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Squadron Information Management System SIMS

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Professional development and aeronautical ratings. Cadet Program Management ... CAPF 50-1, CAPF 50-2, CAPF 50-3, CAPF 50-4 Cadet Leadership Feedback for ... – PowerPoint PPT presentation

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Title: Squadron Information Management System SIMS


1
Squadron Information Management System(SIMS)
  • A Microsoft Access database application for
    managing and administering Civil Air Patrol
    squadrons

Author Dennis Van der Vieren Capt CAP
Information Technologies OfficerArvada Cadet
Squadron Colorado Wing RMR-CO-023
BlueMesa149_at_msn.com
Last updated 10/27/2007
2
ContentsClick a section to jump to first slide
of that section
  • Overview
  • SIMS Application Screens
  • Member Master Record Form
  • Reports Menu
  • Squadron Administration Functions
  • CAPWATCH Functions
  • Emergency Services Functions
  • Options and Settings
  • Utilities
  • SIMS Feature Summary

3
Overview
4
The challenges of operating a CAP squadron
  • Do you face any of these challenges in your
    squadron?
  • Keeping track of Cadet and Senior member
    progression and promotions
  • Paperwork burnout
  • Compiling reports for the Commander, Sr. Staff,
    or Cadet leadership
  • Keeping Cadets up-to-date on their progression
  • Answering questions from cadets regarding the
    completion of requirements for their current
    achievement
  • Tracking each Members ES training and planning
    ES training based on the tasks Members need to
    complete
  • Tracking member attendance
  • Tracking community service at the member and unit
    level
  • Tracking attendance and Moral Leadership
    participation
  • Etc...

5
The challenges of operating a CAP squadron
  • Depending on the size of the squadron,
    administrative tasks that support squadron
    operations may be performed by one or many
    individuals.
  • Whos involved in supporting your squadrons
    operations?
  • Testing and Control Officer
  • Administration Officer
  • Personnel Officer
  • Deputy Commander of Cadets
  • Senior Program Officer
  • Finance Officer
  • Stan/Eval Officer
  • Emergency Services Officer

6
What member information is typically needed to
run a CAP squadron?
  • Cadet and Senior progression requirements
  • Member information (personal, emergency, email,
    tel no., birthdays, etc.)
  • Attendance
  • Regular meetings, unit activities, community
    service, ES training
  • Testing and control
  • Written testing
  • CPFT testing
  • Moral Leadership participation
  • Emergency Services specialty qualification
    training record task completion
  • Unit and national dues
  • Emergency Notification Data

7
Who could benefit from having more information
about the squadron membership?
  • Unit Commander
  • Deputy Commander of Cadets
  • Testing and Control Officer
  • Emergency Services Officer
  • Administration Officer
  • Personnel Officer
  • Senior Professional Development Officer
  • Cadet Staff
  • Cadets
  • Parents

8
What areas of squadron operations could benefit
from having more membership information?
  • Cadet Program Management
  • Senior Professional Development
  • Retention
  • Mentoring
  • Activities planning
  • ES Training
  • Leadership Training
  • Cadet Flight Management

9
How could a database help?
  • Streamline cadet and senior member recordkeeping
  • Provide forms with programming logic for entering
    data
  • Provide reports for squadron leaders and members
  • Print CAP forms with member data
  • Transfer member records electronically
  • Quickly score written tests and CPFT
  • Import member data from CAP eServices
  • Import ES task completion and ES specialties from
    CAP eServices

10
What type of questions come up at your squadron?
  • Where is each Cadet or Senior member in his/her
    progression?
  • What specific requirements does a Cadet or Senior
    member need to complete for their next promotion?
  • What tests have been taken and passed?
  • What is each Cadets requirement for CPFT
    testing?
  • What percentage of squadron meetings does each
    member attend?
  • Who is eligible for promotion?
  • How many hours of community service does each
    member have?
  • Who is training for ES qualifications and what
    tasks have they completed?
  • Whos celebrating a birthday this week?
  • What is each members emergency contact
    information?

11
What would you like to know about your squadron?
  • What type of members are in our unit?
  • Who participates in unit activities?
  • Which Cadets are assigned to each flight?
  • What is each Cadet or Senior members progression
    history?
  • What does each Cadets achievement and promotion
    history look like?
  • Who is training for ES specialty qualifications
    and what tasks have they completed so far?

