News and Blog
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In release 09.05, there were 23 updated reports. I had to run each one of them (plus all of their sort options) to update the report sampler. My workflow tends to be to run all the similar reports -- like fiscal or employee -- using the same criteria and then look at them in detail later. Sometimes that can be days, especially if I get pulled onto another project or what not. That’s a lot of work that I don’t want to lose! |
So, I use the Date Delete Scheduled field in My Reports. Every report I run (except snapshots) gets saved to My Reports. At the end of the day, I go to the My Reports activity, check the status of the report and paste in the date the documentation is due. That way I know my reports ran successfully and won’t be deleted while I am working on the rest of the documentation. And, I know I won’t be clogging up the network because my reports will be deleted automatically on the day I scheduled.
That’s a time saver and a report saver!
Note: The number of days that reports will stay in My Reports is defined by your system manager. The default is two weeks.
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I wanted to let everyone know that last Friday we had a very successful Escape quarterly offsite meeting. We really appreciate our customers’ understanding that four times per year we’ll have limited support available so that we can hold these productive meetings. (Our next meeting is scheduled for November 6.)
Some of our topics:
As you can see, one of our focuses for the upcoming year is to expand and improve our services. With that in mind, one of the exercises we did was to break up into five groups, and spend 30 minutes discussing issues, problems and suggested resolutions. Then each group reported their findings, which will be a starting place for several more planning sessions.
We know this past year has been bumpy with so much new software and so many conversions and new customers. This meeting was our kickoff for 2009/10, and our intention is to improve every single facet of our system and services.
Comments are appreciated! Send us an email and let us know what you think.
As I reported on July 27th, one of the first activities addressed by the PTF is Adjust Pay, used by payroll technicians for each month’s payroll. You’ll recall that we had learned that Windows was throwing a fit over “embedded tabs” and that was the cause of this form construction being slower than our others.
We completed the new activity, eliminating the embedded tabs, and it is about twice as fast as the current one. But it still is not as fast as it can be. It’s slower than other forms (like Employee) that have more data. This activity has something unique in our system: the ability to leave the form open, yet send updated data to the server, and then get updates and display them. The purpose for this is to immediately compute an employee’s payroll after making changes. This is accomplished with a Task pulldown.
What we have found is that part of this task is being invoked each time the user clicks on a tab, thus slowing down the display. We are still working on this issue, but I wanted to give everyone an update. A much quicker Adjust Pay is on its way!
Comments are appreciated! Send us an email and let us know what you think.
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Escape has installed Windows 7 on a laptop and desktop, and we have tested our Escape Online 5 client software on it. We are happy to report that no issues were found, and it appears we are completely compatible. [Note that our infrastructure page has been updated accordingly, the Windows 7 entry has been moved from future to present.] Windows 7, scheduled to be released on October 22, is Microsoft’s latest operating system. A replacement for Vista, according to CNET, “Windows 7 is more than just spin. It's stable, smooth, and highly polished, introducing new graphical features, a new taskbar that can compete handily with the Mac OS X dock, and device management and security enhancements that make it both easier to use and safer. |
Importantly, it won't require the hardware upgrades that Vista demanded, partially because the hardware has caught up, and partially because Microsoft has gone to great lengths to make Windows 7 accessible to as many people as possible. (Read CNET’s full review.)
Comments are appreciated! Send us an email and let us know what you think.
This news item is about lookups, decisions you make, and working for our end users. All our users know about lookup windows, we have had them going back to the first days of Escape Classic in the 80’s. You never need to know a code: you can get a drop down of all the available values. Like in the picture shown.
Not all lookups are created equal though. This is an account search screen, and one of the methods is to search component by component. Because you can use all kinds of ranges, wildcards and combinations for each component, we present them vertically so the user can enter lots of search criteria.
[Note, account search windows automatically conform to your organization's “account string” or “account structure.” What you are seeing here is one of our customer’s account code structure.]
We call the various “elements” of the account code components. And each component has its own lookup. And for some components - like resource, object and goal - there can be anywhere from 600 to 1,000 codes/descriptions in the lookup. The client gets these lookup values from the server the first time the user requests them and populates the lookup window.
Well, back when we were implementing our first couple of districts on Escape Online 5, an issue came up. When users added a new component in the account maintenance area, it would not show up in the lookup window. That’s because once we got the values, we stored them on the client for that session (this is known as “caching”), we did not go back to the server. Our thinking was that account components are not entered that frequently, so if someone really has to see the new one, just logout/login, and then the new lookup will get the new values.
