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General Military Questions

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Trac Plug-ins Questions

CYMS Questions

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General  

VSI has over 850 municipal customers, 300 military bases, and over 50 others for a combined total of about 1150 installations.

Yes. Current external redirect credit card and debit card interfaces include Plug n'Pay, ETS, and Verifone. Other online only interfaces will include Official Payments, Govolution, TouchNet, and Systems East.

All VSI applications operate in single user or multi-user network environments. Certified client operating systems are Windows 2000, XP, and Vista. Certified Network Server OS's include W2000, W2003, W2008, Linux, and Unix. Please see the Download page for the downloadable pdf document.

Yes. Our WebTrac software provides an online, real-time browser user interface to process most RecTrac transactions via the web. For example, Web Registrations provide the same criteria checks (class availability, age, grade, gender, class conflicts, etc) as the client software does during the process of registering a customer standing at the counter. Other WebTrac options include most RecTrac functions, including credit card payments.

General Military  

The Army, Air Force, Navy and Marines each have global site licenses to use various VSI applications. In addition, VSI offers all software and POS hardware peripherals via an Army NAF contract and all software via an Air Force NAF contract.

Because the financial side of each transaction is the core of each VSI application, the DAR is simple extension of thought process. At the end of each shift or day, the clerk or manager at each activity can process applicable DAR's. An interface has been written to capture financial transactions for each branch to their respective accounting systems.

VSI applications can handle any number of foreign currencies. Each base can adjust their foreign currency rates as often as they like, and this rate is stored with each transaction to make past reporting possible. Split payments can be made to allow foreign currency to be mixed with $US dollars on the same transaction. At the end of the day, the DAR splits out foreign currency from other forms of payment and it also converts the foreign currency into $US dollars for general ledger posting.

Yes and no. If a base wants to be able to offer one stop shopping to its patrons, then having each activity on the base LAN or WAN is a requirement. If connectivity is an issue, then remote activities can run their operations on a standalone system and batch their results to the central server periodically. The caveat to this method is that all functionality is isolated to the local database, so allowing reservations at the Outdoor Rec Campground from the Bowling Center would not be possible if all activities were not accessing the same master database.

RecTrac is used by bowling centers, outdoor rec, auto crafts, arts and crafts, ACC, rod and gun clubs, ski areas, marinas, fitness centers, rv parks, youth centers, team sports leagues, pools, riding stables, etc. GolfTrac is used exclusively by the golf courses. CYMS is designed for CDC's, school age sites, youth centers, teen centers, FCC/CDH centers and lending libraries.

RecTrac was designed to capture usage at each of your activities based on the demographics of your patron. You will be able to produce reports and graphs that show how many E1's who live on-post in housing area "X" have visited the gym during the month of June between 1100 and 1300. Activity managers can refine their selection criteria to match the intent of their query and RecTrac will then produce the statistics.

GolfTrac can handle annual dues players, punch card players and daily players. Restrictions can be setup for each type of golfer and analysis can be done on play to determine whether pricing structure matches play "profile".

RecTrac  

RecTrac consists of 13 modules - Activity Registration, Facility Reservation, Pass Management, League Scheduling, Point of Sale/Inventory & Tickets, Equipment/Site Rentals, Court Reservations, Locker Rentals, Trip Reservations, Golf Point of Sale, Personal Trainer Scheduling, and CYMS (Child/Youth Management). The Accident Tracking module is provided at no charge.

While all RecTrac functions are fully integrated, they are licensed by module as follows: Activity Registration, Facility Reservation, Pass Management, League Scheduling, Point of Sale/Inventory & Tickets, Equipment/Site Rentals, Court Reservations, Trip Reservations, Locker Rentals, Personal Trainer Scheduling, Golf Point of Sale, and CYMS (Child/Youth Management System).

RecTrac provides over 450 standard reports, and each report provides multiple selection criteria. This enables the operator to customize the reports to produce the output desired. Based on the type of report, print output options include Preview, PDF Format, Excel, Graph, and Email.

Since Progress is ODBC compliant, off the shelf report writers, such as Crystal Reports, may be used to create ad-hoc reports. Several sample reports are available for your review on the Downloads page.

The RecTrac Point of Sale/Inventory module is a complete inventory control system. The user interface is designed for touch screen operation, providing for an unlimited number of menus and submenus.

Facility Reservations allows you to make reservations for any type of facility, such as rooms, courts, fields, shelters, buses, vans - anything you need to track and reserve. As a by product of the reservation, the system gives you numerous reports, such as calendars, summary listings, and usage statistics. The Equipment/Site Rentals module is used for those items or sites that require the customer to Check-in and Check-out (site) or Check-out and Check-in (rental item). A good example is a campsite where a customer may reserve a site in advance, check-in upon arrival, and check-out when leaving. The same concept applies to Rental Items, where a customer Checks-out an item (such as a boat, BBQ Grill), and then checks it back in.

