Alabama Community College System AAESAP
Friday, March 27, 2015
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Release Notes
Release No.(Descending)
Release Date(Descending)
Description
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
2.610/21/20141. Corrected numbers on Form 1A for reversed entries in the budget
2. Added the Work Keys line item to the budget pages
3. Added Activity Code to Monthly Summary of Funds Budget Report
4. Added Activity Code to page where DPE Admins grant and edit Budget Awards
2.510/03/20141. Redirect users to the last tab they selected when reloading Program page or Student page
2. Changed Budget Report Form-1C to include benefits in the Admin % calculation
3. Changed Budget Report Form-1A so multiple Future Employees are not shown as one person
4. Made top navigation in budgeting consistent with left navigation in the rest of the site
5. Added quantity and unit cost to Capitalized/Non-Capitalized. Items in the budget
2.409/19/20141. Disabled mouse scrolling for date and numerical controls in the application so data doesn’t get changed unintentionally when a field is selected
2. Modified “Year To Date Budget and Expenditures Tracking” to show correct totals for line items that have an amount budgeted but no expenses yet
3. Changed the budget grids so when a new item is added to a line item, the new row is expanded automatically
4. Changed "Approved Budget" column on month expense summary page to exclude non-approved budget items
5. Added Federal ID Number to Monthly Summary of Funds report, based on the Federal ID of the program
6. Removed random text from the title on the Expense Package, View Summary page
7. Made the Federal ID Number required when editing a program or adding a new program
8. Removed “JOBS federal” and “Career Connections” from the list of available funding sources for Awards and User Employment
2.309/05/20141. Changed "add amend" to "Add/Amend Details" on Budget pages
2. Changed the re-enrollment process to correctly require an alternating test for a student who separated in the last program year and is re-enrolling in the new program year
3. Changed the re-enrollment process to allow continuing students to register with no test if they are continuing in the same subject and do not have enough hours to be tested again
4. Added check to stop submission of an expense package if the expenses for the month being submitted plus the previous months expensed exceeds the 20% overage limit of the approved budget
5. Added check to stop submission of budget amendments if it causes the already approved expenses to exceed the 20% overage limit
2.208/14/20141. Data matched with DAX for Entered Postsecondary Education or Training outcome
2. Data matched with DOL for Gained and Retained Employment outcome
3. Next fiscal year now becomes available on August 1st for the Budgets tab of the Program Information page and the Budget Reports page
4. Limit employees that can be added to the Professional Development budget
5. Require expense packages to be submitted in order of months
6. Data matched with ACHE for Entered Postsecondary Education or Training outcome
2.107/15/20141. Updated Help Manual
2. Changed the Employment tab on the User page so that the Edit pencil reappears after editing a user
3. Made “Pay Type” a required field for Employment when creating and editing users
4. Added Justification section to "Form 1C - Non-Instructional Costs" budget report
5. Updated layout of “Monthly Summary of Funds” budget report to match the current paper form
6. Changed wording of error message when expensing line items more than 20% over the budgeted amount
7. Changed Monthly Expense Summary page so line items that have an approved budget of $0 cannot be clicked on and therefore cannot have expenses added
8. Moved month drop down on Budget Reports page to make it more clear which reports are run by month
9. Removed “Full Year” from month drop down on Budget Reports page
10. Sorted month drop down on Budget Reports page by fiscal year order
11. Changed Monthly Expense Summary page so the user who submits an expense package does not have to close the browser if they are logged in when a State Budget Manager denies that expense package
12. Cleaned up formatting of all budget and expense reports
1.907/03/20141. Department of Labor data match performed for “Placement in unsubsidized employment” and “Retention in employment” outcomes
2. “Retention in employment” goal now added automatically when “Placement in unsubsidized employment” outcome is achieved by data match
3. Table 5 report now includes students who were given the “Retention in employment” goal when the “Placement in unsubsidized employment” outcome was achieved by data match
4. Added email notification for Budget and Expense submission, denial, and approval. State Budget Managers and the user who submits the Budget or Expense will receive the notifications
5. Changed “Edit” button to "Assign Employee" on Salary & Benefits page reached through Budgets tab on Program page
6. Modified "Travel Hours" to allow decimal values
7. Corrected “Non-Capitalized and Capitalized Equipment / Items Monthly Expenditures (Invoices)” budget report
8. Corrected rounding issue for totals on “Salaries and Benefits Monthly Expenditures” budget report caused by hourly employees salary calculation
9. Corrected rounding issue for totals on Salary page of Monthly Expenses, reached from the Budgets tab of the Program Information page, caused by hourly employees salary calculation
