VSys One: Volunteer Management Software

Operation

Description

Sound-alike names, statuses and dates for people

Populates various fields in the "people" table.

Lookup values (phone, e-mail) for all addresses

Updates the "nindex" table for proper searching of people by e-mail, phone number and preferred e-mail and SMS number.

Personal data for all people (wheelchair, inactive, deceased, languages)

Updates the "nindex" table for searching of people by language, active state, deceased, wheelchair, web user ID, kiosk ID, kiosk swipe/scan value, date started, date active, wheelchair, alternate name and phonetic name.

Banned list attributes

Using the current attributes (DOB, name, e-mail, phone, etc.) of banned people, updates the table used to determine if a person who is not explicitly banned is nonetheless similar enough to one that is banned to warrant warning the user.

Job and slot specifications

Updates the "nindex" table for searching of jobs by required skills, preferred skills, job preferences, locations and invitation codes. Ensures that all assignments exactly match their associated job slots.

"Unique" values on lists

Ensures that the "Unique" column in the "lists" table has nothing but non-NULL, unique values.

Descriptions and auto-checkout statuses in hours records

Updates hours records to reflect the current descriptions for all jobs, locations and projects and so that automatically checked out records are properly specified for searching.

Various address table issues

Ensures that the "Street", "City", "State", "Created" and "Last changed" columns in the "address" table are updated properly.

XML compatibility field updates

Verifies that all values which can be stored in XML format are stored in XML format.

Zero but non-NULL date fields

Checks various tables for DATE or DATETIME fields which are blank, zero or less than zero and changes those values to NULL.

Blank but non-NULL fields

Checks various tables for string fields which are blank but not NULL and changes them to NULL.

Remove attached files no longer in use

Searches for attached files which are no longer associated with any person, application form, job or other object and deletes them.

Various training course values

For training records associated with a training course, ensures that the record's "Start", "Finish", "Subject" and "Context" values match those of the course itself.

Availability detail records

Rebuilds the contents of the "availability" table based on the availability assigned to people in the "availGroups" table. Run this whenever you've updated the availability rules in system preferences.

Lookup values (checked in, alternate) for entries

Ensures that the "Checked in", "Alternate" and "Bib" fields are properly updated in the "entries" table.

Transitions values from old format to new

For people, searches for transitions created and stored in VSys 1.9 and earlier and moves them to the "transitions" table.

Populate "Code" field in options values

Finds any records in the "optionValues" with a blank, NULL or duplicate "Code" field and properly populates them.

Remove orphaned options values records

Finds and removes any records in the "optionValues" table which refer to "options" that do not exist.

Automatically match assignments to open job slots

A slot is only considered to be filled when it's explicitly linked to by one or more assignments. An assignment which exactly matches a job slot won't be counted there. This tool finds assignments not associated with any job slots but which exactly match a job slot and links them to the slot.

Delete future assignments for non-existent people

Finds assignment records for people who no longer exist and deletes them.

Fix hours records associated with mandates but not the mandate's volunteer

Detects hours records which purport to be credited against a mandate but not that mandate's volunteer. If any are found, they're changed to hours records to link to both the mandate and the volunteer.

Update geographic coordinates for locations from their zip/postal codes

For all locations with a zip/postal code, attempts to set the latitude/longitude for those locations.

Match hours records not associated with assignments back to their assignments if possible

An assignment is only considered to be credited if an hours record explicitly links back to that assignment. Entering hours into VSys using the various assignment crediting tools does that for you. This tool looks for uncredited assignments, hours records which don't link to any assignments, and if appropriate, links those hours records to their assignments.

Remove attached images no longer in use

Finds and removes any scanned images which are not linked to any people or other objects.

Find and remove duplicate security certifications

VSys Security uses a special type of encrypted certification to store security rights for each person. This tool checks for duplicate certifications for the same user. If any duplicates are found, all but the most recently updated are deleted.

Correct blank or bogus delegations on assignments

Within projects, assignments are connected to the delegations of the people they're linked to. If those delegation values are incorrect or missing then various reports and the Profile editor within a project may not correctly work with those assignments.

This tool locates all assignments in all projects in the future or up to 100 days in the past and attempts to locate any assignments which are not linked by delegation to a person actually registered in that delegation within that specific project. It then, where possible, updates the delegation to match the one the person is registered in.

Find and remove bogus jobs in projects

This searches projects for jobs which are associated with no job groups and where no people are assigned to those jobs. Any such jobs found are automatically removed.

Software license validation

Queries the VSys One website to determine your license count based on your registration code, then checks the number of defined security users (if VSys Security is enabled) or the number of unique Windows login IDs used to sign into VSys One in the past six months. The results here are for your own use, this tool does not report anything back to Bespoke.

Training automatic hours crediting

Finds courses which are defined to credit students with hours, then for those students with a status of "Completed" and which have been given no credit at all (it does not check that the current credit, if present, is correct), credits those students with hours.

Disconnect assignments from non-existent slots

For assignments linked to slots that no longer exist, removes the link between the assignment and the slot so that the assignment can be edited normally.

Expand various applications columns

Populates the "Handler", "Location", "ReqSite" and "ReqDepartment" columns in the "applications" table based on changes in version 3.0.

Correct assignments linked to different projects than their jobs

Finds job assignments which are part of one project where the job for that assignment is linked to another project. For any records in this condition, VSys moves the assignment to the job's project.