News and Blog
May 2008

Release v08.04
Dateline: Roseville - May 2008

This release included 62 changes!  Some were custom, but the majority (51) were for each and every one of you:

  • 11 changes to Finance
  • 33 changes to HR/Payroll
  • 7 changes to System and Infrastructure

Quick Links

Here are some quick links for the release that went out this week:

Summary of Major Enhancements

This is a concentrated release. We focused on:

  • New UI - You have seen it in screen captures. You have seen it in demos. Now it is on your desktop! The new color scheme for modules (Finance-Green, HR-Blue, Payroll-Magenta) is introduced with this release. Not only does it look nice, but it makes it so much easier to see exactly where you are, especially for those multi-tasking power users.

    LIST TOTALS!!! Now, many of the lists in Escape Online include totals. We are revisiting every list to include more with future releases. The totals reflect what is on the list. So if you stop your search, the total will reflect that. If you filter your list, the total will reflect that. And, they can be exported to Excel along with the rest of your list.



  • Performance - This release includes six changes that will improve performance, the new interface includes streamlined communications between the client and the server, improving the processing of the account snapshot, reducing the amount of time it takes to open a credential holder record, reworking locking errors and system setup.

    We take performance considerations seriously. We are revisiting code, creating benchmarks and putting our school business knowledge behind a concerted effort to speed it up!

  • Multi-year Budgeting - This enhancement is so incredible that we are introducing it in two parts. This first part allows you to create multi-year budget salaries/benefits projections with extensive detail (down to the row/column of a salary schedule). YOu can include either three or five year projections in any budget model. (In a future release, we will address the second part of this functionality: other expenditures and revenue.)

  • Amping Up HR - More than half of the changes were in the HR/Payroll module, including a warning that a pay hold may occur when you add an assignment or addon that doesn't match the credential audit rules defined (the pay matrix), more search fields, an easy-to-use task that rolls forward leave balances, lots of report enhancements and more!

  • Reports - This release included quite a few report fixes and a new option for the Quarterly Multiple Worksite Report (Pay08). Option B is to inform the State of the number of employees paid at each site during each month of the quarter, with a total of regular wages for the quarter.



Questions and Answers about Release v1.08.04
Dateline: Roseville - May 2008 - Terri Hammond

Last week we had another release review webinar.  And, just like last time, there were some great questions submitted through the chat box.  We thought everyone would be interested in the questions and the answers.  

If you are interested in attending the next webinar, please contact Escape Customer Care.
 
Q.  We are not seeing the tool tips.

A.  Apparently, the webinar software we are using did not show the tooltips over the wire.  When you are in Escape Online 5, if you hover over a total, you should see the tooltip.

Q.  If you filter the list, do your totals get updated.

A.  Yes, if you filter the list, the total will reflect that filter. 

Just a quick refresher on how to filter a list.  Of course, you first need to create a list.  Then you need to click on the column that you want to filter.  For example, on an account list, you would click on location if you wanted to filter on the location without restarting your search.  Clicking on the column makes that column your primary sort.  This is important because you can ONLY filter on your primary sort. 

Next, you press Alt+F3 and enter your criteria.  (This turns on the filtering.)  For example, using our account sample, you might enter “013.”  Now your list will only include accounts with a location component of “013.” 

To see the entire list again, press Ctrl+F.

Performance Tuning - Update
Dateline: Roseville - May 2008 - Bob Towery

Just wanted to update everyone on two elements of the performance enhancement plan:

1. Phases

We are adding a phase, and inserting it as Phase 2.

  1. Performance enhancements in existing software, via monthly releases.
  2. SQL 2005. Take advantage of higher performing commands and procedures available in SQL 2005.
  3. Business Process evaluation. Making sure users are using the software as intended. Changing or adding to the software to work better for end user workflows where possible.
  4. Gathering automated user experience statistics. Measuring what every user actually sees, and being able to analyze this data across activities, across releases, across organizations and even from customer to customer.  This will provide feedback for what should be resolved by step #1.
  5. Altering our plan for moving from .Net 1.1 to 2.x and 3.x to get the best software into end user hands more quickly.
2. News Items

Entries on the Escape News Page are now available for your reading pleasure, regarding Phases I and II.