This was not acceptable to our customers. That’s the point at which we did something that now seems kind of stupid. We put a “timeout” on the lookups. Whenever a user requested the lookup window on a component, if the data we already had was more than one minute old, we flushed it, and got a new set from the server. This also came into play if the user just types in the value, if the “cache” is more than a minute old, we refresh from the server.
This did solve the problem, but with a performance penalty. Our early customers were on fast networks, and they didn’t even notice that we were frequently reloading the values – it might take a second or two.
Recently some districts on slower networks that are part of some of our COE implementations, complained because as they entered the component values for a search, going down the dialog, it would take several seconds for each value to be verified (since now you know it was refreshing from the server) which could be 1,000 rows or more. We don’t want users feeling pain!
This issue was brought to the Performance Task Force and with hindsight we could see a much better solution to the problem. What we came up with was loading the values the first time, like now, but only refreshing if the user enters a value that is not in the cache (i.e. it has to be a just added new value). Bingo, 99% of the time the values will be loaded only once for any session. We will have much happier users, especially those on slower networks. But there’s a benefit to everyone, less network traffic overall.
This enhanced functionality will be released in the 9.6 releases (both .Net 1.1 and 3.5 platforms), and can be patched into 9.5, just ask your support rep to do it. Although this sounds like a simple change, the programming was actually quite time consuming, but these are the kinds of areas we addressing now for our end users.
Comments are appreciated! Send us an email and let us know what you think.
One of our efforts for this fiscal year is to engage our end users, for the purpose of obtaining feedback on our system and our services. We are looking both for kudos where they are due and constructive criticism as to how we can improve.
I was recently emailing with Debbie Towne, Payroll Specialist/System Operator at the Tehama County Department of Education, on another matter. I took the opportunity to ask her how things are going for her with Escape Online 5, as they recently went live. She told me:
Payroll is going very well; most of our districts are coming on board with great attitudes which helps immensely. I was working on my STRS report yesterday and the functionality is wonderful. This was one of the areas our previous system was lacking. There are so many things that work out really well in Escape. It was a little unnerving when I ran the first two payrolls, it was just too easy!!! I would also like to add that as we have encountered issues along the way, Kathy Carlson, was right there with all the answers. She has been an endless supply of knowledge for us and for the most part readily available when we needed her.
It’s wonderful to hear from our end users! And thank you for the compliment on Escape’s Project Manager Kathy Carlson. Whenever you have a moment to share your feedback, we would appreciate your thoughts about Escape Online, school business, customer support, or anything else. We are interested in what you have to say.
Comments are appreciated! Send us an email and let us know what you think.
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Earlier this week, I was working on a video tutorial for Escape Basics. Yeah! But, I had to create a list of requisitions, about 25, for the tutorial. Boo! I really thought it was going to be a chore creating so many requisitions, but there is a button that saved the day: Save/New. With the Save/New button, I don’t have to close the record I am in and then open a new record. Instead, I just click ONE button and the record I am in is automatically saved and closed, and a new record is automatically opened. It is quite speedy. |
It is especially helpful with requisition line items. In my research for the video, I noticed that most requisitions have multiple items, so I figured to make the video realistic my requisitions should have multiple items too. So, I printed a representative sample of requisition snapshots to work from, and then I started my data entry.
I started on the Search page, hit New and never looked back. I entered the basic information for the requisition, entered the line items (one right after another using Ctrl+Shift+N – the keyboard equivalent for Save/New), entered an account, and then submitted the requisition. I would click Ctrl+N (the keyboard equivalent for New) from the list and start all over again.
I felt like a real user – using Escape Online to do my job – entering requisitions. It was pretty cool, and I really appreciated that Save/New button. It made my project go a lot quicker.
Comments are appreciated! Send us an email and let us know what you think.
I have some exciting news, another COE and its districts are live on Escape Online 5 as of July 1!
Lake COE, 7 districts and 1 charter went live on Escape Technology’s Online 5 system, running on our XCOE hosted system. I was not the original Project Manager (there were personnel changes for both Escape and Lake which added some complexity to the implementation), but thanks to great, positive attitudes by both COE and district users alike, I’m glad to be a part of the effort that adds another eight organizations to the Escape family.
