CYS Global Data Transfer Quick Reference Notes

Global Data Transfer Overview and Patron Satisfaction

  • Purpose: Transfers family, provider, and staff records electronically between Child and Youth Services (CYS) databases during Permanent Change of Station (PCS) to eliminate duplicate data entry and manual paperwork.

  • Patron Survey Findings: Out of 2,900+ patrons surveyed, 87% reported being unaware that electronic record transfers were possible.

  • Operational Objective: Make file exports a standard operational protocol upon receiving initial withdrawal or PCS notice at Parent Central, center front desks, or youth programs.

Technical Setup and SSL Certificate Requirements

  • Device Configuration: Configured at the default level in device assignments using the MWR GDT device and target URL as detailed in SIEMS Training Guide 36.

  • SSL Certificate Specifications:

    • Initial change notification sent July 11/12, followed by an MIS alert on July 18.

    • Certificate files received as .txt must be renamed to end in .0 (e.g., 81B969768DotAuth).

    • POS Workstations: Certificate must be placed in the C:\BSI web client certs directory on every point of sale machine.

    • RD Web Servers: Certificate must be placed in the D:\BSI web client certs directory for version 10.3 admin workstation access.

  • Training Documentation Reference:

    • Household Export/Import & Setup: SIEMS Training Guide 36.

    • Family Child Care (FCC) Provider Export/Import: SIS Training Guide 55.

    • Staff Member Export/Import: SIS Training Guide 63.

Data Transfer Scope and System Compatibility

  • Database Version Compatibility: Supports transfers seamlessly across versions 10.1 to 10.3, 10.1 to 10.1, and 10.3 to 10.3.

  • Transferred Household Data:

    • Sponsor & Spouse/Partner: Name, cell phone, military status, and email address.

    • Family Members: Name, ethnicity, relationship to sponsor, cell phone, email, gender, date of birth, special needs details, sports physicals, health assessments, shot records (SHOP codes), allergies, and linked medical documents.

  • Excluded Household Data: Home street address, home phone, account balances, active passes, rosters, grade, and school.

Export and Import Workflows

  • Household Export & Import:

    • Exports are accessible via POS menus or directly adjacent to the PCS prorate function.

    • Uses primary email addresses (preferably mail.mil addresses, or commercial emails selected under the "other" category).

    • Exporting a record multiple times overwrites the existing file in the global database without damaging existing data.

    • Importing requires entering the exact matching email address used during export.

  • Provider & Staff Transfer:

    • Provider transfers are initiated via Provider Maintenance using the RecCentral Transfer button.

    • Staff transfers are initiated via Staff Maintenance using the RecCentral Data Export button.

Troubleshooting and System Reporting

  • Error Diagnostics: The message "Unable to connect to the RecCentral database" indicates a missing SSL certificate, network communication blockage, or incorrect URL setup.

  • Workstation Audit: Successful exports from an admin machine alongside failures at a POS terminal indicate that the SSL certificate is missing from that specific POS terminal.

  • Tracking and Scheduling: Global Data Transfer reports can be scheduled for automated weekly generation to track transfer attempts and activity.

  • Escalation Protocol: Persistent database connection issues should be reported via work tickets to G6, with notifications sent to MCOM G9, the US Army MWR Help Desk, and VSI.