Tuning and Optimizing Queries
Dateline: Roseville - May 2008 - Susan Dickinson

Recently, our Business Analyst, Jennifer Kenney, and I had the opportunity to attend an interesting three day class presented by New Horizons, Tuning and Optimizing Queries Using Microsoft SQL Server 2005.  This workshop provides database developers working in enterprise environments using Microsoft SQL Server 2005 the knowledge and skills to evaluate and improve queries and query response times.  As the class title describes, the focus was on SQL 2005, with tidbits of comparisons to SQL 2008, which will be released in the very near future.

For those of you I haven’t met, I am Susan Dickinson, the main Crystal report developer here at Escape.  SQL queries are the basis of all our reporting and I was glad to have an opportunity to learn more about SQL.
 
The first day and a half covered database structures and how the use of indexes can greatly impact the performance of queries and database updates.  The second day, we discussed the importance of structuring queries to take advantage of indexes, along with, using SQL Profiler.  We were also exposed to the basics of locking and blocking.  The third day was about cursors and the PIVOT command.

These points hit home for me:

  1. From a performance perspective, a production database should be normalized as much as possible, where as, a reporting database should be denormalized.  We discussed the advantages and disadvantages of having a production database separate from the reporting database.
    • Advantage – performance increase for both production and reporting.
    • Disadvantages
      • Two databases are created and maintained.
      • Policies and procedures have to be established to refresh the reporting database from the production database.  Refreshing needs to be done on a periodic basis.
      • Report information is only as current as the last refresh.
      • Resolve user issues regarding when to access which database.
  2. Minimize the use of hints.  Let SQL query optimizer decide the best execution plan.  Revise the structure of the query to take advantage of indexes.  Consider new indexes, but don’t over index.
  3. Minimize the use of cursors.  If the query can be structured without using a cursor, then do so.  Cursors are sometimes necessary and very valuable.
  4. Query optimization is a work in process.  Environment has a tremendous impact on the performance of queries and database updates.

I am looking forward to the benefits of using the SET STATISTICS, SET SHOWPLAN, and PIVOT commands when debugging.  I will be looking at my stored procedures with new eyes and reconsidering the use of SQL views designed for production transaction processing.  I expect to build table variables and subqueries that are more lean, then join descriptive information after the data subset has been established. Possibly, build new SQL views for the exclusive use of reports. 

I didn't realize how many advanced features are available to us in SQL 2005, so I’m going to request that Ramona “pumps up the volume” to get all our customers migrated to 2005 so we aren't limited to the SQL 2000 feature set anymore.
 
All and all it was a very good class.  It reinforced many of the techniques Escape has used in the development of Escape Online 5 and introduced me to important new thoughts regarding report performance.

Lake COE and Escape Implementation Meeting
Dateline: Roseville - May 2008 - Jennifer Kenney

Derril King from Lake COE visited Escape on May 7. LCOE is one of our XCOE systems currently in implementation. Derril visited Escape Technology to meet the team and see how the conversion process works hands-on.

While in the office, I showed Derril how we take their extracted data from their current system and convert it into the Escape Online database and how to access the newly converted data in the Escape Online application. Derril seemed impressed at how fast we could get the data into our system and ready for use by the end-users.


Derril King of LCOE and Jennifer Kenney of Escape review the Escape Online 5 conversion process.

During his trip, Derril went to Placer COE and met with some of the implementation team there and saw where their XCOE server is being hosted.

Thanks for visiting us at Escape. I look forward to working with you and the rest of the team at LCOE!

Sea Trials
Dateline: Roseville - May 2008 - Bob Towery

The Escape Online 5 system is probably the largest system, in scope/breadth, ever created for school business. It certainly has more functionality than any other system we have seen. (And we aren’t done yet, but that conversation is for another day.)

