The data entry error tool (DEET) is a report that helps you make sure your program offerings are in line with the Parks and Recreation Department's publication standards. The DEET will check a section's information with Department policies (registration dates, age categories, standardized fees, etc.). It also shows you reminders (reserving the rooms for your programs, ensuring age rules are correct, etc.) for what's needed to make sure your programs run smoothly. Any errors that the report finds will show in RED, and that's your indication that your section needs changes.
You have two options if you see RED on your DEET report:
- Correct the section's information so that it is consistent with the Departmental standards.
- Email [email protected] with an explanation of why the program was entered as such so that we can discuss the best course of action.
- Log in to PARKS DIRECT, select the menu icon on the upper-left, and then select Custom Reports under Quick Links. PARKS DIRECT will bring you to the custom reports' server.
- Select Data Entry Reports > Data Entry Error Tool (DEET).
- At the top of the screen, choose your parameters. The parameters are as follows:
- Year -Choose the year you would like to report on.
- Season -Choose the appropriate season you would like to report on (spring, summer, fall, winter, summer day camps, or school year).
- Cost Center -Choose the cost center you would like to report on. Programs will only appear if they are associated with the correct cost center. You can only run one cost center at a time, so programmers or managers supervising multiple sites may need to run this for each cost center.
- Select View Report on the right to view the DEET's results.
Select the menu icon, then Custom Reports. See above.
After selecting Data Entry Reports, select Data Entry Error Tool (DEET). See above.
Select the correct parameters for your section (Year, Season, Cost Center). Then select View Report. See above.
After running a DEET report, a list of results will appear, and anything that needs to be addressed will appear in RED. In most cases, the section title will tell you what corrective action to take.
In the example below, the DEET returned the age-range columns in red because the age-range (13 and up) a programmer previously entered doesn't match the Department's standards for adult programs (18 & up).
The example DEET report returned the Min Age and Max Age columns in red, indicating the age rage is incorrect for an adult program.
The Age as of Date criteria on the Age Rule is set incorrectly. Depending on the type of program this should either be Item Begin Date (regular programs), Item End Date (Day Camps), or Actual Date (School Year).
1. Open the Section and select the Rules tab.
If you don't see the Age Rule when the rules populate, scroll down.
2. Double-click the row and locate the Linked Criteria.
3. Double-click the Age row.
4. Update the Aging Date Option to the correct selection. Then select Save.
The age rule on the section does not match the standard range for that age category.
There are a few options to correct this error. Determine the best course of action depending on your courses needs.
- Update the Age Rule to match the criteria for that particular Category.
- Delete and recreate your section under the proper Activity.
- Contact the Customer Service Help Desk to Code Convert your section into the proper Activity.
The age rule on the section has a x.99 fraction on the minimum age.
1. Open the Section and select the Rules tab.
2. Locate the row containing the Age Rule and double-click to open.
3. Click on the Linked Criteria row labeled Age then click Change.
4. Remove the .99 from the Begin Age field and click Save.
The section does not have a proper (or any) age rule in place.
Please refer to Section 3 in the article How to create a section.
The section is missing or has the incorrect brochure code listed on the Comments tab.
Please refer to Section 5 in the article How to create a section.
The section code does not conform with the standardized format. Click here for more info.
First, check to ensure the dates on the Section are accurate. If they ARE correct:
- Delete and recreate the Section with the correct Section Code.
- Contact the Help Desk to perform a Code Conversion.
If the dates are NOT correct, make the necessary update and Save.
The section code has a letter within the first 3 characters which does not conform with the standardized format. Click here for more info.
There are two options for correcting this error.
- Delete your section and recreation using the standardized format.
- Contact the Help Desk to perform a Code Conversion.
The section has its location set to SPLEX but has the Wild Card Cost Center set to another facility.
Begin by determining if the section should be held at SPLEX or not.
- If the location is correct, navigate to the Fees tab and update the Wild Card Cost Center to one corresponding to SPLEX.
