CAP seal
ENCAMPMENT MANAGEMENT PROGRAM  
Version 17.0 (New December 3, 2016)
Sponsored by New York Wing, Civil Air Patrol

What's New in Version 17.0

New FeatureDescription
Safety Briefing Check Removed National no longer requires compliance with this to participate in CAP activities, so the processing needed to check that has been removed from the programs.
Cleanup of databaseThe programs have been developed over 17 years. There were a lot of extraneous programs that were no longer in use.They have been removed.
Reorganization of Menu Structure The Menu structure has been redesigned to reflect more clearly who and when the programs are being used. Below is a diagram of the new structure, as well as a listing of all reports and their associatied menu.
 
 

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Features in Previous Versions

New FeatureDescription
Safety Briefing Check If you are using the National Capwatch, these programs will check each person's safety briefing expiration date against the date of the encampment. If they are not safety compliant to attend, the Encampment Safety Briefing Check Item will not be updated. If there are pre-encampment workshops, if the dates are entered into the Activity Setup, the check item for Workshop Safety Briefing will be analyzed as well. (If you do not have pre-encampment workshops, then you can remove the Workshop Safety Briefing Check Item from the Setup Screen before adding any individuals).
Item Check of SSN Optional The item check for Social Security Number is now accesible in the Item Check Setup. If you do not need Social Security Numbers, you can remove this check item from Setup.
Multiple Wing Load of Capwatch data Ability to load more than one Wing's capwatch data into the Encampment Management Program.
Capwatch Text Load Capwatch import using text files from National website.
New Data Automatically loaded from CAPWATCH If you are using the CAPWATCH link, additional fields will be updated including: Current Rank, email address, and phone #.
Automatic Check of required in-flight and staff rank ((System Set Up - Activity) You can designate the minimum rank required for an in-flight cadet or a cadet staff applicant. The Paperwork Check processing will automatically create check items if the rank in the encampment record is less than the minimum.
New fields added to Participant Setup Session I, Session II, Parent's Email Address, Best Way to Contact (No additional programming is presently making use of these fields - information only.)
New Database - SSN The Social Security number has been removed from the Participants table and is now located in the SSN_CAPID table in the database SSN. If you do not need the SSN, this database can remain empty with no issues. We need to use the SSN on military documents, but wanted to have the data more segregated for better security. (The SSN_CAPID file that previously was in the History.mdb has been moved to SSN.)
CA's in Color The B&W version is also available.
Restricted List of Job Titles The Requested Staff Position box on Participant Maintenance now requires that the job title be listed in a File of Job Titles. This file is maintained on the Set Up Menu. In addition to defining the allowed Job Titles, you can indicate the desired staffing level as well. New Reports make use of this functionality.
  • Requested Position by Job Title (Report Menu - Admin): Shows expected staffing level and the individuals who have applied for this position (including whether it is their first, second or third choice)
  • Position Report - Titles Only (Report Menu - Admin): Shows a list of the job titles that need to be filled - can be used as a worksheet in staff selection)
Hat Order Report (Report Menu - Log/Comm/Mess Ops): Based on assigned staff positions, what hats need to be ordered. Setup of the color hat and wording is in the Positions Table in the Set Up Menu.
Special Food Requests (Report Menu - Log/Comm/Mess Ops): Based on comments entered on the Participant Maintenance Form (1st page), anyone requesting special foods will print on this report.
Financial Aid Processing Box can be checked on the Payments Page of the Participant Maintenance to indicate that the individual is applying for financial aid. A report has been developed to list all such individuals (Report Menu - Chaplain).
  • If an individual donates money for the scholarship fund, it can be entered in the Payments screen as a '$' type of payment [scholarship donations]. Anything coded this way will accumlulate on the financial report in the income section as Scholarship donations.
  • Disbursements in the form of scholarships will be made payable to the Encampment from the Encampment checkbook with a note as to the name of the cadet it is related to. It will be coded as a Scholarship Expense. It will appear on the Financial Report in the Expense section as Scholarships.
  • The check above will be processed as a normal registration payment for the particular cadet. (Payment Type = R [for Registration Fees]).
 

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Override Registration FeeIn addtion to a system-wide registration fee for cadets and seniors, there is now an option to create an 'override' fee . This will handle those cases where there may be a different fee for out-of-wing participants, a reduced fee for part-time participation, or to handle a scholarship situation where no fee is being charged.
User Defined SignatureThe signature block has been re-programmed to allow a simple substitution of a different scanned signature.
Enhanced Registration Response LettersThere are now two Registration Response Letters: one is sent to acknowledge receipt of the application, the second is sent closer to the actual encampment. The second letter can be used to reflect additional paperwork requirements. This can be the final acceptance letter. There are separate letters for cadets in flight and for cadet staff.
Registration Response Letters to fit in Window envelopeRegistration Response letters have been reformatted to make use of the standard window envelope from Staples (one window in the lower left corner). If you are not going to use the envelopes, the option to print address labels is still available.
Delete ProcessingDelete processing has been made more automatic. Will automatically set up the financial records for refunds and cancellation fees. The screen to view deleted records has been expanded to include more data. When deleting someone, can indicate if it was an 'Involuntary Withdrawal'. This will allow the generation of rejection letters. Can also indicate if they will be put on a wait list.
 

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Rejection and Wait List ProcessingIf it is necessary to limit the size of the encampment and to not accept all who have applied, the Encampment Management Program provides tools to assist in this process:
  • Report will list inflight cadets in 'acceptance order' (based on National Civil Air Patrol guidelines
  • Report listing cadets who were 'involuntarily withdrawn' in acceptance order for use in determining replacements for any cancellations.
  • Rejection letter option.
Enhanced Checklist SetupMultiple checklist items can be setup and assigned to an individual when being added to the database. The items can be targeted to cadets, seniors, staff, cadet staff, as well as being applicable to everyone. CPPT, Membership, and Renewal issues are automatically created if needed on for a particular individual. When an item is marked as complete, it will never show up on any report or letter (it will continue to remain in the database and can be viewed).
 

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Automated Way to Assign BarracksA new format has been created to allow making barracks assignments for groups of cadets rather than one by one.
Birthday ReportReport showing the birthdays of any participant whose date of birth falls between the start and end date of the activity established on the Setup Screen.
CAPF2A RevisedThe system will generate a CAPF 2A for each full-time participant of the encampment. This report has been revised to reflect the currect edition of the form (OCT 03).
Military FlightsIn setting up military flights, it is usually necessary to provide the base with a manifest. Programs have been established to allow assigning participants to different flights and to print the manifest on a computer generated DD FORM 2131.
Contact Roster to Print Cell Phone#The phone numbers that previously appeared were home and work numbers. The work number has been replaced by the cell phone number. The WORK number is still in the database and can be accessed through the EDIT program.
 

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