Think of it like a large ship. It’s not a cruise ship, let’s face it, we are getting work done. Maybe it’s kind of like a big navy ship. The USS Escape. It’s got systems and subsystems, and thousands of users/sailors depending on it.

If you look up the words “Sea Trials” on Wikipedia, you’ll find this introduction:

"Sea trials" are conducted to measure a vessel’s performance and general seaworthiness. Testing of a vessel’s speed, maneuverability, equipment and safety features are usually conducted. Usually in attendance are technical representatives from the builder, governing and certification officials, and representatives of the owners. Successful sea trials subsequently lead to a vessel’s certification for commissioning and acceptance by its owner.

And I think this is a good metaphor for the phase we are in with Escape Online 5. We built the ship, we did all the testing we can, and now it is out in the sea getting tested in real life conditions. Except unlike how the Navy does it, our “ship” has paying customers on board, namely our users!

And what we are all finding out together is that the ship is not perfect. In general, things go well until the seas get rough, then we have some glitches. If we go too long without “restarting the engine,” it can get cranky. There are some districts where the response time isn’t acceptable for some reason, even though it is okay at other districts in the same county.


Looking good, but not quite ready for "full speed ahead."

We are glad we have this big ship running and in most cases, it is running well. But it isn’t okay to have these rough spots. Enough people are voicing their opinion that we have to do something.

So we are taking a multifaceted approach:

  1. Performance enhancements in existing software, via monthly releases.
  2. Business Process evaluation. Making sure users are using the software as intended. Changing or adding to the software to work better for end user workflows where possible.
  3. Gathering automated user experience statistics. Measuring what every user actually sees, and being able to analyze this data across activities, across releases, across organizations and even from customer to customer.  This will provide feedback for what should be resolved by step #1.
  4. Altering our plan for moving from .Net 1.1 to 2.x and 3.x to get the best software into end user hands more quickly.

Over the next few days, there will be a series of articles in our website’s News section about these four approaches to improving performance across the board. We are the dedicated crew that built this fantastic ship. We'll keep on it until it is right!

Fun at CASBO and Pictures too!
Dateline: Roseville - May 2008 - Ramona Marshall

As promised, here are some more of Bob’s famous pictures of customers that visited our booth.  It was great for me to be able to put faces to names of some of the folks I had not yet met.  I especially liked touring the rest of the booths on my new toy (see Segway pictures)!!


Jennifer Escamilla (Escape), Mary Turcotte (a sometimes Escape consultant, most recently CBO at El Dorado COE), and Ramona Marshall (Escape).


More of Jennifer and Ramona having a good time.


Kathy Carlson (Escape) and Gordon Medd from Dry Creek USD (Placer County).


Ramona, Jennifer, Bill Maquire, the President of CASBO, and Kathy.


Ramona and Mary Beth Cowart of Antelope Valley.  Antelope Valley (Los Angeles County) is a long term Escape Finance customer. They are scheduled to upgrade from Escape Classic to Escape Online 5 in 2009.


Ramona, Tom Barentson, CBO of Sac City and Jennifer.  Sac City was the first customer live on Escape Finance (1992) and Escape-HR (1994).  Escape Payroll went live here in 1997.  Sac City began their Escape Online 5 implementation last Fall and will be going live this Summer.


Raul Parungao and Bob Towery (Escape CEO).   Raul is sadly not a current customer! He was a big Escape fan while at Newark and remains a fan.  Come on Raul, we need to be working together again!


Rosemary Haggerty of Upper Lake Elem, Kathy and Sue Milhaupt of Upper Lake High.  These are districts served by Lake COE which is currently being implemented.


Sal Gumina of El Monte USD and Ramona.  El Monte (Los Angeles County) is another long term Escape customer, in the Online 5 conversion process.


Sandra Wise from Ophir (Placer County) talking with Kathy.


