Add sort Get records oa amp 2 Choose a built in credentials type or load one that you ve previously saved by clicking on the Load link If none of these suit your purposes choose one that is closest to what you re looking for and then modify it using the Design report link Filters People are only included in this export
333. rly lookup people already stored Capitalization Rules and Name Prefixes These tools let you configure names or portions of names to be automatically capitalized during the data entry process For each name segment First given name Middle name Last family name and Name suffix you select the capitalization rules and any exceptions to that rule DO NOTHING Leaves the name segment unchanged from how it was entered CAPITALIZE FIRST CHARACTER Capitalizes the first character makes all other characters lower case CAPITALIZE ALL Capitalizes all characters in the name segment MAKE LOWER CASE Makes all characters in the name segment lower case Name Setup Options GMS 6 Manual Page 228 These rules do not apply when people are imported using the Interactive File Importer page 160 or the General File Importer Exceptions You can define any number including none of exceptions to the rule for each name segment The rules for each word are the same as the rules above with with the addition of Replace with another value This replace option is useful for standardization and changes more complex than the other rules permit For example you could automatically replace vanden with van den in the last family name Prefixes and suffixes Prefix and suffix fields are used as hints when GMS needs to automatically break apart full names This needs to be done when GMS is presented with a name like van Jackson Andrew Lloyd Jr Most co
334. roup first click on the Add or Insert button then use this to set the pipeline and field for the group BREAK ON Custom Field here does not mean a GMS custom field and generally you ll have no use for it here S TART NEW PAGE If checked when this field value changes a new page will be started RESET PAGE NUMBER If checked when a new page is forced by a field value change the page number will be set to 1 NEW PAGE WHEN LESS If less than this many inches centimeters are left after the group is finished printing THAN GMS will skip to a new page KEEP GROUP TOGETHER If a group would cross a page boundary GMS will force a page break before the group to Advanced Custom Reports GMS 6 Manual Page 120 try to keep the group on a single page if this is checked REPRINT GROUP If a group crosses a page boundary and this is checked the group s headers will print at HEADERS ON the top of every page that the group prints on SUBSEQUENT PAGES Tip Groups don t sort your data If you define groups like Delegation Role then Name but you sort the data by name only you ll find some very odd report results Deleting a group also deletes all fields in the header and footer of that group Labels and Fields You can place numerous types of fields and labels within the body header footer and groups of a custom report Click on these items on the top toolbar and then in the report body header or footer to place them in the report Labe
335. rson with one or more parents Fewer than 4 Teacher of A teacher with zero 1 2 or three students Exactly 1 Donor of People of any type who have given to just one charity not zero or 2 charities At least 1 Cousin of Sibling of People who have at least one cousin or sibling In most searches reports and in Intellilists you can add the criterion Relationship more than once For a person to be included he must meet all of the relationship criteria that you specify Within a Games relationships with valid date ranges are considered to be in effect if the relationship is valid on either the first or last day of the Games Outside a Games the relationship is in effect if it s valid on the day the report is run People Filters GMS 6 Manual Page 39 Features Concepts A Games can be A one time event Arecurring event which happens every year A long term operation Create a New Games The New Games Wizard creates a brand new Games from scratch Getting started Open the Games panel from the main GMS 6 screen Right click on the list of Games and select New Games Wizard Go through the Wizard page by page entering data as appropriate D p Basic settings Games name Games description Games group Applicability All systems Delegations Mone selected Basic settings screen 2 Field name Description GAMES NAME This short description of the Games appears on the list of Games and in many
336. rt has been saved on your desktop Command Line Tools GMS 6 Manual Page 279 6 From your desktop double click on the new icon to verify that the report you re looking for is generated as expected You now have a shortcut which will run this report Right click on the icon and select Properties to see its details Volunteers with assignments by job lnk Proper lx General Shortcut Compatibility Security Y Volunteers with assignments by job lnk Target type Application Target location gms working data Target SV Sus Sus exe reparc HPEPVILDEEERTT aly MU Start ire CoS us Rur Marmal window wi Comment Volunteers with assignments by job lnk Command Line Tools GMS 6 Manual Page 280 For example C NGMSNGMS exe report NPDWO3CK5JYAIYMJ C NGMSNIndividuals with assignments by JON pdr This runs the report with the internal ID code of NPDWO3CK5JYAIYMJ and prints it to the file C NGMSNIndividuals with assignments by job pdf Note the quotes around the entire command are not optional Additional Options GMS allows any number of reports to be run on a single command line Since starting GMS takes time it can be more efficient to stack multiple reports into a single run Using C NGMSNGMS exe report NPDWO3CK5JY41IYMJ C GMS Individuals with assignments by job pdf report 43Y80TR893GHJEQQ C NXGMSNAssignment calendar
337. ry from one person to the next based on various fields in the report There must first be images saved into Report Images before the Report Image Mappings menu choice will appear Steps in this task Advanced Reporting Tools GMS 6 Manual Page 112 Ss One Report image mappings setup Tools Report image mappings Add report image mapping Report mage mapping Sport to sport logo Sf Report Image 4 Other languages Description Sport to sport logol PL gt Powerlifting delete SB Softball delete add From the Setup panel click on the Report image mappings link To add a new mapping click on the Add report image mapping link 3 Describe the image and use the hyperlinks to define the code to image mappings These codes are the source values which when found in the field you re mapping from e g someone s sport will result in GMS using the image you select Click the Save button to save the mapping 5 Delete or edit mappings by right clicking on them Click the Save button to commit all of your changes Advanced Reporting Tools GMS 6 Manual Page 113 Custom Column Reports Custom Column reports get some of their features from custom reports page 118 some from the advanced exporter page 150 and some that are uniquely their own Like custom reports you can choose what information is displayed define your own filters and generally build the report from scratch But instead of using the Report Designe
338. s Badges and Credentials page 168 instructions The only change you can make here is to mark a credential as cancelled which will make it unusable for signing in via a kiosk To cancel a credential right click on it and select Cancel this credential Once a credential is marked as cancelled and it s been saved it can not be un cancelled in the future Portrait P hoto GMS lets you add portrait photos for people These photos can be used for credentials ID badges page 168 and will print on some reports such as the People page 90 report If a photo has been attached you ll see it in the Profile Editor on the upper right corner of the screen under the Photo bar To attach a photo click on the Photo Tools link on the upper right corner and a drop down menu opens that lets you attach a photo from a disk file or scanner or select a scanning source An Image Adjustment window will open with options to rotate or resize the photo The portrait photo should only include a person s head and shoulders and should normally be no more than 800 pixels on a side 600 x 800 1s recommended If a photo already exists when you click on Photo Tools a drop down menu lets you save delete adjust or crop the image or copy the image to the clipboard Profile Editor GMS 6 Manual Page 31 Enter Name Address Phone Number and E mail Changes Concepts The standard profile editor is very complex and may take several seconds to bring up a person s d
339. s Lorraine a Amis Lorraine a Anderson Eli L Anderson Eli L Anderson Eli L Anderson Eli L Artz Jacquelyn K Bell Jim K Bell Jim K Billiot Carla Billiot Carla C Billiot Carla C Billiok Carla C Boden Jahn O Bonilla Joann E Bonilla Joann E Bonilla Joann E Boswell Mary Y Bourg Benito J Bourg Benito J Bourg Benito J Braithwaite Eva R Braithwaite Eva R Braithwaite Eva R Braithwaite Eva R Braun Callie B Braun Callie B Braun Callie B Brown Myles M Brown Myles M Brown Myles M Brown Myles M Calvin Anthony F Caswell Robert K Caswell Robert K Childs Toshia J Childs Toshia J Clark Jessie E Clark Jessie K Clark Jessie K Clark Jessie K Clark Jessie K Clay Marc M Clav Marc M Clay Marc M Clay Marc M Cobos Daniel C Cole Cody 5 Custom Column Reports Subject Safety Confidentiality HIPAA Mission SHARE Rescue Breathing Mission SHARE Rescue Breathing Safety Mission SHARE Rescue Breathing Safety Mission SHARE Confidentiality HIPAA Safety Rescue Breathing Sales 101 Rescue Breathing Confidentiality HIPAA Confidentiality HIPAA Safety Mission SHARE Rescue Breathing Sales 101 Mission SHARE Rescue Breathing Safety Rescue Breathing Safety Rescue Breathing Mission SHARE Rescue Breathing Confidentiality HIPAA Safety Mission SHARE Mission SHARE Confidentiality HIP AA Rescue Breathing Rescue Breathing Confidentiality HIPAA Safety Mission SHARE Sa
340. s GMS 6 Manual Page 187 Make a Local Backup of GMS 6 in Another Folder Concepts Generally GMS backups are static things a file for recovery of your database if it becomes damaged the server fails or other problems This tool backs up your current data to a folder that you designate copies GMS 6 and its configuration file into that folder and places a shortcut on your desktop so that you can work with a copy of your main database in a safe place When to use this tool Training purposes Evaluating a new version of GMS 6 without affecting your production database Testing a potentially dangerous process e g the Bulk Entrant Value Updater page 153 without endangering your data Steps in This Task 1 From the GMS 6 main screen click the Administrator tools bar to open the panel then click on Make a local backup of GMS 6 in another folder Local Backup Tool Folder to create backup in c iEempivSvsTeskFalder vi Exi Create backup Make a Local Backup of GMS 6 in Another Folder GMS 6 Manual Page 188 2 Selecta folder to use for this purpose It can be on your local hard drive or even on a USB flash drive though it will be slower on a flash drive 3 Optionally choose to omit the trace and or zips table In many cases the t race table is both large and not helpful for testing and training The zips table is generally small in the US but very large if it includes the Canadian postal codes 4 C
