If this is the first time you are using the Encampment Management Program you may feel
a little overwhelmed. There is a lot of functionality. Fortunately, you can use as much
or as little as you want (or need). In New York Wing, each year more people become familiar
with the programs and have learned to depend on them. So each year, we have added new sub-systems.
But the first year, we simply used the programs to keep track of the paperwork and the
payments received. It enabled us to have a very smooth registration process and to easily print
most of the critical documents required for graduation.
So, for your first time use, I would recommend the following scenario:
Record Paperwork. We are very fortunate to have a Pre-Encampment Registrar who handles
all the paperwork. (Frequently this job ends up on the Commander's plate.) To maximize the benefit
of the programs, this is a four-step process: Enter application, record payments, check paperwork
and send acknowledgement letters. Because the letters include payment status information, if you
decide not to track payment information, you will not be able to use the acknowledgement letters without some
program modifications to the letters. I strongly recommend keeping track of the payments in this system.
This has totally eliminated payment issues during registration.
- After installing the programs, review the System Setup.
- Take a look at the Activity Setup option. There are a series of tabs.
The NYWg set up information has been left in place so
that you can see a sample of what kind of data should be entered.
The next option is the Registration Letter setup. If you are going to use the system to verify the
accuracy of the paperwork, it is necessary to define the things you will be checking on the first
tab in this program. You do not have to add membership status, CPPT status, and Social Security Number. They
are automatically added by the system. If you are going to send letters acknowledging the receipt of
the paperwork, you will need to adjust the wording of these letters. The system supports two letters (an
acknowledgement letter and an acceptance letter. You do not HAVE to use either.)
The Liaison Report and Certificates of Appreciation only need to be revised if you are going to use
Other Tables can be left as is. As you start to use the system, you may discover that you may want to
add/delete certain values in these tables. The only one that is likely to need to be updated is the
Flights Table. (This indicates how many flights of cadets you will be supporting and the names of
- IGNORE the Advanced Options tab on the System Setup Menu.
You will not need to do anything here.
Edit Participant Information - From the time you receive the application until the encampment
begins, there is little that you need to do with the database. Cadets frequently change rank and email
addresses, if they are communicating that information, you should be updating their records. As you receive
missing paperwork or other information, update that as well. The more accurate
the database is prior to the encampment, the easier it is during the activity. There may be
reports that can be useful to you - investigate the Report Menu. Some reports that we use
frequently during this period:
- Enter Application - use the Pre-Encampment Paperwork Menu/Participants-Add.
Enter all received applications before going to the next step. If a check has accompanied the
application, put the correct CAPID on the check and set it aside for later entry.
- Enter Payments
- Check Paperwork - The ADD process has updated any
information that is in the applicant's record from the National Database. Verify on the Main Page, that the
retrieved address is correct. Add any missing information. Go to the PAPERWORK tab and you will
see a checklist of items to verify. (The checklist is user-defined in the Registration
Letters Set up.)
- Send Registration Letters
Pre-Encampment Reports:In the week before the encampment starts, we assemble the registration packets.
and copy various reports that will be needed for the on-site registration process. If your database is
accurate and up-to-date, you should not have to do anything except initiate the reports.
During the Encampment
- Report 1
- Report 1
- Report 1
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