10. Corrected rounding issue for totals on Summary page of Monthly Expenses, reached from the Budgets tab of the Program Information page, caused by hourly employees salary calculation
11. Corrected rounding issue for lines 3, 4, and 6 of “Monthly Summary of Funds” budget report caused by hourly employees salary calculation
12. Cleaned up formatting of “Salaries and Benefits Monthly Expenditures”, "Official Travel Monthly Expenditures", and “Non-Capitalized and Capitalized Equipment / Items Monthly Expenditures (Invoices)” budget reports
13. Corrected title on “Sub-Contract Salaries and Benefits Monthly Expenditures” budget report
14. Added “Dates of Travel” to "Official Travel Monthly Expenditures" budget report
15. Require description when adding a Budget entry, so that when adding an Expense, the Budget Item drop down list does not have blank entries
1.806/16/20141. New data matching process for GED
2. Changed several pages so elements are not displayed off-screen when using Firefox
3. Fixed delete button showing on Classes tab of Student Info page for users who do not have Manage Student permission
4. Only allow only the users with View Budget and Expenditure Report permission to see Budget Reports page and links
5. Gave users with Manage Employment permission ability to manage employment data
6. Changed user employment tab to only pre-populate FICA, Retirement, and Insurance for Salary employees when creating a new user or editing a user
7. Changed layout on the edit portion of the Employment tab on the User Information page for Funding Sources
8. Corrected navigation links on Expense pages
9. Added expense information to “Year to Date Budget and Expenditures Tracking” budget report
10. Corrected “Professional Development Monthly Expenditures” budget report so data is displayed on the report
11. Corrected “Outreach Monthly Expenditures” budget report so data is displayed on the report
12. Corrected “Form 1B – Capitalized / Non-Capitalized Equipment / Items Request Form” budget report so data is displayed on the report
13. Corrected Amount Expended to Date on “Monthly Summary of Funds” budget report
14. Changed “Expended this Year” to “Expended Year to Date” on monthly expenses page reached by clicking Expenses from the Budgets tab on the Program page
15. Cleaned up formatting of “Monthly Summary Of Funds”, "Professional Development Monthly Expenditures", “Outreach Monthly Expenditures”, "Form 1B - Capitalized / Non-Capitalized Equipment / Items Request Form", "Year to Date Budget and Expenditures Tracking" Budget Reports
1.705/20/20141. On Salary, Benefits, and Professional Development pages for Budgets, in the detail grid displayed by pressing the plus button on the left, moved less viewed columns to a “Details” pop-up to help avoid having to scroll left and right to view data
2. Shrunk titles on Budget and Expense pages to be consistent with the rest of the application and to help avoid having to scroll left and right
3. Changed “Compensation Type” to “Pay Type” on all screens to help address scrolling issues on Budget pages
4. On Salary, Benefits, and Professional Development pages for Budgets, in the detail grid displayed by pressing the plus button on the left, changed sort order to Amend #, Item ID
5. On Salary, Benefits, and Professional Development pages for Budgets, in the detail grid displayed by pressing the plus button on the left, moved Item ID column to beginning of grid, after Amend #
6. Changed “Add Amend” link on the Budgets tab of the Program page to say “Create Budget” when an initial budget has not been added yet
7. Added space between multiple funding sources on the Budgets tab of the Program page to help distinguish which data and links correspond to which funding sources
8. Removed unnecessary grid lines from the left side of the funding source grids on the Budgets tab of the Program page to increase readability
9. Capitalized all links on the Budgets tab of the Program page for consistency
10. Changed Budget Reports page so users not at the state level can only see the programs they are associated with
11. Corrected validation ensuring all three Work Keys scores must have values when entering scores for the first time
12. Changed Student Info page to not crash for students with no test recorded
1.605/01/20141. On the Student Classes tab, added the ability to sum class hours attended based on a date range
2. Corrected Internet Explorer 11 compatibility issue with adding student test dates
3. Sorted grids by name on the Expense pages
4. Corrected outcome date for the last NSC data match
5. Removed “add amend” label for approved budgets with no open amendments
6. Removed “add expense” label for approved expenses
7. Added Data Entry Specialist role
1.504/09/2014 1. Modified reports to reflect a valid EFL at the end of the Program Year for students previously in the indeterminate EFL category
2. Added the ability to reverse a Salary & Benefits line item in a Budget
3. Create Student DOB is now populated from Browse Student page
4. Added drill down for ‘Table 5’ and ‘Table 5A’ reports for prior program year row
5. Added Release No. to Release Notes
6. Converted numerous date fields to a standard format
7. Added the ability to see manually entered goals/outcomes without refreshing the web page
8. Eliminated duplication of names for Student Addresses/Mailing Labels
9. Corrected data for five students who were missing goals/outcomes
10. Changed validation for class meeting times to ensure valid times can be entered
11. Corrected budget line item entries displaying all zeroes
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