341. s every few months using the Purge old trace records page 191 tool Training helps you track what classes your Individuals have taken Memberships are used for all manner of things including clubs Background checks are used to verify the identity of your Individuals and that they don t have pasts which are incompatible with your organization Kiosk mode is the touchscreen interface and optional barcode magnetic stripe scanners Games are used for compartmentalizing special events from the rest of your assignments Job associations connect people to jobs as active substitute etc without using specific assignments Accounts are used for tracking transactional data like donations meals delivered etc Enables the built in text messaging system When new portrait photos are imported for people these rules will be applied Existing photos are not affected AII of these are global settings meaning that they affect all users in GMS 6 PREFERRED IMAGE WIDTH PREFERRED IMAGE HEIGHT MAXIMUM IMAGE WIDTH System Preferences The value that GMS will present as the preferred width for new photos 600 is the recommended value The value that GMS will present as the preferred height for new photos 800 is the recommended value The value that GMS will present as the maximum width for new photos 768 is the GMS 6 Manual Page 200 MAXIMUM IMAGE HEIGHT J PEG IMAGE QUALITY Scanned images recommended value The value
342. s rtf would run both of these reports to their respective files one after the other Areport which generates no results has no eligible people will not create a file and will not affect any existing file You can change the output filename to have it go anywhere you d like that GMS has write permissions You cannot change the file output format though GMS will always create PDF files for custom reports and RTF files for assignment calendar reports GMS will always use the default database for running these reports Command Line SMS Results Retrieval If SMS text messaging is enabled GMS can automatically retrieve incoming SMS messages as well as verify the statuses of sent messages This can be done via a tool in the SMS Manager or it can be run here via the command line GMS exe smsresults This tool does not send any messages it just retrieves new incoming messages and the status of sent messages Relative Dates Some date fields allow you to enter what are called relative dates These dates are stored as offsets instead of fixed values Why would you need these Consider the example of a report from which you want all new Individuals in the last thirty days You can save the report settings and run the report on the first of each month but when you load the report it will have as criteria the last dates that you used not the dates that you want Source criteria Exclude people with these flags none Filter ent
343. se calculated fields here to distill the information down Rather than using the date of an assignment for example you re more likely to want the month quarter or year in order to have columns and rows that make sense Use the five built in sample reports Person Type Transitions Summary Survey Summaries and Individual Counts by Active Status and Date Started as examples on how these reports work and what you can get from them Summary Status by Date Started Report Start out with the built in report Individual Counts by Active Status and Date Started Click on Summary Crosstab from the Reports panel Then select Individual Counts by Active Status and Date Started Settings People summary by Group and Statu Fields to include Report title Column fields People Summary by Group and Status fed Person type delete format add Properties Initial source A Tools People Row fields i PAS E R 2 edit Group delete format ow Sanne EXE people with these flags 42 edit Active status delete format Calculated fields no filter add Detail filtering sorting Pl Editer entr PUN 1 Filter entrants by gender Summarized fields d Defaults Filter entrants by age edit Code Count delete format Taal me b add Set as default report Filter entrants by group Q Help El Filter entrants by type Add another filter About this tool Calculated fields help Set default report help Detail filtering sorting help
344. sic mailing labels limit the information you can put on your mailing labels custom mailing labels let you put any information you want on the labels There are a number of built in label templates that you can use Steps in this task 1 From the GMS main screen or from within a Games select the Letters mail merges and mailing labels panel then click on Custom mailing labels File Settings 5160 labels Address filEering Load E For labels going to 2 people with a shared address print Preferred address any Save just one label Properties Starting label Exdude contact flags A Tools ly none Groups Exclude incomplete addresses ost no filter Exclude records without a matching address Calculated fields known bad addresses are always exougeg Detail filtering sorting no filter Sorting Defaults 7 Only people on selected lists Add sort Set as default report Exdude people who are Banned Deceased Status Inactive QJ nep About this tool Print options Print to Screen Custom Mailing Labels GMS 6 Manual Page 80 When printing labels from within a Games if a person is registered in the Games more than once he will have a label printed for every delegation that he s in 2 Selecta basic template to use from the list 3 Design the contents of the label itself using the Design report link 4 Setthe filters for the people to be included People are only included in this export if t
345. signed up for trainings and receive grades as well Training subject In training a subject is what the training course is all about For example First Aid General Orientation and Security are good subjects What it does for you Training lets you track what classes your Individuals have taken and thereby the skills you know you ve given them Jobs can have required trainings associated with them preventing anyone from being assigned that job until he s taken the appropriate training Where you ll find it Set up subjects under Training subjects on the Setup panel General advice Define your course training subjects to match the types of training your organization offers or requires If someone else is doing the training for example the Red Cross you can still track that training in your own data Also see Training page 294 and Training Course page 233 How it works Training is organized into subjects and then into courses classes within that Individuals can be signed up for trainings and receive grades as well User decryption key User decryption keys are given to end users for accessing encrypted background check requests and results as well as other encrypted certifications What it does for you Given to authorized users they allow these users to access the encrypted data These decryption keys can also be revoked later if the user leaves the organization making the key useless even if the USB thumb drive
346. sion compatibility When making GMS backups using NexusDB GMS uses a special fast mode which causes NexusDB to simply replicate the tables locally Normally this is fine But when making a backup of a database whose schema is of a later generation than the one on which the data will be restored GMS will include in the backup those columns and tables which are part of the newer schema but which will cause older versions of GMS to refuse to use the backup file To eliminate this make the entry NexusDB NoFastBackups 1 Special Settings GMS 6 Manual Page 285 This setting tells GMS to only copy columns and tables which it understands This does not affect any databases stored in SQL Server or Oracle Memory Management In version 1 5 5 4 a new memory manager was added to GMS to reduce memory fragmentation To disable that memory manager make the entry General NoFastMM 1 Special Settings GMS 6 Manual Page 286 Glossary of Terms Alternate name An alternate name is a second complete name for a person This is most commonly used for nicknames or the person s name in a different language and or character set What it does for you Lets you have two versions of the same person s name Where you ll find it Within the the Personal data panel in the Profile Editor click on the Other names link Need more See Sounds like phonetic name page 293 for information on storing how the person s regular name sounds The Alternat
347. size tool to reduce large photos to a more reasonable size while leaving others unchanged Steps in This Task 1 From the GMS 6 main screen click Photo resize tool on the Administrator tools panel S VSys One EE ss One Photo resize tool B5 Photo resize tool Settings Settings Reduce all images to this size or smaller LJ Help 600 x 500 Help About this bool Search knowledgebase no Filter People types no Filter Groups 2 Select a maximum image size Any image which is larger in either or both dimensions horizontal or vertical than the values entered here will be reduced in size The default value 1s 600 x 800 which is our recommendation 3 If you want to check and fix images for people in specific groups or of specific types specify the groups and or people types 4 Click the Run button The resizing process may take some time When complete GMS gives you an on screen report showing the names of the people whose images it needed to update Photo Resize Tool GMS 6 Manual Page 190 Purge Old Trace Records Concepts This tool allows administrators to permanently remove old trace records which are audit logs of most activities in GMS These logs include logging in viewing records creating values printing reports sending letters and security exceptions If tracing is enabled these and many other actions leave a trail indicating what actions were performed and who performed them This tabl
348. son for training or right click on any training item to add edit or delete it When registering someone for a course via the Training menu link only upcoming courses are shown Subject Description Start Expiration Location Instructor Status UII Ig eil MPA lee uua L r B bl LA I uu i Ill lc ee A III tr LAP rb itt Ds Bane Raf Tt ane IL confidentia Add training Register in a course Orientation Chevrette Michael Registere confidentia Edit without registering in a course Rescue Breathing amp 10 15 2011 06 00AM Home tere Confidentia Delete Advanced HII SEAST 0 Hegisere Confidentia Send a letter DE 012010 08 00 47 UgrUljzD011 5East Smith Beth E Registere You can right click on any training record to send a letter to the person in the training if you have any letter templates set up which are based on training records Trainings which are part of a training course can only have their STATUS and EXPIRATION DATE edited other properties like START LOCATION and SUBJECT are derived from the course itself Credentials P rinted Credentials are ID passes which identify athlete caoches and staff and allow them access to the appropriate places at your Games This panel shows all of the credentials printed for this person along with the type date printed expiration date and Games The information on this panel is generally read only meaning that you can t edit it here To print a new credential follow the Printing Name Tag