GolfTrac  

GolfTrac has a built-in local handicap module. The formulas used to calculate a golfer's handicap are identical to those used by the USGA, however because of perceived marketing conflicts with their own GHIN system, the USGA will not endorse the GolfTrac local handicap. We have always viewed this as a conflict of interest, but unfortunately we cannot make the USGA see that we are not a competitor but rather a complement to their system.

GolfTrac contains several tournament options that allows you to load team match, team stroke, individual match and individual stroke. Revenue, expenses and prizes can be linked to the tournament to provide a true bottom line view. Tournament is integrated into the tee time system to block out required slots to cover the tourney play. Initial pairings can be automatically made using handicaps while subsequent rounds are paired based on tournament standings. Scorecards are printed to match the pairings for each round.

When a greens fee is loaded into GolfTrac you can restrict its use to certain days of the week and certain times of the day. This restriction logic allows you to create a weekday, weekend, holiday and twilight fee schedule that can't be manipulated. You can also link member and daily play rates to a tran code so that the system can automatically apply the appropriate fee based on the golfer. Default greens fee codes are linked to each golfer type to make customer check-in a quick one step process under most conditions.

Every transaction code that is setup in the system has an owner/other split option. For courses where the pro controls the pro shop and the course owner controls the greens fees and carts for instance, GolfTrac can be setup to report all sales on this basis without the clerk having to understand what goes where. This owner/other split can vary from transaction type to transaction type. For instance, there might be 100/0% owner/other on greens fees; 90/10% owner/other on carts and 0/100% owner/other on pro shop sales.

If your needs exceed the standard GolfTrac capabilities, we also offer the Vision Perfect Tournament Mgr software, along with the VSI interface. VP provides group outings, unlimited formats, multiple events, and many standard reports.

GolfTrac can process tee times using any of three different methods, all of which update the tee-times. Clerks can manually select a tee time and link to both members and daily plays, customers can reserve tee times using the TeleTrac touch tone phone system, or the WebTrac online system using a web browser on the internet. In all cases, reservations are made in a real-time mode thus eliminating any duplicate reservations. Tee time data is available in the POS software, so that when the golfer checks-in, the data is printed on the receipt for starter and ranger verification. Tee times are also available to the starter using a PDA or PC.

MainTrac  

Yes MainTrac can process Work Orders. Details include estimated completion dates, assignment options, categories and work order print functions.

No. MainTrac was designed to be a Work Order enabled system, not a Work Order based system. The resources (labor,materials,equipment)can be tracked directly against the fixed asset (park,building,vehicle,etc) and task performed. A Work Order is not required.
For those instances where Work Orders are needed (such as projects, vandalism, non-routine maintenance), a work order may be easily created. Then all resources can be tracked against this work order, providing you with financial and statistical reports based on anything logged against that Work Order.

MainTrac allows for unlimited numbers of assets to be setup and tracked. Ballfields, gyms, courts, parking lots, buildings, trails, pools, etc. - all may be entered into the system

The entry/tracking of work time into MainTrac is performed in a single screen. Employees must enter the date of the work, their name, where and what work they did and how long it took them. That is all that is required.

Yes, MainTrac allows for multiple departments (Parks and Public Works for example). Each department may also include mulitple districts. All assets and resources in MainTrac are associated to the proper department and district.

Yes. The system allows for the tracking of materials as they are used on any fixed asset, such as paint used on a shelter. The inventory is decremented automatically, costs are tracked against the asset worked on, and reorder reports are available at any time.

FinTrac  

The current FinTrac modules include: General Ledger, Purchase Orders, Accounts Payable, Payroll, and Time Management.

Yes and Yes.

FinTrac provides for 4 years of reportable history.

Yes, this is an option.

Yes.

WebTrac  

WebTrac is our fully integrated, online, real-time browser user interface to RecTrac. It enables your customers to process RecTrac transactions real-time via the Internet. Thus, the same security checks (age, grade, gender, class availability, class conflicts, facility availability, etc) are handled as if the customer was standing at the counter.

WebTrac function options include Web Registrations, Web Reservations, Web Pass Renewals, Web Court Reservations, Web Equipment/Site Rentals, Web Golf Tee Time Reservations, Web Locker Rentals, Web Personal Trainer Scheduling, Web Trip Reservations, and Web League Schedules, Game Scores Update, & Standings Viewing.

The standard payment methods are electronic checks, credit cards, and gift cards using the same authorization systems as RecTrac.

There are multiple options to add new patron data, depending on your policies as follows:
1) Allow new patrons to add themselves to the system and begin processing.
2) Allow new patrons to enter their data, but require your staff to review/verify for accuracy, then respond automatically to the patrons via email and including their User ID's and Passwords.
3) Do not allow new patrons to add their own data. This would require that your staff enter new data or changes as your patrons visit your office or using mail-in forms. Your proof of residency requirements will impact your choice.