Since going live, we have processed 3 payrolls, and many AP checks!
Fiscal Specialists, Marlana Gould and Jette Everhart, show off their hard work!
I spent a lot of time at the Lake COE office and I just want to say again how great it is to work with people that have such a positive attitude and a “get it done” mentality. All conversions are difficult and complicated processes. The right attitude really makes the difference of getting over all the little hurdles along the way. I also want to thank the many people back at Escape that helped me both get up to speed, and get all the remaining tasks done on this project. What a team!
Comments are appreciated! Send us an email and let us know what you think.
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Last week I told you all about my problem with Adobe Software and how they tracked and solved it using case numbers, and how Escape Technology has a similar process using incident numbers. But what happens when the incident cannot be solved through setup or understanding the software better? What happens if the incident’s resolution requires a change to the software? Escape Technology has a process in place where we can enter change requests (CRs) and track the change through development, testing, documentation and implementation. Just like incidents, CRs can be related to other items, have emails or other files attached, and have a priority specified. There is also the obvious: version found in, activity, description, history, etc. |
What makes CRs unique is that they can “belong to” several customers. Let’s take a look at CR 6945 (Recognize new lump sum earnings amount for tax calculation purposes). The CR is a result of an incident requesting a "lump sum" tax method for retro payrolls.
Since Escape Online did not currently have the setup necessary for this tax calculation, the resolution to the incident is to create new setup flags and change the tax calculation to honor them. The incident is related to a CR and the process begins. But, before we begin development, we have to see if this change affects or is required by other customers. And, this one is. We have several customers that use "lump sums" for retros and other manual pay cycles. So, now we need to contact them and get their input.
We keep track of this through the Customer(s) check list. If a CR affects particular customers, we put a check next to their name and that allows Escape Customer Care (ECC) to easily report on the progress of CRs that are noteworthy for their customers.
Once we create the CR, we carefully specify exactly what the customer(s) need, where the changes will take place, what they will look like, and how the logic will work. After this is completed, we bring it before ECC to approve it. This ensures that changes requested by two or three customers don’t adversely affect two or three other customers.
Then the CR gets scheduled. Depending upon the priority and deadline for implementation, the CR is put into the release queue and assigned to a developer. As you can see from the screen capture, the developers put in their notes and the testers put in their notes, including the database it was tested on, the organizations, user Id/password, release version and details about what was tested. Every step is recorded for historical purposes and for correctly documenting the changes in the release notes and user guides.
Our fabulous Jennifer Kenney administers the program for this process, including logic for status changes. For example, when a new CR is created, everyone in ECC is notified. When the CR moves from Testing to Documentation, it is automatically assigned to me. If someone checks the Release Review box, Terri includes it in the Release Review.
The entire process is overseen by Ramona. She constantly “trolls” the CRs, looking for patterns, efficiencies and showstoppers. While we are regularly looking for ways to improve, we have had some great feedback from customers stating that this process is transparent and helpful when they are planning for upgrades.
Personally, I like how everything ties together. I don’t have to search emails, wonder what prompted a CR, or hunt through some government web site for information about a new regulation. For those of you who remember the TD process from Escape Classic, you can readily see how CRs are a million times more productive and resourceful.
Comments are appreciated! Send us an email and let us know what you think.
You have Billboard’s top 10 music hits; you have the FBI’s top 10 most wanted list; you have Forbes’ top 10 of the world’s richest people; and now you have Escape Online’s Top 10 with Terri and Leslie for v09.05.
Today we are introducing a fun way for you to learn what is new in each release. In about 10 minutes, Terri Hammond, our system trainer, and Leslie Bailey, our technical writer, will quickly drive you through the most important changes in the latest release.
It is designed to be entertaining and informative. The goal is to tell you the most salient points as quickly as possible using a PowerPoint presentation. It is not meant to replace the Release Review which is an hour long, detailed walk through the software showing how the changes look and feel.
We have received several ideas about how we could create an “executive summary” of the release for those of you who cannot attend the Release Reviews, but still need to be “in the know.” We believe that Terri and Leslie’s Top 10 is the perfect vehicle. It contains screen captures, report samples, fixed known issues and lots and lots of information.
Take a look at Terri and Leslie’s Top 10 and let us know what you think. (This is best viewed through Microsoft’s Media Player.)
