Provides Military Child Youth Services with comprehensive child care software management capabilities

Manage your participant and member registrations and data in a centralized database

Track your childcare, school aged, general programs & Leagues with CYMS

Ability to track a variety of Staff and Provider information including Training, Medical, Background Checks, Credentials, Inspections and Subsidies

Manage and process equipment lending to coaches and providers

Track schedules for facilities, leagues, programs and more with Schedule Management

CYMS provides full cash register and Point of Sale features and functionality

CYMS

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Child Youth Management Software

Provides Military Child and Youth Services with a full range of management capabilities

CYMS is a browser-based, fully integrated Child Care Management Software for infants through teen aged children powered by RecTrac.

Manage programs, trips, registrations, hourly reservations, orientation appointments, attendance, transitions, facility reservations, staff, providers, inventory, equipment lending, league schedules and other services.

CYMS was developed specifically for the Military. RecTrac CYMS is utilized by the Army, Navy, Air Force and Marines.

Management tools for Military Child and Youth Services - CYMS

The Vermont Systems sales team is always available to provide you with CYMS information and demonstrations.

CYMS System Highlights

CYMS is a browser-based, fully integrated system based on the RecTrac software.
  • Central Database for all Child and Youth Services families and programs
  • Single database:  shared files with no duplication of data required
  • Marketing tools including bulk email, text, labels, and survey options
  • Financial, statistical and demographic reporting
  • Custom Report creation and Report Templates
  • Receipts printed or emailed
  • Reports output as .pdf, csv and XML
  • Comprehensive on-line help
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  • Program assignments and billing
  • Graphical Hourly Care Reservation processing and Orientation Appointment tracking
  • Registration tracking, ID Cards & key fobs
  • Attendance Tracking/Check-In/Check-Out
  • Sports Equipment & Provider lending
  • Staff & Provider tracking
  • Graphical Transition Matrix to easily identify and manage children moving into, out of and within your center
  • Management tools including Dashboards and Charts

CYMS Modules

CYMS Base System

Base System Includes:
- Program Assignments and Billing
- Registration Tracking with ID Card and Key Fob Options
- Facility Reservations/Graphical Hourly Care Reservations and Orientation Appointment Tracking
- Online Patron Registrations
- Attendance Tracking with Check-In/Check-Out Management
- Point of Sale/Inventory Control
- Youth League Scheduling
- Sports Equipment and Provider Lending Management
- Staff and Provider Management
- Graphical Transition Matrix

Program Management

Features Include:
- Manage your childcare programs, summer camp, sports, instructional programs, trips and more!
- Flexible fee assignments with automatic installment billing option
- Wait-list tracking for popular programs
- Track fee and payment detail
- Graphical Transition Matrix to assist with classroom management
- Flexible roster reporting
- DoD Annual Report (partial) and Boys & Girls Club report capability
- Produce bulk email, texts, mailing labels and survey options
- Receipt printing, including custom comments and logo

Annual CYS Registrations

Features Include:
- Central Database of participants
- Household Data Includes:
Sponsor & Spouse Information, Military Status, Branch, Rank, Grade, Unit, Housing, USDA & DOD Income Categories, Family Size, Emergency, Payment Restrictions and more
- Family Member Data includes:
Member Information, Grade, Age, Birth date, Ethnicity, Health Assessment and Physical tracking, Medical Conditions, Special Needs, Basic Care, Medications, Allergies, Shots & Immunization, Illnesses and ability to link important scanned documents (shot record, trip permission slips, etc)

- Registration tracking
- Unlimited registration types
- Unlimited ID card printing with bar codes
- Key Fob and Military ID card compatible
- Attendance tracking by registration type and location
- Option to display member photo during check-in/check-out
- Produce mailing labels, bulk emails, and texts for patrons due for registration

Staff & Provider Management

Staff & Provider Management includes:
- Tracking of all staff and providers
- Manage training/certifications
- Manage medical history
- Manage background checks
- Manage credentials
- Manage Provider Inspections
- Manage subsidies
- Email/text providers & staff who are due for home visits, certifications, inspections, etc.