349. ssing photo Games General General Main Desk General General General General Main Desk General General General Main Desk General General Main Desk General Main Desk Main Desk General General Volunteer Volunteer Volunteer Volunteer Volunteer Volunteer Volunteer Volunteer Volunteer Volunteer Volunteer Volunteer Volunteer Volunteer Volunteer Volunteer Volunteer Volunteer Volunteer Volunteer Volunteer GMS 6 Manual Page 55 Duplicating a Games Concepts When running the same Games year after year it s more convenient to duplicate an existing Games than to re create the Games again from scratch Duplicating a Games makes a copy of the Games and all of its settings events locations custom fields and delegations It does not re register the same people as were registered in the original games the new games starts out with no people in it Steps in this task 1 From the Games panel right click on the Games you want to duplicate 2 Select Tools and then Duplicate from the menu 3 Enter the name for the new Games GMS will default the new name to copy of XXX then click ox GMS will now make the new Games 4 Editthe new Games s settings by right clicking on it and selecting Setup then General At a minimum you ll need to set the dates and other basic properties of the Games to match this year s version Training Co
350. ssociate with this address Copies the address to the clipboard where it can be pasted into another application Optional the name of the contact person at this address Most commonly used for emergency contact addresses GMS 6 Manual Page 22 edit sharing If a Individual shares an address page 24 with another Individual you can connect the two addresses from this link Note This will share all information address phone and e mail you will need to add a second address for each member to have a unique phone or e mail address ADDRESS Street address only CITY S TATE PROVINCE ZIP POSTAL COUNTRY E MAIL You can also enter e mail addresses in the phone number fields by setting their KIND to E mail Profile Editor GMS 6 Manual Page 23 Tip When your cursor is in any of the address fields hitting the r2 key brings up a prompt for a postal zip code Entering one here will fill the CITY STATE PROVINCE and ZIP POSTAL fields automatically if GMS knows this postal zip code Phone numbers To add a new phone number click the Add link beneath the PHONE NUMBERS and select the type of phone number you want from the drop down list For example click Home The field appears next to the link and GMS lists the kind of phone number to the right of the field in this case HOME Enter the phone number including the area code with or without punctuation GMS does not require any special formatting in these fields To change a p
351. st Preceding it with negative edits the existing value removing the new value s from the list Date time and datetime for Excel and dBase enter them such that the application Excel dBase understands them For text files use mm dd yyyy format Person Lookup For all tasks which are focused around people Create update people Credit Individuals with hours globally Add remove people from lists and others you have three options Include the person s 16 digit ID code in the OWNER field This will tell IFI to simply use and update that person without any further interaction Leave the person s OWNER field blank enable the Person lookup module and provide some data with which IFI can search for the person For each record IFI will show you a list of people who match your criteria and let you select one of them to be used If the People module is enabled and sufficient data to create a new person is provided IFI will also let you create a brand new person here Leave the person s OWNER field blank or fill it with the ID code you want used for a new person and check the box IF A PERSON DOES NOT EXIST CREATE A NEW ONE in the Module specific options dialog If you do this IFI will create a new person every time it finds a record which does not refer to a valid person This is great if you re importing new people that you know are not already in your data but dangerous since it can create a lot of duplicate
352. st Contact information for Individuals Report Concepts GMS 6 Manual Page 68 Loading Reports When you open many report screens you will be given a list of built in and saved reports to select from WY Select saved report Mame Keywords People including assignments calendar People Report addresses People Report by name People showing assignments and job associations People summary by group People summary by group and type People summary by group type and status People with account summaries People with address phone People with assignments calendar People with hours summaries by year People with hours summary People with no recent hours Search peopl Load From a File Last used 08 04 2010 03 03 2009 03 03 2009 OS 02 2010 06 13 2010 05 13 2010 05 13 2010 08 05 2010 os 02 2010 03 05 2009 05 08 2010 05 08 2010 05 02 2010 Other built in built in built in built in built in built in built in built in built in built in Cancel Type in a description of the report or any keywords into the SEARCH field and GMS will show the reports which match those search terms Double click on any report to use it or click on the Select button Click on Load from a file to load a saved report which was sent by e mail or that is saved on a disk somewhere If available clicking on a report here will show a preview sample image of the report Tip To see the reports that you have most recently us
353. status to Retrieved from xxx this is not done automatically for other vendors 4 Click on each record and examine the results at the bottom Is this Individual acceptable Unacceptable Needs further checking On the right click menu Edit Mark background status Add a new background check request for this Individual Selected records This record Select Add to list Remove from list IntelliCorp Background check Edits the request as shown here request Background check The results for this Individual This is a separate results certification and each person has just one If none exists GMS will make it here Individual Brings up the Profile Editor for this person Sets the background check results status for this Individual to Unknown Green Yellow Red or Unprocessed This is not the status of the current request but instead the Individual s Background results certification For Individuals who need additional checking adds a new background check request of the type that you specify for this person You can then send that request as part of the regular processing cycle next time you send background check requests Options for sending a letter to the checked Individuals Options for sending a letter to the selected Individual Checks All None or Reverse for these requests Adds this person to the selected list Removes this person from the selected list GMS 6 Manual Page 141 Exceptions Rep
354. stern name in the alternate name fields this lets you look up people based on similarity of the alternate or phonetic names PRIMARY NAME The person s primary name is used for finding people based on similar names SOUNDS LIKE The person s phonetic name is used If the phonetic name for a person is blank his her PHONETIC NAME primary name is used in its place ALTERNATE NAME The person s alternate name is used If the alternate name for a person is blank his her primary name is used in its place When looking up on family name ignore these words at the beginning of the family name In some cultures family names are commonly prefixed with an honorific e g el This honorific is not always present and so you may have to search for someone once with the honorific in place then again without it if the first search was not fruitful This becomes more complicated if more than one prefixed honorific is common This list will exclude any checked values when searching for name similarity For example the family names el Abdullah and Abdullah would both match a search for Abdullah if el was checked on this list The names present on this list are defined on the Capitalization rules and name prefixes page 228 panel Caution Changing any of the values on this panel requires running the Rebuild various lookup indices page 193 tool in the Administrator tools panel afterwards If you don t GMS 6 and GMS are not going to be able to prope
355. sters report Reports on the people in courses On the right click menu Right click on a course on the list to modify individual courses or perform other actions Add Define a new course Edit Opens the course for editing Delete Deletes this course Deleting a course with students in it cause GMS to prompt you whether to delete all of the training records of those students in this course or to disconnect them from the course and leave all of the training records intact See this course s Opens up the course entrants list with the course s students There you can edit add registrants and delete entrants in this course Training GMS 6 Manual Page 59 Filters By default all upcoming courses show on this list Use the filters on the right to change those criteria and list past courses those within a specific date range by subject handicapped accessibility location or whether the course still has openings for more students Course Properties Course Properties Course subject Description Orientation Stark date Start time Duration SEabus a 10 29 2011 11 00 AM 04 00 A Confirmed Credit students with volunteer hours Training Training course credit Hours ratio 100 percent Instructor Chewrette Michael Primary location Main Wing Catering Expiration date Anonymous enrollment a dl o Min enrallment Max enrollment Max oversubscription A A E es Om Co
356. sults from background screenings on your Individuals What it does for you Lets you securely capture the results of background checks on prospective Individuals Where you ll find it In the Profile Editor on the Background checks panel You ll also create these when using the Request results handling link on the Applicant screening panel If you pre approve your Individuals by doing background screenings yes General advice Always create your background check encryption keys before entering background check requests this ensures that the information on these requests is encrypted and safe from unauthorized access Page 287 Bad phone number or e mail address A bad phone number or e mail address is one which is in GMS but is known to be bad What it does for you Lets you keep the bad phone number e mail address on file while suppressing it from reports Where you ll find it In any of the address phone number or e mail address editors General advice If a phone number is deleted because it s bad another user may re add that same bad value later from another form not realizing that it S bad By marking the phone number or e mail address as bad another user is less likely to re enter it again Need more You can also use this to mark an e mail address or anything else in a phone number field as known bad How it works Right click on the number e mail and choose Known Bad The number e mail will turn red to indicate
357. t 1 To send the report to another person click the send issue report button 2 Type your name and e mail address and click the Continue button Send Assistant Contact Information your name Joe User your email joe user gmail com remember me Continue Cancel 3 Enter a description of what you were doing e g Working in custom reports accidentally unplugged the network cable Click on the Continue button Send Assistant Error Details in which situation did the error occur Working in custom reports accidentally unplugged the network cable Continue Issue Reports GMS 6 Manual Page 260 4 If any confidential information was on your screen un check the box ATTACH A SCREENSHOT TO THE BUG REPORT Otherwise leaving that image intact helps technical support see what you were seeing Screenshot Configuration w attach a screenshot to the bug report En de und on pr Rm CELY PR A gun Bu meu m e moms re Bo ah Pe iani mam A mnm a c cu Gontinue Gancel Issue Reports GMS 6 Manual Page 261 5 Click the Continue button to send the report If you get an error at this point GMS may not have been able to work with your e mail program to send the issue report Tip GMS always copies the details of the issue report to the clipboard If this process doesn t work for sending us the report try going into your e mail application and simply pasting Ctrl V the report right into the body of an e ma