TeleTrac  

TeleTrac can process 1-96 simultaneous calls using 1 to 96 lines (each line being one customer).

TeleTrac is full integrated with the RecTrac system, and all transactions are updated directly to RecTrac real-time.

While the IDI (internal direct interface) accepts TeleTrac credit card payments, the new ERI (external redirect interface) does not.

Yes, TeleTrac system prompts and messages can be recorded by each department.

Trac Plug-ins  

Access Control is a fully integrated add-on to the RecTrac Pass Mgmt system. It manages attended or unattended entry points using valid Pass Mgmt ID cards and/or biometric handkey devices to authorize entry. Unattended entry points include turnstiles, doors, and gates.

CYMS  

CYMS will print sections 1-5 of your annual report. It not only will print a text-based report providing statistics on military status, gender, age groups, military grade, income category, enrollments and visits, but all of the above can be output to a wide array of graphs for a more "visual" representation. Each year more sections of the report are added to the CYMS logic.

All providers can be added to the system and become part of both the wait list processing routines as well as the registration and USDA meal reimbursement. Training, background checks, certifications, backup plans, subsidies, endorsements, recognitions, pets, medical conditions, operation plans, inspections, home visits, administrative actions, days and hours, program types supported, special requirements, age groups supported, and general comments can all be linked and tracked to each provider. Waitlist referals are tied back each provider so that the FCC director can see which referals are turned into registrations.

CYMS has a staff module that allows you to enter all pertinent data on each staff member. Basic name and address information is complemented by endorsements, assignments, room visits, administrative actions, recognitions, background checks, training, credentials and evaluations, medical conditions, funding and benefits, previous experience and general comments. Training due can be projected on a report so that classes can be scheduled at a time when the most individuals would be in need of a given class.

Yes it does. Working with the parent or guardian, a clerk can select all of the criteria that to narrow down registration options such as the inclusion of providers and/or center based care; special requirements; program type; days and hours; priority coding; housing area; etc. Once the selection criteria has been established, the program will then search for availabilities. If none exist, then the child is placed on either the Excess Demand or Projected Care waitlist depending on the circumstances. If a slot exists that the parent wishes to decline, then the child is placed on the Preference for Care waitlist. The program automatically shifts children on the waitlist from one age group to the next each time the age group advance program is run. This keeps each waitlist current. Waitlists can be sorted in numerous ways to provide output that is useful to the central registration personnel.

CYMS can automatically bill on a weekly, biweekly, monthly or quarterly basis. Fees can be charged to the sponsor's credit card or bank account or they can be left as a balance on their account to be paid by check or cash. All fees are automatically calculated based on the sponsor's income category and child count. The fee matrix is user defined and follows the DoD guidelines.

CYMS is designed to handle all children from birth to adulthood. Along the way they go through the CDC to the School Age program to the Youth program to the Teen program. Each age group has its own personality within CYMS, but the child is entered only once so a lifelong history will be available by child within CYMS. Fee structures can be changed so that Youth and Teen programs charge flat registration fees while CDC and School Age programs have an income category based fee structure.

Integrated Hardware  

VSI will work with you to determine your specific needs by workstation. The process starts by surveying current methods, defining your goals, and then matching the necesary hardware with our application software to achieve the desired results. If warranted, we sometimes conduct site surveys to ensure accurate configurations. This service is chargeable on a time and materials basis.

You will generally call VSI first to determine if the problem is hardware or software related. If we determine that the problem is defective hardware, and not simply a setup issue, then we will provide you the vendor contact information so that you can make repair arrangements.

VSI has made arrangements with most of its vendors to maintain a "current" inventory of VSI supported products. This arrangement is not a guarantee, but it works quite well. Most emergency replacements can be made via overnight deliveries should the need arise.

You can purchase supply items, as well as hardware, from VSI, and we will assist you to ensure that the products being ordered are correct. We prefer to be involved in the ordering of paper stock for thermal transfer or direct thermal printers to ensure that the final product matches your needs.

The search for solid peripherals is a never ending process. We test evaluation units regularly to determine their strengths and weaknesses. If a product proves useful for VSI customers, it passes our certification tests, and the product has a good reliability track record, then it is added to the VSI price sheet.

Depending on the equipment, VSI might certify the unit for general use or for individual use by the customer who submitted the request. The latter certification would be billable on a time and materials basis. The former certification might be done at no charge because it was determined by VSI that the unit in question could be useful to other users.

While you can buy your hardware from any source, VSI has spent many years testing and certifying the equipment listed in the VSI price list. We have found that not all peripherals work as advertised, so we are careful to ensure that the products that we list will work with our software. We have also found that certain combinations work well together, while other combinations should never be used. After reviewing a given scenario, we can recommend the products that best fit your needs and your budget. VSI charges for quote configuration assistance, as well as an integration fee for problems that arise from "non-standard" peripherals purchased from another vendor.