12
Summary
  • All squadrons could benefit from having more
    information about their membership to better
    manage and support squadron operations
  • Most of the valuable information is still
    recorded on paper and stored in file cabinets
  • Extracting information from paper to generate
    reports can be very time consuming and labor
    intensive
  • Having member information stored in adatabase
    opens up many possibilities fora squadron to
    better manage its operations.

13
SIMS Application Screens
14
The SIMS Welcome Screen
15
The SIMS Main Menu
The main menu provides a quick snapshot of the
squadron membership. If you have downloaded
CAPWATCH, SIMS will display your MML member
counts using the CAPWATCH.mdb database.
16
Member Master Record Form
  • Used to input and update all member data

17
Personal Information (Senior)
18
Personal Information (Cadet)
19
Additional Personal Information (Senior)
20
Cadet Promotion Requirements Entry
21
Cadet Test History
22
Cadet Test History
23
Senior Member Progression History
24
Senior Member Level Completion
25
Senior Member Aeronautical Ratings
26
ES Specialty Qualification Training Records
27
Member Attendance Records
28
Member Ribbons Awarded
29
Cadet O-Flight History
30
Member Community Service Hours
31
Cadet/Senior Missions and Activities History
32
Cadet/Senior Positions Held Within The Unit
33
Squadron Administration Functions
  • Forms and reports used manage member and squadron

34
Squadron Administration Functions Menu
35
Meeting and Activity Attendance Data Input Form
36
Moral Leadership Participation Input Form
37
Cadet Promotion Requirements Input Form(all
promotion requirements on one form)
38
CAPF-50 Forms Cadet Progression Evaluation
39
CAPF-50 Data Entry Form
40
CAPF 50-1, 50-2, 50-3, 50-4 Cadet Leadership
Feedback Forms
41
Cadet Leadership Feedback Input Form
42
Squadron Dues Tracking Form
43
Member Photo Input Form
44
Reports Menu
  • Provides access to the majority of the reports in
    SIMS other reports available directly from
    forms like the Member Master Record form

45
Reports Menu
46
All Reports Available From One Dropdown Box
47
Member Roster Reports
48
Sample Roster Report
Unit address on all reports
This can be your unit patch displayed on all
reports and forms.
Squadron name at the bottom of all reports
49
Cadet-Only Reports Dropdown Box
50
Senior Member-Only Reports Dropdown Box
51
Administrative Reports Dropdown Box
52
CAPWATCH Functions
  • Used to import member data and SQTR
    qualifications from CAP eServices

53
CAPWATCH Functions Menu
54
CAPWATCH Database Reports Dropdown Box
55
Same reports that are downloaded with CAPWATCH
56
Print Member Specialty Qualification Training
Record (SQTR) forms directly from the tCAPWATCH
database download file
57
SQTR printout direct rom tCAPWATCH database
58
Emergency Services Functions
  • These functions provide unit-level tracking and
    reporting of member SQTR task completions

59
ES Functions Menu
60
Unit Level SQTR Task Completion Input Form
Once you download your member SQTRs from
eServices, you can enter unit-level information
on tasks completed. The tCAPWATCH download does
not contain the trainer CAPID, but this form
does.
61
SQTR Printout
If the member loses their paper SQTR, you can
print them a new one.
62
ES SQTR task completion bulk entry form
Use this form to enter task completions for all
SQTRs
63
Member SQTR Task Completion report
This report shows which members have completed
which SQTR training tasks. Good for planning
unit-level training exercises.
64
Master list of each members SQTR qualification
status
See which members have qualifications and what
the status of their current training and existing
qualifications are.
65
Notes for Unit-Level ES SQTR Tracking and
Reporting
  • These functions are only a unit-level supplement
    for tracking and reporting member SQTRs. They are
    not meant to be used in place of MIMS or WMU.
  • ES Officers may find these functions handy for
    planning unit-level training exercises.