358. t William Q 03 07 2008 04 05 2009 2 items shown 6 Verify that your criteria brought the expected results then select which of these should be updated Use the All None Reverse tools on the right click menu to do this in bulk 7 Click the Run button GMS will prompt you one last time with the count of records to be updated after confirming this it will start the update process 8 GMS will show you a report of all of the records which were changed along with the values both original and new Tip Use the Load save settings links on the left side to save the current settings both criteria and new values for later use or to re use previously saved settings Bulk Value Updater GMS 6 Manual Page 155 New Values New values are the fields which will be updated Click on the add field to be changed link to select a field for the person certification or assignment to be updated then the operation to be applied to that field The operations available depend on the type of data each field contains Field editor E Field to be updated Expiration date Operation Mumber dake add Add Operation Replace with a specific value Erase existing value Add values to list Remove values from list Number date add Number date subtract Number multiply Search and replace Append text Assign the value of another field Assign a new time value only Assign a new date value Bulk Value Updater 352
359. t get the actual physical key back from the user So in the event the key is missing lost or stolen the data remains protected There are both master keys and user keys and there are some important differences between the two Master Keys Do not have associated passphrases and cannot be revoked At least one copy of the master key should be put in a safe or safe deposit box off site The data encrypted with the master key cannot be retrieved without at least one copy of this key or a user key derived from it User Keys Unlike the master keys these keys are protected by passphrases User keys can also be revoked even if you do not have the physical key All users should have their own user decryption keys and the master decryption key s should always be stored in a safe place with at least one copy stored off site Caution In order to protect the data it is very important to be sure that the decryption keys especially the master decryption keys are not stored on your computer s hard drive or on your network The Encryption key manager in GMS lets you create and manage master encryption keys and user decryption keys Before You Begin From the GMS 6 main screen click the Administrator tools bar to open the panel Click on Encryption key manager Create and Manage Data Encryption Keys GMS 6 Manual Page 184 ST VSys One EJES voya One Encryption key manager Tools Master encryption keys Master keys are used to encrypt cer
360. tact Alerts PRESENT shows in the bar to highlight the fact that alerts exist Field name Description REQUIRES Also use if the person can only access locations specified as handicapped accessible WHEELCHAIR AND OR HANDICAPPED ACCESSIBLE LOCATIONS EMERGENCY CONTACT Name and phone number of a close relative or friend who could assist as needed in the event of an emergency Use the Individual s addresses to store their complete emergency contact information Note This field is present solely for backwards compatibility MEDICAL ALERTS Important medical information DIET ALERTS Any special dietary restrictions Profile Editor GMS 6 Manual Page 27 Custom Fields The GMS developers make no pretense of being able to predict every bit of information you ll need to track and so you can create and use any number of custom fields within GMS The Custom fields panel shows these fields and their values for that individual person Custom fields can be set up globally so they are available everywhere both within and outside of Games They can also be Games specific that is set up specifically for a Games and only accessed within that Games If your administrator created any custom fields for your organization you will see Custom fields listed when you view edit or change personal information f your administrator did not create any custom fields for your organization Custom fields will not display There are various types of
361. tain sensitive data Once created they are almost never replaced Each master encryption key comes with a master decryption key which is used to read the data which has been encrypted Users do not need access to the decryption key which is never stored in the database to write encrypted data only to read ik The Q Help only time you d normally create a new master key is if Ehe original is compromised Create a new master key Create a new user key Help Group 3 user keys Created Description About this tool Background checks current 1 3 5 2009 Encrvpts sensitive portions of background check requests and Search knowledgebase 4 User decryption keys User decryption keys are copies of a master decryption key but associated with individual users and with a passphrase These keys can be revoked in the database if the user leaves the organization even if the user retains his her copy of the key Other users keys will still remain valid if this happens and master key will always be valid Group User Created Status BackgroundChecks mrchev 03 05 2009 Valid Creating Master Encryption Keys You almost never need to make an encryption key more than once If you already have an encryption key for Medicals you don t need to make it again If you have already made a master encryption key for this type of data GMS warns you that a master encryption key already exists The new key will encrypt all newly saved values but
362. tant GMS attributes like hours and assignments will not be transferred GMS on the other hand does transfer all GMS information This makes it important to use GMS 6 for these operations not GMS 5 since GMS 5 does not understand many of the features in GMS Combining Duplicate People GMS 6 Manual Page 36 People Filters GMS 6 lets you define your own filter criteria in many places including mail merge exporters page 150 many reports page 90 advanced person lookup Generally these places have an Add another filter link which is how you add the first and later criteria to your filter The layout of the tool can vary some displaying more options than others depending on where the filter is being used Initial criteria The values you set here are the most efficient and fast GMS first finds the people who match these criteria and then further narrows them by any other filters you add Initial source this is where GMS will start its search for people to include Options here may include depending on where the filter is used All people in the system People on one or more lists People registered in this Games People with specific certifications Individual hours Assignments Trainings Mandates Interviews Memberships and Account records After selecting an initial source GMS will give you a list of possible filters which will vary depending on the source you selected For example selecting Individual hours will
363. ter as well as to see when you ve communicated with various people After clicking on the Mark as printed link these are your options for the letter printed records that are added to each person who was printed Field name Description DESCRIPTION A description of what is being mailed e g Summer 2007 Newsletter LETTER TYPE The type of letter this represents e g Newsletter Basic Mailing Labels GMS 6 Manual Page 74 METHOD How this is being sent usually Mail STATUS The mailing s status usually Sent MERGED When the mailing was printed usually today s date MAILED When the mailing will go out You can mark it with today s date or the day you estimate that it will mail Basic Mailing Labels GMS 6 Manual Page 75 Label Types While GMS has hundreds of built in label types you may still want to create your own GMS 6 gt Basic mailing labels with custom filters E Settings O Addressfitering For labels going to 2 people with a shared address print Preferred address any Save Properties ype Leftnudge Top nudge To dE US Address 5160 Clear settings em 2 i S Exclude incomplete addresses Calculated fields IAS 35MM Slide L300 Exclude records without a matching address Detail filtering sorting LAS 35MM 55 known had addresses are always excluded sf Defaults dui Y Excude people with these flags AY Banned Deceased Status Applicant Status Inactive Status Hep piapa E Fi
364. th additional references I d enter those as well by clicking on the Enter a background check link and repeating the previous Steps To actually mail the reference letters you ll need to return to the GMS main screen open the Applicant screening panel and choose Print reference check letters Here you could print them for many Individuals at once see the section on Individual Screening page 145 Profile Editor GMS 6 Manual Page 30 Trainings Trainings help you track what classes your Individuals have taken This panel shows all trainings that this person has completed or is scheduled for Subject Description Start Expiration Location Instructor Status ZH IM LS PP me lee uo i ee uu i pa ll Le BL tl Lait gt Ui LE ELM Confidentiality HIPAA 03 01 2010 08 004M 03 01 2011 General Chevrette Michael Registered Confidentiality HIPAA 04 01 2010 08 00AM 04 01 2011 Second Facility Chevrette Michael Registered Confidentiality HIPAA 05 01 2010 08 00AM 05 01 2011 5 East Registered Confidentiality HIPAA 08 01 2010 08 00AM 08 01 2011 5 East Smith Beth K Registered Inservice 09 01 2010 08 00 4M General Main Wing Registered Orientation 09 01 2009 09 00AM 08 31 2010 General Chevrette Michael Registered Sales 101 02115 2010 11 004M 5 East Smith Jr Dale The Man Registered Sales 101 Sales 101 03 15 2011 11 004M 03 15 2012 Second Facility Smith Jr Dale The Man Registered Click Training on the left menu to add a per
365. that GMS will present as the maximum height for new photos 1024 is the recommended value When saving new photos internally GMS uses the JPEG format This is a lossy format which saves a lot of space but does degrade the image slightly Higher numbers represent a higher quality lower numbers a lower quality GMS only allows values between 60 and 95 inclusive Scanned images are those attached to comments and within certifications If a new image is added via disk file camera or scanner and its size is larger than either dimension here GMS will prompt you to optionally reduce its size PREFERRED IMAGE WIDTH HEIGHT J PEG IMAGE QUALITY Person lookup DEFAULT PERSON LOOKUP METHOD WHEN LOOKING UP PEOPLE FIELDS TO SHOW IN THE PERSON LOOKUP TOOL Statuses MARK INACTIVE PEOPLE AS ACTIVE DON T SHOW A WARNING MESSAGE INDIVIDUAL AVAILABILITY IS LOCATION INDEPENDENT NEXT TIME THE INDEX REBUILDER IS RUN FOR AVAILABILITY Advanced Options DON T USE SPORTS System Preferences The values that GMS will present as the preferred width and height for new scanned images 850 is the recommended value for width 1100 for height GMS stores images in JPEG format which is a lossy format meaning that the image is reduced in quality slightly to tremendously reduce its stored size A higher value here will store the image at a higher quality with a consequent increase in its size on disk The recommended value is
