Readme for CBISA Online™ Version 3.3.10
  • "Lock" a Year
  • Reporters Allowed to Copy Activity and Occurrence Records
  • Enhancements to Memo Fields
  • Restricted Funds Offsetting Revenue Fields "Grayed Out" for 2011
  • Additional Fields added to IRS Bad Debt Page
  • Activity/Objective Screen Re-aligned
  • New "Mouseover" Tooltips for Reporting Unit Financial Screen
  • Additional Enhancements for the Occurrence Page
  • Changes to Reports & Listings

    "Lock" a Year
    Administrators and Coordinators may now "lock" a year prior to "closing" a year.  The new locking feature allows the active fiscal year to be available for Administrators, Coordinators and Finance users who have full access and functionality; however, Reporters see the year as "read only" and are blocked from adding/editing/deleting any pending records.  Administrators and Coordinators may lock/unlock a year at will. A function button has been added on the Reporting Unit Financial screen labeled "Lock Year".  A new coding system is in place to differentiate between locked, closed, and re-opened fiscal years.  A locked year will be preceded by an "x" and the font color will be blue.  Closed years will be preceded by a "c" and are red.  Lastly, re-opened years are preceded by an "r" and the font color is green.  

    A suggestion on how this feature works in conjunction with closing a year is as follows:  
    1.  At the end of the fiscal year, set a date for reporters when all data must be entered
    2.  After the data entry deadline, lock the fiscal year
    3.  While the year is locked, have Coordinators review and import all pending records, run reports and check for inconsistencies, missing data, etc.  At this time, Finance can enter adjusting entry information for financial services, update offsets for Category B & C programs, and run audit control reports.
    4.  When all information has been entered and verified, close the year.
    5.  Run annual reports for the community, board, stakeholders, and other interested parties.
    6.  After the Core Form 990 is complete, re-open the fiscal year and enter the total functional expense number from Part IX, line 25 on the Reporting Unit Financial default page.
    7.  Run IRS 990H reports and worksheets.

    Reporters Allowed to Copy Activity and Occurrence Records
    While working in an active fiscal year  (i.e. a year that is not locked or closed), reporters may now copy their pending activities and pending or active occurrences (those records that have been imported by Coordinators).

    Reporters may:  
    Copy a published or unpublished pending activity
    Copy a published or unpublished occurrence
    Copy an occurrence that is part of a locked or closed year (the date will automatically be updated to the next available year)

    Please Note:  Unpublished records now appear to the Reporter in "red" and published records show as "green".  If a coordinator imports an unpublished record, the record will, by default, become published (and show to the reporter as "green").  While a coordinator is viewing pending records, the same color scheme applies:  "red" for unpublished records and "green" for published records.  Active records (those already imported) will show as "black".

    Enhancements to Memo Fields
    The Memo fields on the Occurrence form have been enhanced to allow for separate data entry fields for Restricted Foundation/Fundraising and Grants/Support.  New "Source" text fields have also been added.

    Restricted Funds Offsetting Revenue Fields "Grayed Out" for 2011
    Starting in fiscal year 2011, the Foundation/Fundraising and Grants/Support fields will be "grayed out" on the Occurrence form and no longer available for data entry.  The remaining offsetting revenue fields of "fees" and "other" will still be available as valid offsets to community benefit.  

    Please Note:  If an occurrence exists in a year prior to 2011 and has offsetting amounts entered in the Foundation/Fundraising or Grants/Support fields, you may make a copy of the occurrence in the current active year, but you will not be able to change the date to any year after 2010.  

    Additional Fields Added to IRS Bad Debt Page
    Two new fields have been added to the IRS Bad Debt page:  A data entry field for "Persons Served"; and, "Amounts Attributable to Patients Eligible for Charity Care" for estimated cost from cost accounting option.

    Activity/Objective Screen Re-aligned
    The Activity/Objective screen has been re-aligned and new community benefit objective checkboxes have been added.  The first free form text box to complete is now "Community need being addressed".  It is followed by "How was need determined (assessed)" and then the "Objectives" text box.  Also, checkboxes for each of the four community benefit objectives (Improve Access, Enhance Community Health, Advance Knowledge, and Relieve/Reduce Burden) have been added.  You may check more than one objective box, if applicable.  

    New "Mouseover" Tooltips for Reporting Unit Financial Screen
    New "mouseover" tooltips provide information on correctly entering in the Average Fringe Benefit Percent and Indirect Cost Factors.  To view the tooltip, simply hover your mouse over the "information" icon (small "i" in a circle).

    Additional Enhancements for the Occurrence Page
    Line 3 of the Occurrence Form (Inputs) now allows for two places past the decimal point.  Also, users will receive a warning alerting them that only whole dollar amounts are acceptable in dollar fields (expenses and revenues).

    Changes to Reports & Listings
    New reports on the Multi-Unit Menu:  
  • IRS Form 990 Schedule H Part I Item 7 
  • IRS Form 990 Schedule H Part II 
  • IRS Form 990 Schedule H Part III-Medicare
  • IRS Form 990 Schedule H Part III-Bad Debt

    Changes to existing reports:  
  • The "net cost" column has been removed from Menu I "Elements of Cost" and Menu II "Activities with Expenses".
  • Grand totals are properly aligned when the Occurrences-Selected Users is exported to an Excel spreadsheet.
  • The new Memo fields show in separate columns on the "Occurrences-Restricted Grant Revenue" report on the Control Listing menu.
  • Menu I "Activity Detail-Full" now includes the "Needs", "Assessment", "Objectives" free form text boxes along with the new community benefit objective checkboxes.
  • The "hours" fields now total on the Leadership "Topic" and "Subject/Keyword/Person" reports.


    See Also
    Readme3.3.0.htm
    Readme3.1.22
    Readme3.1.15
    Readme3.1.12
    Readme3.1.6
    Readme 3.1.2
    Readme 3.0