Alabama Community College System AAESAP
Friday, September 04, 2015
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Release Notes
Release No.(Descending)
Release Date(Descending)
4.808/27/20151. Marked "CASAS" battery inactive
2. Updated security for adding goals and outcomes
3. Added “Work Keys Expenditures” budget report
4. Added "Supplies - Computing Devices Expenditures" budget report
5. Added "Supplies - Computing Devices" line item to Inventory pages
6. Added "Supplies - Computing Devices" line item to “Form 3A” budget report
7. Require site information to be selected when creating/editing a class that is not marked as online
8. Do not allow unit quantity in expense to be changed to less than the number of items already inventoried for that expense
4.708/14/20151. Data matched with DOL for “Gained Employment” and “Retained Employment” outcomes
2. Added testing rules document to help page
3. Added "Other Expenditures" on Budget Reports page
4. Added "Supplies - Computing Devices" line item to Budget
5. Added "Supplies - Computing Devices" line item to Expense
6. Added "Supplies - Computing Devices" line item to Budget Reports
7. Require inventory to be entered for all expenses that must be inventoried for Form 3A when submitting an expense package
8. Updated help manual
4.608/05/20151. Limit selection for sites on Class, Budget, Expense, and Inventory pages to only active sites
2. Added Inventory training PP as a downloadable PDF on the Help page
3. Added "Other" line item to Budget
4. Added “Other” line item to Expense
5. Updated employee benefit rates displayed
6. Changed title on Budget page to show dynamic line item name
7. Added “Federal Award Identification Number” to all budget reports to start showing up FY 2016
8. Added functionality for State Admins to change the “Federal Award Identification Number” for each Fiscal Year
9. Added program's address to MSF budget report
10. Changed program Zip Code to allow 5 digits or 5 digits, a dash, and 4 digits
11. Changed program Federal I.D. # to allow 9 digits, a space, and 2 digits
12. Added "Ready to Work" Class Type
4.507/16/20151. Data matched with DAX for “Entered Postsecondary Education or Training” outcome
2. Added Student Attendance Rate Detail report to show a listing of dates a class met, how many hours the class met that day, how many hours the student attended that day, and the attendance rate
3. Show users a message when they cannot add another class to a student with details about why they cannot add a class
4. Changed all Operating Budget line items to not allow zero amounts to be budgeted
5. Show month name in title on Monthly Summary of Funds page – View button on page showing expense packages by month
6. Changed Budget Reports to only show line items appropriate for that funding source
7. Change the site pages so that the program selected is remembered for State Admins when navigating back and forth
8. Changed text boxes where dollar amounts are entered to not show zeroes by default
4.406/30/20151. Added ability to mark sites inactive
2. Added additional details to the error message for missing line item details
3. Changed Expense pages to only show valid line items and types for the funding source selected
4. Added export to Excel functionality on the Browse Inventory page
5. Changed “Date Inventoried” to “Acquisition Date” on Inventory pages
6. Disabled drop down lists in Budget and Expense if there is only one value to choose from
4.306/22/20151. No longer allow the min. attendance hours for registration date to be deleted on the Class Attendance page
2. Updated the way errors are displayed on the Class Attendance page to help users identify the reason for the errors
3. Decreased the time for 3 reports (Student Addresses/Mailing Labels, Student Contact Information, Student Attendance by State, Program or Class) and the Release Notes report to run
4. Updated Change Password page so that help and error messages are more obvious
5. Updated the verbiage on the Change Password page for accuracy
6. Added funding source to Browse Inventory page
7. Only allow Campus, Facility, or Room with no association elsewhere to be deleted
8. Changed Budgeting pages to only show valid line items and types for the funding source selected
4.206/02/20151. "DPE" changed to "ACCS" and "Department of Postsecondary Education" changed to "Alabama Community College System"
2. “Today” button removed from student Date of Birth control
3. When “Finish” is clicked on the last step of student registration and re-registration process, hide the “Back”, “Finish”, and “Cancel” buttons to help prevent the creation of duplicate students
4. Notify admins when resetting a user’s password fails