366. that all existing values will still use the old encryption key To read older data you would need to use the older decryption keys and passphrases 1 On the left navigation panel click the Create a new master key link The New Master Encryption Key Wizard window opens Read the information on the window and click Next to continue The Key properties window opens 3 Inthe ENCRYPTION GROUP field select the encryption group from the drop down list For example select Background Checks GMS lists the information that will be encrypted to the right of the field and puts the name of the encryption group in the KEY NAME field 4 Click Next to continue The Save keys page opens 5 Enter the file names of two places to store the master decryption key Caution They should be on a USB flash drive or other removable media not on your hard drive or network drive Caution Be sure that you do not lose the master decryption keys or any data encrypted with that key will be gone forever 6 Click the Next button The Finished page opens 7 Click the Finish button GMS creates the new key This may take a few minutes When you have successfully created a master encryption key the information for that key will show up on the Encryption key manager screen under Master encryption keys You should now create one or more user decryption keys Create and Manage Data Encryption Keys GMS 6 Manual Page 185 Creating User Decryption Keys User keys
367. the current date Person s communication language regardless of any other languages he speaks For any global or Games custom field lets you specify the values or absence of values for that field Specifies the valid range for the person s DOB To send out birthday post cards check the box IGNORE YEAR PORTION OF DATE Then set a DOB range from 01 01 2001 to 01 31 2001 and all people who were born in January of any year are included Include entrants with images or Exclude entrants with images This refers to the person s portrait photo Male Female and Unknown All Any None of these languages The person can have this as his primary or additional languages and qualify Advanced filters on the aspects of a person s name Last family First given Middle Prefix honorific Suffix generation Team Person s primary language regardless of any other language he speaks If GMS security is enabled filters for including and excluding security users by status superuser status and user IDs Include only entrants requiring a wheelchair or Exclude entrants requiring a wheelchair GMS 6 Manual Page 38 Games Games registration All Any None filters on the person s registration within a checklist of Games with specific roles Games registration Include or exclude people based on their registration within any by date Games within a date range Statuses Active status Include or exclude people on their status Active Inactive
368. the public private key abilities of RSA very slow Every record uses its own AES key so each record must be decrypted individually using the private key Within the record all elements that are to be encrypted in the same encryption group are bundled together and encrypted as a group to minimize the number of RSA encryption decryption cycles User keys are composed of three elements The user s passphrase which is never stored A random user code which is generated for each user ID for each key and stored in the database and An encrypted version of the decryption key which is stored on a USB key or other external medium GMS encrypts the master decryption key with a combination of the user s passphrase and the user s database stored code When the user tries to use his key GMS asks for the passphrase and looks up the user s code If the two are provided correctly GMS is able to decrypt the encryption key and use it When a user s key is revoked that database stored code is removed Without it GMS cannot decrypt the user s key making the key useless GMS 6 s encryption is intended to hide the data itself not the fact that data is present or missing Empty fields are not stored and the size of each encrypted bundle is directly proportional to the source data It may be possible to determine that detailed information about an individual is stored and therefore that history exists From a large record size someone may correctly
369. the user defined format As above but excluding any time elements User defined date time format but without the date As above but including seconds Date time in user defined format but including seconds For dates in the past three days shows e g yesterday 2 days ago otherwise uses the user defined date format As above but including seconds See Tight under Time fields but with the date included at the beginning See Tight just time under Time fields but with the date included at the beginning See Tight just time with seconds under Time fields but with the date included at the beginning Time as a duration in the user defined duration format As above but including seconds Time as a duration in decimal form regardless of user defined duration format Time as a duration in hh mm form regardless of user defined duration format As above but including seconds Boolean checkbox yes no fields Checked true value Yes Y True OK Done Advanced Custom Reports Un checked false value Not OK Not Done mmmm d yyyy m d mmm yy mmmm yy Sys sys date sys time sys time ss SYS SS fr fr ss tight tight time tight time ss dur dur ss dur dd dur hh mm dur hh mm ss Code Yes No Y N True False T F OK Done Not OK Not Done GMS 6 Manual Page 133 Applicant Screening GMS offers three major tools for screening
370. them Right click on the label or field to set this option Pipelines Pipelines are full of records and they re all linked together by a common element the record in the primary pipeline Think of pipelines as tables in a database all joined using common keys Every field and sub report has a pipeline associated with it For fields it indicates where the field gets its data and limits the fields that can be selected For sub reports the pipeline forms the basis of the sub report and the contents of the sub report are repeated once for every record in its pipeline We have a whole series of pipelines available to us plus one more for every type of certification defined For fields where the meaning is obvious from its description we ve left the description blank Advanced Custom Reports GMS 6 Manual Page 121 Addresses report pipelines various There are four address pipelines available Address single element the one address that was selected by your criteria blank if none met them All addresses zero or more items all valid addresses for this person except for emergency addresses Emergency addresses zero or more items all valid emergency addresses for this person Organization address single element address information for this organization as defined in System preferences Field CITY CITY STATE P OSTAL CITY STATE ZIP COMMENTS CONTACT NAME COUNTRY COUNTY E MAIL LINE 1 LINE 2 LINE 3 LIN
371. ther than the primary one where that pipeline may have more than one record For example if the primary pipeline has people in it and you want to show every phone number for that person add a subreport Set the pipeline to that subreport to Phone numbers You ll see a tab at the bottom of the designer with that pipeline s name Within that subreport put the Phone number and Kind fields setting each to the Phone numbers pipeline When each person prints the subreport will print once for every phone number that the person has including the fields you placed on it Display Formats Within the Report Designer and in Custom Column reports you can specify a display format for various fields The formats available vary by field and data type Special format prefix codes Use these to simplify the display of prefixes on fields in reports Format Code amp When used at the beginning of any display format is replaced in the report when run with the name of the field plus a colon but only if the field s value is not blank XXXX When used at the beginning of any display format the text between the tildes is displayed at the beginning of the field when printed but only if the field s value is not blank For example the display format amp when used on a person s DATE STARTED field will display Date started 01 12 2010 if there is information in the field If the field is blank nothing will display This removes extraneous an
372. this hint again e Banned People GMS 6 Manual Page 148 Sample report Banned People Report Northeast McMahon Amy 06 19 1974 Female 123 Main Street Other Schenectady NY 12345 Ban expires 12 31 2011 Northeast Coach Banned People GMS 6 Manual Page 149 User Tools Advanced Exporter Concepts To send data to another application or do a mail merge using Microsoft Word OpenOffice or your own database GMS lets you select the fields to be exported and sends that data into an export file that you can use in other programs Getting started From the User tools panel click Advanced exporter or from the Letters mail merges and mailing labels panel click on Mail merge via export file When exporting from within a Games if a person is registered in the Games more than once he will be exported once for every delegation that he s in GMS 6 gt Advanced exporter m File Advanced exporter Load Fields to include Save none Properties E Initial source A Tools People Clear settings Exclude people with these flags Defaults Banned Deceased Status Applicant Status Inactive Status Leave c v Filter entrants by gender Filter entrants by age Filter entrants by group About this tool F Filter entrants by type Set as default export Sorting Add sort GI Add another filter Export options Format Microsoft Access Export file name Filters Peopl
373. ting an issue report GMS will make an HTTP connection port 80 to the http bugreports bespoke com GMS bugreport to post the report If successful the operator will get an e mail confirming our receipt of the report along with a URL that they can click on to see the report s details By default GMS includes a full screenshot with the report and you can see that screenshot at that URL If for privacy reasons or other reasons that screenshot should not be shown it can be deleted here Stored passwords When GMS remembers the login ID and password for a database connection it stores it in the GMS ini file By default that password is stored in plain text To obfuscate that password to users able to view the contents of that file GMS allows the password to be encrypted In the GMS ini file make the settings General PasswordHash somevaluetheywontguess This is not a hash Hashes are not trivially reversible and this must be reversible since the name used here is for backwards compatibility purposes Instead GMS encrypts the password with the value you provide and an internal fixed value reversing that encryption in order to log on to the database Time synchronization By default GMS will synchronize its clock with the clock on your database server every few seconds To disable this on SQL Server make the entry SQL Server NoschedTimesynch 1 For NexusDB use NexusDB and for Oracle Oracle as the header Backup ver