Schedule Management

- Manages your Facility & Hourly Care Reservations
- Multiple facility types, locations and IDs may be tracked
- Flexible fees, with automatic rate calculation
- One-time or pattern (repeating) facility reservations
- Integrated billing, installment billing & invoice printing
- Multiple facility schedules with varying print formats
- Customer, program and league reservation tracking
- Reservation access by name or reservation number
- Hourly appointment reservation tracking
- Up to 4 different Hourly/Drop In rates
- Hourly reservation no-show tracking with optional fees

Point of Sale - Cash Register

Features Include:
- Full cash register functions
- Designed to handle multiple POS environments
- Unlimited multi-level, user-defined touch screen menu options
- Use touch POS to process pass registrations, visits, rentals, programs, and more
- Print receipts with multi-color logo using a 40 column thermal printer
- Unlimited inventory items & tickets may be setup and tracked
- Transaction codes to group like sales for flexible reporting, special event tracking and more
- Full range of POS hardware peripherals available: cash drawers, receipt printers, pole displays, bar code readers, magnetic stripe readers, touch screen computers and monitors

League Scheduling

Features Include:
- Manage schedules for any number of leagues with teams, players and officials
- Enter team data once, then reuse year to year
- Post scores and track standings
- Regular season, single and double elimination leagues
- Create up to 256 team tournament brackets
- Print fillable tournament bracket sheets
- Team transfer to another league for easy movement of teams
- Automatic facility reservations
- Track any number of league fees and payments

- Track user defined player statistics by league
- Use "Roster draft" option in Activity Registration module to create teams
- Officials Scheduling
- League/Team rosters and schedules

CYS Lending Management

- Process equipment lending to coaches
(bats, balls, sticks, helmets, etc)
- Process equipment lending to providers
(books, videos, toys, games, strollers, etc)
- Barcode printing and processing for quick check in and out processing
- Track consumables and establish reorder points
- Equipment accountability by item, household, out date or return date

CYMS Add-on Options

Options Include:
- WebTrac Integrated Internet Software offering real time online access to your patrons. Includes program enrollments, Patron Reservations (hourly care, orientation appointments, registration appointments, etc), Reservation Changes, Reservation Cancellations, Reservation Schedules, Payment Processing, Child care Statements and more!
- Access Control software and photo ID card system software
- Echeck Processing options
- Credit card authorizations (PCI Compliant)
- Debit card authorizations
- Mobile CYMS RecTrac software for inventory counts, inquiries, visit tracking and other functions for Staff on mobile devices

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CYMS Base System
Program Management
Annual CYS Registrations
Staff & Provider Management
Schedule Management
Point of Sale
League Scheduling
Lending Management
CYMS Add-on Options
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CYMS Features

 

CYMS provides a number of core features and capabilities to all branches.  These include:

 

• Army, Navy, Air Force and Marines each have a shell database with standard, pre-loaded codes to build on. Example: Training codes, medical codes, etc.
• Customized menu systems and hot buttons provide ease of use and limit/control employee access

• Customer Surveys

• Military date/time format options

• Automatically determines participant fees

• Accident Reporting capability
• Medications tracking
• Credit Card authorization interface
• Access Control add-on option
• Agency Payment and Reimbursement Tracking

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CYMS Reporting

Powerful Standard reports with built in Custom Reporting Feature

CYMS provides numerous standard reporting options and outputs. Current capabilities include:
• Cash receipts & income distribution - for all system modules

• Military daily activity report (DAR) - for all modules

• Child care statements

• Flexible roster reporting

• DOD Annual & Boys and Girls Club reports

• Attendance reports
• Report "Template" feature to save report search & filter inputs
• Listing, calendar, summary and details report options
• Trend analysis reports - Compare historic performance across user defined intervals

• Report output options include: print, email, pdf, spreadsheet (csv), dashboard & XML
• Reservation Reports

Hardware Add-on Options

CYMS integrates with a wide range of Peripheral Hardware.  From cash drawers and touch screens to card readers and mobile devices.

CYMS: Frequently Asked Questions