5. Decreased the time for 5 reports (Efficiency by Program, Efficiency by Class, Program Attendance Rate, Class Attendance Rate, and Student Attendance Rate) to run
6. Program Admins can add and edit site information again
7. Changed GED outcome date to show the date the student passed the GED instead of the date they completed the GED
8. Changed “Last Action” for students so it will change from “Entered” after a second test is entered again
4.105/22/20151. Changed “Date Registered” control when re-registering a student to default to the current month in the pop-up calendar when the control is clicked in
2. Show cancel icon on student re-register pages that were missing the icon
3. Changed the “Program Attendance Rate” report to match the “Class Attendance Rate” report, summed to the program level
4. Decreased the time for 5 reports (Table 8, Table 9, Table 10, Enrollment by County, Student Advancement by EFL) to run
5. Added inventory section to budget report Form 3A
6. Changed security so State Budget Managers can run Budget Reports without also having the State Admin role
7. Updated the Title II message on budget reports
8. Added validation for "Estimated # Hours" on User Employment tab to only allow numbers to be entered in the field
9. Added inventory pages to help manual
3.905/07/20151. Performed the May 2015 Department of Labor data match for Gained and Retained Employment
2. Decreased the time for 6 reports (Table 1, Table 2, Table 3, Table 5A, Table 5A Detail, and Table 6) to run
3. Fixed tabbing order on Step 2 of student enrollment
4. Changed the “Student Attendance Rate” report to be limited to the programs and classes selected when running the report
5. Sorted the “Student Attendance Rate” report by the “Attend. Rate” column
6. Changed the “Class Attendance Rate” report to match the “Student Attendance Rate” report, summed to the class level
7. Added pages to Browse, Create, and Edit Inventory data to be added to budget report Form 3A for items expensed in the Capitalized/Non-Capitalized line item
8. "Expense Manager" given permission to manage inventory, "State Admin" and "State Budget Manager" given permission to modify and delete inventory
9. Sorted the "Instructional Materials and Supplies Expenditures" report to match the Expense page
10. Fixed Expense pages so items in all line items in the Expense section can be edited
11. Allow all line items in the Budget to be submitted with or without comments
12. Changed Expense pages so that greater than 500 characters cannot be copied and pasted into the comments field and the expense saved
13. Changed error message to be displayed before the alert reminding users to have proper documentation when manually adding an outcome
3.804/21/20151. Decreased the time for 5 reports (Table 4 Detail, Table 4B, Table 4B Detail, Table 5, and Table 5 Detail) to run
2. Changed GED data match process to not give ASE High Students gains for completing the GED, but not passing
3. Removed advancements given to ASE High students by the GED data match who have not passed the GED
4. Changed the student registration process so that goals that were not selected do not get added to students
5. Default "Last Year Attended" from the previous registration when re-enrolling students
6. Do not allow a budget to be submitted if there are items with no detail record
7. Notify users when registering a student if the Class Hours entered for the student will change the Class Meeting Hours on the Class Attendance page
8. Do not allow Class Meeting Hours to be changed to be less than Instructor Attendance Hours on the Class Attendance page
9. Changed the message displayed when re-enrolling a continuing student who does not have enough hours to post-test to match the testing rules
10. Changed the Professional Development budget report to not crash when a long description is added for the expense
3.704/07/20151. Decreased the time for 2 reports (Table 4 and Table 7) to run
2. Attendance and Testing Alerts tabs on Program page displaying again
3. Changed SSN and Phone text boxes for registering, re-registering, and editing a student so that backspace does not have to be pressed before the new value can be typed when tabbing into the control and the value is highlighted
4. Only allow State Admins to delete separated classes from students
5. Changed “Salary or Hourly Rate” on Employment tab of User Info. page to not allow non-digits
6. Display error message if comments exceeds 144 characters when adding or editing a budget line item
7. Changed the "Instructor Attendance Hours" grid on the Class Attendance page so that the dates match the “Week Start Date” when the “Year” is changed
3.603/25/20151. Remember data when going back and forth between pages when re-registering a student
2. Default info from previous registration for Page 2 and Page 3 of student re-enrollment process