374. tion Links to the Bespoke website for more support for GMS 6 What GMS Looks Like Conventions and Getting Around GMS 6 Manual Page 4 Special Tools This includes links to change languages look at a snapshot of your statistics start a GoToAssist session with support and your license information Maintenance Maintenance reminders In the center of the screen you will see panels that open by clicking on the bar with the name of the panel Currently the Person lookup panel is open and you can see the options in the panel for searching for people You will also see a link path aka breadcrumbs in the upper left portion of the window that shows where you are within GMS With each new screen you open GMS helps you keep track of where you are by showing you the name of the current screen and relevant information about where it is located within the system When you are viewing or entering personal data about an individual this link path will even display the name of the person whose data you are viewing To return to the main screen or another screen in the path just click the desired screen name In the figure above the only link shown is the GMS 6 main screen because that s the screen we re currently on and there are no screens before it Using Panels Most tasks begin by opening a panel and then clicking a link on the open panel The task panels on the right are drop down panels that are either open or closed When a panel is closed you
375. tions 44 Project Custom Fields 44 Project data report pipeline 128 Project Reports 52 Project Rights 248 Project Setup 42 Projects 40 Project specific Profile Editor Settings 49 Pure XML 284 Purge Old Trace Records 191 Q Q amp A 251 Quick Navigation 255 R Rebuild Lookup Indices 193 Reference Checks 145 Registering People 45 Registration Wizard 45 Relationship report pipeline 128 Relationships 25 39 292 Relationships report pipeline 129 Relative date 292 Relative Dates 281 Remembering Searches 15 Report Concepts 65 Report Designer 119 Report Groups 120 Report Image Mappings 112 Report Images 111 Report images report pipeline 129 Reports 19 65 Request Results Handling 140 Resample Scanned Form Images to Reduce their Size 198 Restore From a Backup 195 Retrieving ChoicePoint Results 137 Retrieving IntelliCorp Results 139 Revoking a User s Key 186 Role 292 S Sample Locations 225 Saving Changes 254 Saving Reports 69 Scratched 293 Security Emergency Bypass 250 Security Manager 242 Security Notes 236 Security Options 236 Security Options General 236 Security Reports 249 Security rights report pipeline 129 Segment Names 227 Server Installation 274 Setup 199 Shared address 293 Shared Addresses 24 Shortcuts for Using GMS 6 3 Shortcuts Tips and Tricks in GMS 6 253 Sounds li
376. tions in a way that makes the most sense to you If you have just one GMS 6 Data would make sense If you have production and test databases Production and Testing would make sense NICKNAME Optionally enter a name here to be able to use it more easily in command line tools like datapump page 277 This name should be unique across all database entries PREVENT SELECTION OF Checking this box will prevent this database connection from showing on the list of THIS DATABASE AT databases when GMS 6 is started Use this for test databases for example STARTUP Databases GMS 6 Manual Page 270 Make a shortcutto start Creates a shortcut usually saved on your desktop with the appropriate command line GMS 6 options to start GMS with the currently selected database without prompting the user each time it s started This can be useful to have different icons for different databases e g one for testing and one for production both using the same copy of GMS exe After creating or editing a database connection s settings click on the Test this database connection link GMS will try to connect to the database using the settings you ve entered and report any connection problems it finds Tip To bypass the AUTOMATICALLY CONNECT TO THIS DATABASE WHEN GMS STARTS UP action hold down the left Ctrl key on your keyboard as GMS starts up SQL Server Connection Settings Using SQL Server requires that you first configure SOL Server page 264 its
377. to data entry for all of these applications assign Set individually to USING CUSTOM APPLICATION FORMS or assign rights to individual applications Using custom application forms Set individually Demographic Information Access ER job application Mo access Sample Volunteer Registration Form Mo access Volunteer Application No access Certifications You can give the user rights to certifications by giving them rights to all certifications and or giving them rights to the individual certification types with the the user getting the sum of the two For example giving him View to all certifications and Create to Background results lets him view any certification type and create new Background results certifications The user can only perform actions for which he has rights with one exception if he has Edit rights he can also view the certification Certifications none Academic Standing none AED none Athlete Medical none Auto insurance none a 1 1 I m I d aml Io rm a mal 7 Fm 7 1 F User Security Rights GMS 6 Manual Page 247 Games Rights Users without global Access to all for Games can be given rights to individual Games Select a Games from the list This brings up the user s rights to that specific Games Project George s Tree Planting Superuser all rights to everything Standard user setup Mo access General data entry No access People none People by role no details set People
378. tor here to update the entrant s personal information Changes made here are not saved until you click Finish at the end of the wizard Person availability and assignments screen 5 BIB A number assigned to a person Again this option is more commonly used in GMS than in GMS SPORT Select the Sport that this person is entering into EVENT S Use the drop down to select the even or just enter the event code Games GMS 6 Manual Page 45 Custom fields screen 6 If you checked SHOW CUSTOM FIELDS PAGE FOR EACH PERSON on the first page this page lets you edit any custom fields associated with this person Remember there may be more than one tabbed screen of custom fields to edit Finish Gives you a quick summary of the person being added RUN THIS WIZARD AGAIN If checked after you click Finish GMS will save the data you ve entered and then start the Registration Wizard back again at the Find People page Working With P eople in a Games Getting started This section covers working with people who are already registered in a Games See lists of people in a Games by first opening a Games and then clicking on either See all people in a Games from the Data entry registration panel or by clicking on a delegation s name from the Delegations panel 1 GMS6 GEM Aa e E ss j GMS 6 gt Athens 2011 SO Word Summer Games gt NA SO Team USA Filter by role 431 People plus 78 scratched Sie os 70 Mame Role Gender Sports
379. training Delete Deletes the training record record Edit entrant Edits the person who s registered Add to list Adds removes this person from any normal or temporary list Remove from list Enroll a Enter a person into this course person Add an Add an instructor for the course instructor Select All None Reverse use these to check and un check all records Selected Set status Sets the status of all checked records come Print mailing Prints any of the built in mailing labels for the checked people labels Delete Deletes all checked records Un delete Un deletes all checked records Add entrants to Adds removes the selected people from any normal or temporary list list Remove entrants from list Training GMS 6 Manual Page 62 Training Manager Concepts The training manager lets you search for people who have gone through or are registered for training courses The people listed here can be in different courses on different days When to use this tool To send letters to or print mailing labels for people based on their training registrations Change the status of multiple training records at once across different courses Delete training registrations en masse S VSys One Ja E vsy One Training manager Reports aa Subjects Statuses Rosters reports Confidentiality HIPAA na filter Get trainings Locations cS Tools ino Filter Instructors Criteria Setup subjects Setup courses no Filter
380. ts name tags and credentials These fields won t be visible if you haven t enabled alternate names If the name is difficult to pronounce or easily mispronounced enter a pronunciation hint here This information can be used on reports name tags and credentials Tip Your GMS installation may be set up to automatically adjust capitalization in the name fields If needed you can turn off the automatic capitalization feature for this person by checking the IGNORE CAPITALIZATION RULES checkbox at the bottom of the window 4 Click the Continue button to create this person If the DON T CHECK FOR DUPLICATE PEOPLE checkbox is not checked GMS will first look through all of the people already in GMS to ensure that you re not making a new copy of an existing person If it finds people who may be a duplicate of the new one it will show you those and allow you to either create the new person anyway or work with one of the people that it found After entering all applicable data on the Individual profile screen click the Save button at the top to finish creating a new person in GMS Create a New Person GMS 6 Manual Page 17 Profile Editor Concepts Use the Profile Editor in GMS 6 to view or enter information about a person The Profile Editor is divided into several panels covering many aspects of a person s information Reports page 19 clicking on this brings up a list of reports you can run for this person Personal data pag
381. ts and in mailings Page 290 List Lists are collections of people used for mailings and many other things There are three types of lists standard lists temporary lists and Intellilists See the glossary entry on ntellilist for more details on how to use these automatic lists What it does for you Lets you collect people together for many purposes Where you ll find it List manager Intellilist setup on the User tools panel either globally or within a Games General advice Add people to lists from the list manager by right clicking on the person by right clicking on selected groups of people within a Games within the Profile Editor or myriad other places Temporary lists are great for tagging people for some purpose for example a report put them all on a temporary list run your report and the next time GMS is restarted the list is gone A person is put on standard lists manually and stays there until removed Master decryption key Master decryption keys are created at the same time that the encryption keys are created These are generally used only by supervisors as they cannot be revoked later What it does for you These allow authorized users to access encrypted data but are generally not given to end users Where you ll find it On a USB thumb drive Never store master decryption keys on a hard drive or network that would completely defeat their security General advice A copy of each master decryption key shou
382. ts any of the built in mailing labels for the checked people labels Delete Deletes all checked records Un delete Un deletes all checked records Training Manager GMS 6 Manual Page 176 Administrator Tools Backing up the database Concepts GMS Administrators are responsible for ensuring the system database is intact in the event of an emergency hardware failure or just to move it to another location Backing up the database is critical in any of these situations and it should be performed on a regular basis A GMS backup is one or more zip files containing encrypted and compressed copies of your data When it comes time to restore from a backup you must use GMS 6 s restore mechanisms You can t just unzip the backup to overwrite your existing tables Backups can be run while other users are in GMS There is no need to have other users exit GMS while you are making your backup Youcanrun this function at any time during the day We recommend that you make a backup of everything daily Backups can be run from the command line page 277 This lets you run them using Windows scheduling tools Caution If you use GMS as well as Vsys be sure you always use Vsys for your backups as Vsys backups fully back up both GMS and Vsys data GMS backups have only limited information and will not restore your Vsys data Steps in This Task 1 From the GMS 6 main screen on the Administrator tools panel click on Back up your data