Comments are appreciated! Send us an email and let us know what you think.
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This week was a rough one for me. I upgraded my Adobe Acrobat software so I could create video tutorials, which would allow you to see all tutorials from a single location, and allow me to create tutorials that are not attached to activities – like Escape Basics. I am very excited about this new project, but it quickly turned sour for me. The upgrade of Adobe Acrobat was not compatible with Adobe FrameMaker, the software I use to create the documentation. I found out after the installation. I also found out (via user forums) that backing out of the Acrobat update wasn’t easy. So, I got on the phone and called Adobe support. I was given a case number. After three calls to three different technicians on three different days, I believe my problem is solved. Thank goodness. |
But what does this have to do with Escape Online, and why am I telling you this?
While it is always nice to gripe, I actually have a more noble purpose for telling this story, and it involves the case number. Did you notice how many calls, people and days were in the story? You would think that would have been a nightmare, but it was not because I had that case number. I simply told the technician the number and they knew what I had said before, what the previous person had told me to do, and how long it had been since my last call. Excellent. Productivity hounds do not like repeating themselves!
We have a similar case number process here at Escape, but we call them incidents. The best way to generate an incident is to email Escape Customer Care and cc MyEscape@escapetech.com. This automatically creates an incident. MyEscape immediately responds to you with the incident number for the question, and sets the status of the incident to New.
Now the incident is part of our business process with the following statuses:
This process is imperative to keeping track of your questions and our responses. And, there is a lot to keep track of!! We currently have 155 districts live on Escape Online. Those districts generated 214 incidents in the month of June. Those 214 incidents generated 10 CRs. (But, I am getting ahead of myself – we will discuss CRs and their processes next week.)
Let’s take a closer look at one of the incidents generated in June. This was a simple one that was resolved with a few emails; no CR was generated.
Of course, there are the obvious fields – Activity, Description, Resolution – but, there are a couple other features I would like to point out that are designed to make your life (and ours) easier, and to speed up the resolution of your incident:
Priority – This is set to what YOU want. If you think this is the most important incident (or CR), you can request this to be set to high (other settings include low, medium, and showstopper). This helps everyone stay on track. And, if you want, during your regularly scheduled incident review with Escape Customer Care, you can change your mind and decide something else is a higher priority, or lower, whatever works for you.
Emails – Every email sent or received that includes MyEscape@escapetech.com is kept with the incident. This means that all communications are in one place. A great time saver for you, no repeating what you have already said.
Related Items – If your incident is related to another incident or if it generates a CR, those records are listed in the incident. This means that you don’t have to know BOTH the incident number AND the CR number. If you know either one, we can quickly bring up the information.
Productivity hounds unite!
Comments are appreciated! Send us an email and let us know what you think.
Trinity and Tehama counties first began transitioning to Escape Online 5 earlier this year. In February, Tehama took the county office and two districts live. Georgene Neher, Assistant Superintendent, Business Services Department, said, “After many years of research and planning with our partners at the Modoc and Trinity COEs, it is so gratifying to see us reach this point.”
In April, Denise Raggon, Chief Business Official for the Trinity County Office of Education, commented on taking their county office live at the beginning of the year. “We have been live since January 1st with both payroll and finance and continue to discover new and exciting aspects of the software each week. The remaining 10 districts in the County are on target for a July 1st implementation and are all looking forward to the enhanced capabilities of our new system.”
Everyone, working together, met that deadline!
We are so happy to announce that as of July 1 all districts within these counties are now in live operations, and they have each completed their first county-wide payrolls, with 22 organizations in Tehama and 12 in Trinity. Since it’s July, both counties have smaller than normal payrolls which is nice as a “starter.” They still have work ahead for the much larger August payrolls, but everyone feels confident about the process of the project.
Kathy Carlson, the Escape project manager, said, “I’m very happy and proud of these smaller counties, they really pulled it together and got it done!! This milestone went very smooth because of their hard work and dedication.”
This brings the total number of counties with all districts live on Escape Online to six. Two other counties are in the middle of converting from our legacy Escape Classic product, and one more is in the middle of converting from a third party system.
** Both Tehama and Trinity are part of Escape’s XCOE program, where Escape Technology acts as the application/system manager, providing and supporting the application software, the server hardware/software, security and load balancing equipment, and the backup procedures.
Comments are appreciated! Send us an email and let us know what you think.
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