3. Limit class attendance when registering and re-registering a student to no more than 12 hours
4. Removed “Manage Class” permission from “Teacher” role
5. Changed “Class Hrs.” and “Attend Rate” columns on the “Student Attendance Rate” report to include days the class met that the student did not attend at all, within the time the student was enrolled in the class
6. Made “Salary Schedule” and “Position” drop downs in Salary line item of Budget required - default to first item in list
7. Sorted “Add Expense Package” month drop down on Expense page by fiscal year order
8. Made all references to "Equipment Maintenance & Repairs" consistent
9. Changed text next to button images so each word is capitalized
3.503/12/20151. Changed the system to require an alternate test form regardless of the amount of time since last test in that subject, to match the testing rules
2. Commas and periods are now allowed in student names to better match for GED outcomes
3. Changed the Student Advancement by EFL Detail reports to show the correct report title, be able to be run for Indeterminate students, and to be sorted by student name
4. Changed Table 4B Detail report so the number of students shown matches the number in Table 4B
5. Changed numbers for corrections in Table 6 to more closely match numbers in Table 10
6. Primary and Secondary Designations at the top of the Student page are now refreshed automatically if the initial tests are changed
7. Added the “Edit Separated” permission for State Admins which allows them to add goals to separated students and edit general information for separated students
8. Removed the “Mos” column from Budget reports Form 1A, Form 1A1, and Form 2A so amounts fit on one line
9. Changed the “copy from previous month” button in the Sub-Contract Salary line item of the Expense section to copy Benefits from the previous month
3.402/24/20151. Changed Total line of “Official Travel Monthly Expenditures” Budget Report to sum all lines from the report, not just the last page
2. Allow users to edit the reason for un-submitted budget amendments
3. Updated the "Efficiency by Class" report
4. Allow state administrators to reopen budget amendments and expense packages
5. When creating new students, birthday and registration date are remembered when using the continue and back buttons
6. Corrected the rounding issue on the View Summary page for expenses
7. Changed budget pages to show the correct total when a line item amount is changed
3.302/12/20151. Data matched with DAX for “Entered Postsecondary Education or Training” outcome
2. Data matched with DOL for “Gained Employment” and “Retained Employment” outcomes
3. Removed leading space from last name for historical students so users don’t have to delete the white space when re-registering these students
4. Changed “US Based Schooling” checkbox so it is checked by default when registering new students
5. Added “Career Center” to “Learned about Adult Ed” for student registration
6. Changed the default “From Date” for the “Total Hours Attended Based On Date Range” calculation on the Classes tab of the Student page to be based on the last test the student took in a Primary Designation (excludes Work Keys tests now)
7. Made minor formatting changes to Reports (for example, adding missing borders)
8. Switched column order in Table 1 and Table 2 to match federal reporting site
9. Changed the Class Attendance page so that all student attendance can be inserted at once for Online classes without the page freezing
10. Added additional validations and error messages to the Class Attendance page to ensure hours inserted are valid
11. Added red highlight around boxes with incorrect data when inserting Class Attendance so users can easily see what needs to be fixed before they can successfully insert Class Attendance
12. Changed the maximum Class Attendance hours from 24 to 12
13. Changed the Summary page on Budget Report - Form 3A so that numbers are still shown on the first page of the report after state admins have allocated expenses
14. Location can now be entered in the budget for Cap/Non-Cap items in IE 11 with Compatibility Mode on
3.201/29/20151. Changed the wording for the description of the Manage Student permission for roles
2. Added the Delete Student permission for roles
3. Added the Register Student permission for roles
4. Added the Transfer/Separate permission for roles
5. Changed the student page to work with the new permissions for roles (impacts State Admin, Program Admin, Data Entry Specialist, and Teacher roles currently)
6. Updated "Efficiency by Program" budget report
7. Fixed facilities not being displayed when added to a campus on the Sites page