383. ture for some reason Prospective or Applicants may also be given their own status What it does for you Mark people s status to suppress them from most mailings and some reports The names or inactive peopke show in gray in the Person Lookup tool Where you ll find it In the Profile Editor on the Personal data panel General advice Your organization will have its own rules as to how to best use this field but generally you ll use it as described here Tracing Tracing is a mechanism that GMS uses to trace changes made by users tracing records form the audit log of all of a user s activities What it does for you When enabled lets you see what has been done to a person or some other objects Where you ll find it Right click on an element and select See tracked changes Enable tracing by going into System Preferences under the Setup panel then on the Feature enabling panel check ENABLE TRACING Need more See Purge Old Trace Records page 191 for information about clearing out unneeded tracing data How it works Whenever a change is made to a person or object if tracing is enabled GMS puts a record in the trace table Training Training helps you track what classes your Individuals have taken and thereby the skills you know you ve given them Jobs can have required trainings associated with them helping to prevent someone from being assigned that job until he s taken the appropriate training Where you ll find it S
384. two places to save the user s decryption key Caution They should be on a USB flash drive or other removable media never on your hard drive or a network drive 5 Click the Next button The Finished page opens 6 Click the Finish button GMS creates the new key This may take a few minutes Revoking a User s Key To revoke a user s decryption key from the Encryption key manager screen right click on the key from the list and select Revoke A Confirm window opens alerting you to the fact that the decryption key cannot be re enabled and the user will not be able to access any encrypted data unless a new key is generated Changing a User Decryption Key Passphrase Changing a user decryption key passphrase requires both the physical data file and the user s current passphrase If neither is available create a new decryption key from scratch 1 Right click on a user decryption key and select Change passphrase 2 When prompted select the file with the user s key and enter the current passphrase 3 Enter the new passphrase twice for verification 4 Click the OK button Then choose the file in which to save the modified key Note if the user has more than one key either each one must be updated individually or the file containing the key can be copied to the second location Caution If a user s key or passphrase has been compromised do not just change the user s passphrase Since the key itself can be copied and the passphras
385. use button Notes on Banned People When GMS is told to register someone into a Games it first checks to see if that person is banned from participation It does this in two stages 1 Isthis person explicitly banned meaning that the BANNED checkbox in the Profile Editor is checked 2 If not explicitly banned does this person share common attributes with someone who is explicitly banned The first check is very quick and unambiguous GMS will simply prevent you from registering this person under any circumstances and this cannot be overridden without first marking the person as not banned The second is more complex Does the person to be added have The same phone number or e mail address as a banned person The same date of birth as a banned person The same gender and family last name as a banned person If any of these three are true GMS will flag the person as being possibly banned This won t prevent you from registering the person Instead GMS will prompt you to check to ensure that the person you re registering really is not banned GMS does this to make sure that people who are banned and re register again as a new person either intentionally or accidentally are less likely to get through your screening process Pure XML GMS 6 can optionally share a database with GMS 5 which in turn is related to some much older versions of GMS a long time ago an office far far away When GMS 2 was being written in 1991
386. user opening any of the security management tools will require that you re authenticate with your password In addition even from within the Security Manager page 242 enabling or disabling security requires that you re authenticate again Security Options Located on the Administrator Tools panel Security Options define general security implementation rules in GMS such as self changing of passwords account lockouts page 237 password requirements page 239 etc Security Options General General Use domain authentication For all users Disallow user self changing of passwords Security Notes GMS 6 Manual Page 236 USE DOMAIN AUTHENTICATION FORALL If checked GMS will pair users with Active Directory accounts Checking USERS this option hides the Password requirements and Password expiration and re use panels since they re no longer relevant GMS will do all authentication via the person s AD password DISALLOW SELF CHANGING OF If checked users cannot change their own passwords at any time other than PASSWORDS when their password is expired Domain Authentication Notes With domain authentication enabled GMS no longer stores each user s password and instead authenticates that user against your domain when they re required to log in All computers using GMS must be on your domain for the people using them to be able to log in Removing a user from the domain or disabling their account effectiv
387. ve Cancel TITLE If not blank the value you enter here will be printed at the top of the appropriate column instead of the field s name WIDTH Overrides the default field width in inches FONT SIZE Overrides the default font size ALIGNMENT Sets how the data in this field is aligned left right or centered DISPLAY FORMAT Use any valid display format see Display Formats page 131 under Advanced Custom Reports page 118 for more details Custom Column Reports GMS 6 Manual Page 117 Advanced Custom Reports Tip Some of the features and concepts introduced here are very advanced and may not be needed by most people Odds are most of the reports you need are either built in or you can make trivial modifications to a built in report to get what you need If you need help with some of the more in depth features of custom reports please contact our support team for assistance Concepts Custom reports are a powerful concept and are the basis for many other reports in GMS These reports in GMS are not magical they re just regular reports that any user can open change re arrange or create entirely from scratch Custom reports start with their TYPE OF REPORT which is the source of the data that s used as its basis Steps in this task 1 Click on the Advanced Custom link in the Reports panel 2 The Select saved report box will open listing the already available reports Choose one of these as the basis for your report
388. ve more than one address of a particular kind and neither of those addresses is flagged as primary then when you select that kind of address to use in your reports and mailing labels GMS will use an arbitrary address of that kind Preferred 5MS text message none Preferred e mail address none Business primary Home Emergency contact Kind Business Status Primary Valid all year Comments Mot present Copy to clipboard Contact Sharing with Correia Margot E edit sharing Address 5 Sand Creek Rd 1 City Albany Fip postal 12205 Phone numbers 518 618 0746 518 444 5555 Field name PREFERRED E MAIL ADDRESS KIND STATUS COMMENTS Copy to Clipboard CONTACT Profile Editor State province NY Country USA E mail info bespoke com Kind Business Delete 581 555 1212 Kind Fax Delete Kind Mobile Delete Add Description This is the preferred e mail for the individual to receive an e mail message Click on the link next to the KIND field and select the new kind of address you want For example if you added a new home address and you want to change it to a business address click this link to change it Click on this link to mark the address as the primary address valid all year long valid only between specific dates or invalid altogether If the address is invalid or not valid on the current date GMS won t use it in mailings and reports Comments that you may need to a
389. very time you use it Where you ll find it In many date fields especially those in filters and reports Right click on the date field to access the relative date editor or just press the R key in that field General advice Use them Love them How it works Whenever the report criteria or other associated value is loaded a relative date field will come up with the current date plus or minus the offset you ve entered Role This is the part that a person plays in a Games It can be the same value as the person s type but can just as well be a different value What it does for you Differentiates the major functions of people within a Games Where you ll find it On lists of people in a Games each person s role is listed next to his name You select a person s initial role as you register him in the Games You can edit the role by right clicking on the person or in the Profile Editor within the Games on the Games information panel Do I need it Every person in a Games is assigned a role General advice Changing a person s type does not affect his role in any Games and changing a person s role in one Games does not affect his person type or his roles in other Games Need more A person has only one role in a Games unless he s registered in multiple delegations in which case he may have a different role in each delegation Page 292 Scratched A person who is scratched is known to have not shown up on site or is known to
390. vironment Synonyms Oracle stores its tables as owned by individual users The syntax for referencing tables which are not owned by the current user would break GMS 6 s methods of accessing tables in other systems SQL Server NexusDB and so GMS 6 uses Oracle synonyms to make it look to the calling application like the tables owned by another user are local to the current user To do this GMS 6 does a few tricks 1 It names tables under Oracle in all upper case they re all lower case on other systems 2 Forevery user who logs in GMS 6 creates a table synonym in lower case to each table even if the logged in user owns the table This allows GMS 6 to reference the table as lower case regardless of the ownership of the data This means that all GMS 6 users must have 1 Atleast SELECT access to all GMS 6 tables Lacking INSERT DELETE or UPDATE rights may cause aspects of GMS 6 to not work as 1t attempts these operations 2 The rights to create and drop synonyms If you really know what you re doing you can disable synonym creation Find the appropriate section in the ini file which corresponds to the connection you want to adjust then put in the value opt nosynonyms Y If you do this GMS 6 will expect that the tables are named in lower case and are owned by the currently logged in user Locking GMS 6 uses the dbms_lock package in order to provide cooperative locking among sessions It is therefore important that all users be