Our fearless leaders!



A Seqway dealer was at CASBO, selling the machines for getting around large campuses we presume. Jeez are these fun! Maybe my next company car?


Bert Padua of Alameda COE and Kathy.


Andy Prestage of FCMAT discusses Escape Online 5 with Kathy.  Andy remembers Escape from before we had a complete County solution; we are bringing him up to date.


Janice Woodring of Rocklin (Placer County) and Kathy.

Tehama CDE Joins the Escape Family
Dateline: Roseville - May 2008 - Bob Towery

Get ready for some exciting new customer announcements over the next few days, beginning with the Tehama County Department of Education.

Tehama CDE comprises 19 school districts and just over 11,000 students.  Tehama joins Sierra and Lake COE's as members of Escape's "Project XCOE," which is our hosted system for smaller COE's.

Here is what Georgene Neher, Assistant Superintendent, Business Services had to say after the ink dried on the contract:

"Tehama County and districts are looking forward to implementing the Escape software over the next few months.  Over the several years we have been evaluating financial software, Escape has been very responsive to our requests and concerns and has developed a small county model, Project XCOE, that provides an opportunity to share the costs of technical expertise, hardware and server software at a "hosting COE" - Placer COE."

All of us here at Escape are excited about working with another County office.  Thank you to Georgene and the rest of the staff at the county and districts for selecting Escape Technology and our Escape Online 5 system.

Welcoming Modoc County Office of Education to the Escape family
Dateline: Roseville - May 2008 - Bob Towery

Today we again have the pleasure of welcoming a new customer to the Escape family:


The Modoc COE and 3 districts in the county comprise 2,148 students.

This is what Carol Silveria, the CBO, had to say about her experience selecting Escape Online 5/XCOE as the county's business system:

"Since the very first demo provided by Escape, Modoc County has been excited about implementing the Online 5 software.  Everyone wanted to be using the system "yesterday". In addition, Escape's responsiveness to our small county needs and developing the new XCOE project is greatly appreciated. We are looking forward to working with Escape's staff in the upcoming months with implementation and conversation."

Modoc joins Lake COE, Tehama COE and Sierra COE in our Project XCOE hosted solution for small COE's.  Given Modoc's locale and size, it would be very difficult to maintain the server environment needed for a modern .Net/Windows Server/SQL Server based solution like Escape Online 5.  With Project XCOE, they don't have to.

They are going to implement the best COE school business system available, while avoiding 98% of the IT requirements.



Modoc COE / Districts staff, along with Ruth Fennel (right, in pink sweater) of Tehama CDE.

Modoc reviewed all of the system available to them, and Escape Online 5 was the determined to be the best fit. We are very grateful for the opportunity to work with them, and look forward to beginning the implementation immediately.

And finally... Trinity COE also joins the Escape Family
Dateline: Roseville - May 2008 - Bob Towery

The past few days have been a flurry of new customer announcements.  In fact, we have been demoing and spending time with this group of three Northern California counties for some time.  The three of them have been on the same legacy system for many years and are now beginning the transition to Escape Online 5 as a group.

Today we add Trinity COE, to the already announced Tehama CDE and Modoc COE. Denise Raggon, the Director Business Services at Trinity COE, had this to say about the process:

"Trinity COE spent many months evaluating software packages.  Escape Online 5 quickly became the number one choice for the COE and the 10 school districts within our county. We are very excited about the product and look forward to being a part of the small county, XCOE, project."

Here at Escape, we often talk about the group together, and so have begun calling them "TTM" for short.

Trinity COE is located in Weaverville, about 30 miles west of Redding.  Lke Tehama and Modoc county offices, it is full of great people!

Trinity COE makes the 5th member of Project XCOE, our hosted small COE solution.  We are thrilled to be working with all of them.   The implementation project for "TTM" is already underway!



Escape CEO Bob Towery, Dawn Kreick, CBO Denise Raggon



Fun with COE and Districts staff!