8. Corrected the error message displayed when location information (campus, facility, and room) are not selected for the Capicalized/Non-Capitalized Itmes line item in the Budget
9. Updated Expense section of budget report Form 3A
3.101/14/20151. Corrected the tests allowed when re-registering a student who is not a continuing student
2. Changed the re-enrollment process so students who are missing attendance hours for their previous enrollment can still be re-enrolled
3. Corrected Salary total rounding issue for the “Professional Development” line item  in multiple locations
4. Changed “Year to Date Budget and Expenditure Tracking Report” to exclude non-approved budget data in calculations
5. Changed the “Import from budget” button for the “Salary” line item of Expenses, so that employees who were in the budget, but not budgeted for, are excluded
6. Added “Registration Fees” to “Official Travel” Expense forms and reports
7. Added summary page to “Form 3A – End of Year (September) FINAL Expenditure Report – Inventory of Equipment/Items”
8. Changed the Salary page in the Budget so that error messages are displayed properly when invalid data is entered for “Estimated Hours”
9. Corrected rounding of Salary expenses in the “YTD Budget and Expenditure Tracking” report
10. Added “Unit Cost” and “Unit Quantity” to the “Non-Capitalized/Capitalized Items” line item in the Expense
11. Fixed facilities without rooms not displaying on Sites page
12. Corrected error message displayed in the Budget for Non-Capitalized and Capitalized items when a location is not selected
2.912/17/20141. Changed many numeric controls for usability
2. Corrected the tests allowed when registering a continuing student who only had class attendance in the previous program year
3. Changed “Teacher’s Years of Experience” and “Teacher Certificate” sections of Table 7 report so that only users with the “User Function” of “Local Teacher” are counted
4. Corrected data so that Column D on Table 4 and Table 4B match
5. Added run date to the footer of reports that were missing the run date
6. Added program and class selection to the footer of reports that were missing these details
7. Added missing filter selections to reports that were missing these details
8. Changed Amount to be Reimbursed in the Expense section so negative expenses can be added
9. Added Campus, Facility, and Room as required fields to the Capitalized/Non-Capitalized Items line item in the Expense section so location can be reported on
10. Added Expense items with an Invoice Type of “Other” to the “Communications and Operations Expenditures” Budget Report
11. Corrected the Delete button for employees in Expense so previous months benefits expenses are not deleted when you delete the current month’s benefit expenses
12. Made formatting changes to “Monthly Summary of Funds” report and page
13. Corrected the calendar year displayed on the “Monthly Summary of Funds” Budget Report
14. Added the fiscal year to the title of the “Monthly Summary of Funds” Budget Report
2.811/24/20141. Changed the Registration process to help prevent the creation of duplicate students records
2. Corrected the way Post-tests and Gains are calculated for students whose class attendance is entered out of order
3. Changed Table 1, 4, 5, and 7 reports so that they do not cut data off on the right hand side
4. Fixed how the percent column in Table 9 & 10 are displayed
5. Changed Add Role button on the Security tab of the Users page so that it no longer has to be clicked twice
6. Marked AHSD, TABE 5/6, and TABE 7/8 Test Batteries as inactive
7. Removed “Goals are required for an outcome to be counted on Table 5” message on Student Goals/Outcomes tab
8. Added Campus, Facility, and Room as required fields to the Capitalized/Non-Capitalized Items line item in the Budget so location can be reported on
9. Changed “Deputy Chancellor” to “Vice Chancellor” on Budget Reports Form 1 and Form 1C
10. Changed the Salary & Benefits line item in the Budget so that the Reverse Entry button can only be pressed once per record
11. Changed the Salary & Benefits line item in the Budget so that records which are a Reversal of a previous record cannot be edited
12. Changed the Budget and Expense pages so that the Work Keys line item can only be added to the Work Keys Funding source, and so no other line items can be added to the Work Keys Funding source
2.711/03/20141. Corrected calculation for Entering EFL so continuing students who have a goal entered in the new program year before they take a test show the correct Entering EFL
2. Changed Budget Report Form 1A to show correct Work Days and Time
3. Added the Work Keys line item to the Expense pages
4. Updated reports to handle new Work Keys line item
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