391. w transparent that image is 100 means it s invisible O means it s visible and very colorful LOGO Adds a logo or an image of your choice to the lower left corner of your GMS screen Defaults These values affect newly created people groups and addresses All of these are global settings meaning that they affect all users in GMS 6 STATE PROVINCE COUNTRY LANGUAGE DEFAULT GROUP FOR NEWLY CREATED PEOPLE HOURLY VALUE FOR JOBS WHICH HAVE NO VALUE ASSIGNED DEFAULT TYPE FOR NEWLY CREATED PEOPLE DEFAULT STATUS FOR NEWLY CREATED PEOPLE International Assigned to newly created addresses Assigned to newly created addresses Assigned to newly created people and groups Assigned to newly created people For newly created jobs and those without assigned hourly values this is the monetary value will be used for each credited Individual hour Assigned to newly created people Assigned to newly created people Various formatting and units settings DATE FORMAT TIME FORMAT DURATION FORMAT System Preferences All dates that GMS 6displays will use this format When importing GMS will expect dates to be formatted like this All times that GMS 6 displays will use this format How time durations for example assignment lengths are displayed hours minutes GMS 6 Manual Page 199 12 45 or Fractional hours 12 75 PHONE FORMAT Newly entered phone numbers if they have the required number of digits will
392. with certifications and any images attached to comments Note the backup file created then may be missing important data All comments and scanned certification images would be excluded Check to break the backup into multiple files if the backup file is very large and exceeds the size you specify in the MAXIMUM SIZE field You must archive all of the files that GMS makes here in order to restore the backup later Check to encrypt the data Enter a password which must be identical in both fields Jf you lose or forget the password your file cannot be restored 3 Enter the name of your backup file in the BACKUP FILE TO CREATE field You can use the icon to browse to the appropriate folder To begin the backup process click the Execute button GMS will indicate its progress as it backs up individual tables 5 When done a message will be displayed showing that the data was successfully backed up along with the name and size of your backup file Magic When GMS 6 makes a backup it stores the data as Embedded NexusDB tables GMS can restore these tables to any of its compatible databases This means you can use the backup restore process to make a backup on one system in Oracle then restore it under SQL Server Or go from SQL Server to NexusDB Or any platform to another GMS treats them all alike Backing up the database GMS 6 Manual Page 178 Check for Duplicated IDs Concepts Within GMS all internal ID codes should be u
393. xecutable needs to be named GMS exe in order for automatic update to work 4 GMS will download the update from the Bespoke web site When it s done GMS will shut down and try to install the update If any copies of GMS remain running on your machine it will wait before installing until all other copies have exited For administrators putting the value NoAutoUpdate 1 into the General section of your GMS ini file will prevent the auto update feature from appearing for your users Auto updates When started GMS will check the server for updates automatically without disrupting your workflow If a new update is available you ll see a message like this in the lower left corner of the main GMS 6 screen A new version of VSys One We is available 1 5 0 0 Click here to get the latest update Clicking on the link will load and show the Check for program updates tool above Rolling back updates Some program updates require changes to the database schema meaning that the database tables which hold your information need to be modified to add tables or columns change data types or widen columns GMS will prompt you to make these changes when you start the program If GMS tries to make the changes and cannot possibly due to permissions issues on the database you won t be able to start GMS If you re unable to elevate the logged in user s privileges sufficiently to update the database you can roll back to an older version of GMS
394. y for scheduled runs without having to involve users Run the command line index rebuild tool by launching GMS with the ixrebuild parameter followed by any options For example GMS exe ixrebuild or GMS exe ixrebuild purexml transitions optionunique Rebuild codes all shortnames address people banned jobs listunique hours addrvalues purexml nulldates attachments training availability entries transitions optionunique optionbogus assslotmatch assignremlost locgeo GMS must be configured to automatically start with a database for these to work If GMS prompts you for a database to use Meaning Runs all known rebuilders Sound alike names statuses and dates for people Lookup values phone e mail for all addresses Personal data for all people wheelchair inactive deceased languages Banned list attributes Job and slot specifications Unique values on lists Descriptions in hours records Various address table issues XML lt gt compatibility field updates Zero but non NULL date fields Remove attached files no longer in use Various training course values Availability detail records Lookup values checked in alternate for entries Transitions values from old format to new Populate Code field in options values Remove orphaned options values records Automatically match assignments to open job slots Delete future assignments for non existent people Update geographic coordinates for locatio
395. you a specific field for this in the profile editor and allows you to use one of the designated prefixes or enter a new one on the spot as needed Pre defining the items in the menu will help keep the styles consistent How to use Open the Name prefixes setup tool on the Setup panel by clicking on Name prefixes Wi VSys One Max Sys One Mame prefixes setup Mirar gi Tools Add name prefix Q Help Dr Name prefix Mame prefix Help Father About this tool Search knowledgebase Hon Miss Mr Mrs Ms Sister Name Prefixes GMS 6 Manual Page 226 Name Setup Options Concepts GMS 6 gives you tremendous flexibility in how names are assigned to people and how people are looked up by their names In this section we ll go over how names are named how GMS finds people based on their names and automatic rules for capitalizing names How to use Open the Name Setup Options tool by clicking on the Name setup options link from the Setup panel in the main GMS 6 screen This brings up current name configuration S VSys One Ja vers One gt Mame setup options Mame setup options Segment names Segment names _ Enable alternate names for people groups and events Lookup method options Rules prefixes Q Help Help About this tool Generate the sound alikelookup name Index rebuild help Woys One 6Mm5 sound alike compatible with GMS 4 Search knowledgebase He males She
396. you have many people who should have the same or similar access rights it s a common practice to define one user who has the basic rights then allow other users to inherit rights from that template user Use templates to create user roles by making and naming a security user with the appropriate privileges Notes about inheritance 1 Rights are cumulative a user has all of the rights of the user he inherits from plus his own rights You can t subtract rights that have been inherited 2 A user inherits rights directly never indirectly For example if Mary inherits rights from George and George inherits his from Jane Mary has her rights plus those of George not those from Jane 3 Users can only inherit rights from enabled users External security Security restrictions in GMS tells GMS not to perform certain operations Information in your database is not necessarily encrypted or protected from other applications If your data is stored in SQL Server for example users with access to SQL Server Enterprise Manager can access the tables directly completely bypassing GMS security Security indicators When you re logged into GMS at the top of the screen you ll see a note saying You are logged in as xxx If you re a superuser you ll see a secret agent icon up there as well For other users if there is a portrait picture in their personal profile that image will appear If you re logged in as a superuser you probably shou
397. ystems Relationships Relationship Employer of Chevrektke Michael Employer of Smith Jr Dale The Man Addresses Add an address Preferred SMSJ EexkE message none Preferred e mail address infoziMbespoke com Business Kind Business Status Valid all year Comments Mot present Contact William Cornett edit sharing Address 5 Sand Creek Rd e City Albany State province NY zip pastal 12205 Country USA E mail inFazigbespoke com Phone numbers 518 616 0746 Kind Business Delete Add Description Group s full name This name is normally used on scoreboards in GMS but can also be displayed in many custom reports The primary language spoken by the people in this group Any other languages commonly spoken by people in this group The type of group this represents Allows the nesting of one group within another for selection via checklist or drop down editor and in reports GMS 6 Manual Page 220 GROUP TO GET CREDIT FOR When Individuals are given credit for their hours their primary group normally also HOURS gets credit for them If this group is a subsidiary of some other group or you want another group to get credit for the people in this group select it here Note this only applies to newly credited hours not ones done in the past APPLICABILITY Determines whether this group is shown in GMS 6 only VSys only or in both systems Making a group inapplicable to either system does not remove it or
398. ze the values you type in GMS ignores how names are capitalized when it s doing lookups Capitalization Rules Depending on how the primary name fields have been set up by your GMS administrator you may not have to be concerned with capitalization when entering the person s name GMS 6 has the ability to automatically convert all lower case or all upper case typing in the name fields to the customary initial capitalization or to apply other capitalization rules determined by your organization The administrator can also set up the name capitalization rules to recognize common name prefixes that are followed by a second upper case letter in the middle of the name For example it can be set up to automatically convert mcintosh to McIntosh Comments and Images If you scan in an image and attach it to multiple people in the Comments and images tool GMS really only stores it in the database once and then lets all of the people link to 1t Scanning the same image more than once though will not do this the same image scanned more than once is always very slightly different in which case every time it s scanned it will be stored separately and take up more space Accessing Database Selection and Tools at Startup GMS 6 Manual Page 253 Cool Quotes When GMS starts up it usually shows cool quotes on the splash startup screen You can hide these quotes by going into the System preferences link on the Setup panel and choosing Advanc

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