- If the location is NOT correct, update the Facility field on the Core tab to the appropriate location.
Sections programmed in a Virtual activity must take place in a virtual classroom. Please select an appropriate facility. If this is not a virtual activity and taking place in person, it must be reprogrammed under the appropriate activity code.
Begin by verifying if the Section should take place virtually or a physical location. You will either need to update the Facility Location on the section or reprogram using the correct Activity.
The section Start Date falls outside of the set Season's parameters.
| Season | Date Range |
|---|---|
| Winter | December 1 - February 28 (29) |
| Spring | March 1 - May 31 |
| Summer | June 1 - August 31 |
| Fall | September 1 - November 30 |
Review the Section begin and end dates for accuracy then either update the Season or the Begin Date and End Date.
The section Begin/End Time falls outside of typical daytime hours.
On the section's Core tab, update the Begin Time and/or End Time and then click Save.
A Day Camp Activity is being used outside of the Day Camp Season
Day Camp Activities should only be used during the Day Camp Season. Check to ensure the Begin/End Dates are correct. If the date(s) are not the issue, you will need to delete and reprogram your section under a non-Day Camp Activity.
The section either has
- Fees on a section that has been standardized (ex. Swim Lessons)
- Zero fees
- 2 or more fees
The section has a standardized fee on the Activity level and does not need a fee on the section.
1. Navigate to the Fees tab on the section.
2. Click on the row for the Fee you wish to remove and then select Delete.
3. Click Yes when prompted to confirm your choice.
The section does not contain a standard fee.
Please review Section 2 in the article How to create a section.
The section contains more than 1 standard fee.
1. Navigate to the Fees tab on the section.
2. Click on the row for the Fee you wish to remove and then select Delete.
You don’t need to enter a non-resident or impact area fee. PARKS DIRECT will automatically calculate a non-resident and/or impact area fee for your section.
Incorrect GL Code on Rec Council Course Fees
The section has the incorrect designation for Child Care.
On the Section's Core tab, check or uncheck the Child Care Activity? option. Then click Save.
The section has not had its reservations made at the facility to book the room during program hours.
1. On the Activity Section Management screen, highlight the Section.
2. Select the More button, then click Reserve Facility.
3. The System Reservation window will now be visable. Under the Process Option field, select the drop down arrow and change to Process and Override Warning. Then select Process, Process, and finally select Close.
The trip does not have a proper (or any) age rule in place.
Please review the Rules section in the article How to Create a Trip.
The trip dates and times are outside of typical standards.
Under the Core tab, review the Departure/Return Date and Time fields and make the necessary corrections.
Once a Trip is saved, the Departure Date and Departure Time field cannot be edited. Please contact the Help Desk for assistance with a Code Conversion.
The trip code does not meet the standardized structure. Click here for more info.
There are two options for correcting this error.
- Delete your section and recreation using the standardized format.
- Contact the Help Desk to perform a Code Conversion.
The Brochure Text on the Trip is blank.
1. Navigate to the Comments tab.
2. Locate the Brochure Text text box and enter the description for the Trip. Click Save.
The Brochure Text on the Trip contains consecutive spaces.
1. Navigate to the Comments tab and locate the Brochure Text field.
2. Review the text in the Plain Text Editor for any large spaces. The goal is to have NO double-spaces or larger in the text.
You can Copy and Paste the text into another document software (e.g. Microsoft Word or Notepad) for easier reviewing and editing. But don't forget to place the edited text back into the Brochure Text field!
The Max Count on the Trip is set to 0.
Under the Core tab, locate the Max Count field and update to your desired max.
The trip does not contain a standard fee.
Please review the Fees section in the article How to Create a Trip.
The trip has a fee configured for Non-Residents. This fee is unnecessary because the increase is automatically calculated.
1. Navigate to the Fees tab on the Trip.
2. Highlight the row with the Non-Resident Fee and click Delete. Select Yes when prompted to confirm your choice.