66
Options and Settings
  • You can customize SIMS for any squadron. All
    forms and reports will display your unit name,
    charter, and address

67
Main squadron customization data
68
Enter unit address for all reports
69
Create flights for assignment of members
70
Create custom member type names
71
Customize various lookup tables for dropdown box
selections on forms and cadet promotion review
board requirements
72
Utilities
  • Provides functions and tools for maintaining your
    SIMS application

73
Utility Functions Menu
74
Export member data to Excel workbooks with
user-defined criteria
75
Exported member records in Excel
76
Export one or more member records to an archive
database file
This function can be used to electronically
transfer member records between squadrons when
members transfer to another squadron.You can
recall a members records if they leaveCAP and
re-join in the future.
77
Import one or more members from an archive
database
Use this function to import member records for
transfer members, returning members, ordatabase
recovery.
78
Link to SIMS databases in another location
You can locate SIMS on a common computer on the
network so multiple people can run SIMS from
different computers at the same time to update
data and run reports.
79
Repair or upgrade your SIMS database files
This function will add new fields and tables to
the database files SIMS uses to store member data
and reference data.
80
SIMS System Information Display
This form displays information about your SIMS
environment.
81
SIMS Feature Summary
82
Benefits
  • Streamlines unit records management
  • Provides unit commanders, staff, and members with
    comprehensive information about members and the
    unit as a whole
  • Reduces time spent updating paper records

83
Features
  • Electronic member records management
  • Streamlined data entry on bulk entry forms
  • Customizable look and behavior
  • Rule-driven to match officer and cadet
    regulations
  • Unit level emergency services training tracking
  • Its free!

84
Senior Member Program Management
  • Contains all data on the Senior Member Master
    Record (CAPF-45)
  • Built-in progression rules for the entire officer
    program to comply with the CAPR 50-17
  • Duty assignment tracking and reporting
  • Professional development and aeronautical ratings

85
Cadet Program Management
  • Contains all data on the Cadet Master Record
    (CAPF-66)
  • Built-in cadet program progression rules
  • O-Flight tracking and reporting
  • Moral Leadership tracking and reporting
  • CPFT Category rules

86
Data Entry Forms
  • Comprehensive Member Master Record for all
    members
  • Meeting and activities attendance
  • Moral Leadership discussion participation
  • Bulk entry of all requirements and test scores
    for each Cadet achievements and awards
  • Community Service bulk update
  • Squadron dues tracking and reporting
  • Member photo maintenance and reporting

87
Reports
  • Member Master Records
  • Member roster reports
  • Officer and Cadet Master Record reports
  • Attendance reports
  • Testing log reports (AE, Leadership, CPFT)
  • Community service reports
  • CAPWATCH database reports
  • Avery 5160 mailing labels
  • Cadet promotion eligibility and required items
  • MIMS SQTR task completions (unit-level tracking)

88
CAP Forms
  • CAPF-2 Request for Promotion Action
  • CAPF-2a Request for and Approval of Personnel
    Actions
  • CAPF-60 Emergency Notification Data
  • CAPF-50 Cadet Progression Evaluation
  • CAPF 50-1, CAPF 50-2, CAPF 50-3, CAPF 50-4
    Cadet Leadership Feedback for Phases I, II, III,
    IV
  • CAPF 52-1, CAPF 52-2, CAPF 52-3, CAPF 52-4 Cadet
    Program Phase Completion
  • All Emergency Services Specialty Qualification
    Training Records (SQTRs)

89
Management and Administration
  • Attendance tracking and reporting for meetings,
    safety briefs, activities and special events
  • Community Service tracking and reporting
  • Emergency contact tracking and reporting
  • unit-level emergency services SQTR task
    completions tracking and reporting
  • Squadron dues tracking and reporting
  • Flight assignments and reporting
  • Member ribbon assignments
  • Missions and activities tracking and reporting

90
Special Features
  • CAPWATCH and tCAPWATCH data import
  • Customizable user interface (Squadron patch,
    address, charter, etc.)
  • Member records archive
  • Member records transfer between SIMS units

91
Add-Ons
  • Cadet Merit Tracking and Reporting Module
  • Macro-driven Word templates with links to SIMS
    data (CAPF-2a, CAPF-31)
  • Member photos

92
Download and Contact Information
  • Download from SquadronCommand.comhttp//Squadron
    Command.com
  • Author
  • Dennis Van der Vieren Capt CAPInformation
    Technologies OfficerArvada Cadet Squadron,
    RMR-CO-023, Colorado Wingemail
    BlueMesa149_at_msn.com
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