Secretarial Clerical In-Service August 17, 2011

What is InTouch? InTouch is a district wide cash receipting system for all cashiering activities. InTouch replaces cash registers at secondary schools and replaces the weekly cash receipts and deposits spreadsheet for elementary schools. InTouch maintains a central database of all students including their fees and fines. As a student moves from one site to another site the fees follow the student. Fees and fines assessed can be collected by any district cashier. InTouch has web access for parents to be able to view and pay fees and fines. Web access is set up to accept credit card payments. Please note that credit card payments are not accepted for over the counter transactions.

InTouch Integration InTouch is integrated with other district systems for automatic nightly transfer of data between systems: PowerSchool – student data is uploaded from PowerSchool to InTouch Destiny – student fines are uploaded from Destiny to InTouch. Each night the fines paid or cleared through InTouch are uploaded to Destiny

Student fines and fees Schools can use InTouch to assess fines and fees At implementation any outstanding fines and fees can be entered manually into InTouch Student fines and fees are available for you to view, collect payment or clear fees with appropriate documentation (cashiers can only clear fees that were assessed by your site) InTouch has reports that can be used as a letter to parents detailing the fines and fees owed

When will InTouch be installed? InTouch is fully installed and has been operational at all secondary sites since spring 2011 The system was installed at the elementary schools in August and is scheduled to be operational for the school year

When will I be trained? Online training will be available for all staff  Training is divided into short vides that replicate live training  Our experience as we trained the initial sites was that we needed to have a way to repeat the training or a portion of training based on individual needs  Training was created by Budget and Accounting staff – the people that will be answering your questions  Provides a way to train substitutes and new office staff  Serves as a quick reference for functionality not used frequently  Modules will be added/updated as needed  Training modules will be available on Friday

Training - continued Open lab sessions in the board rooms at the Administration Building from 8 am until 4 pm  August 23  August 25  August 30 Please review the online training sessions prior to attending Will be hands on working in a training data base that will allow you to apply what you learned Budget and Accounting staff will be available to answer questions Have 15 workstations that will be available

Resources Cash Receipting manual is available on the budget and accounting web page under Accounting>> InTouch Resources  Manual is divided into sections to make it easier to find what you need  Manuals will be maintained by district staff  Quick reference sheet

SPS Help Desk Software Issues For questions or issues with the functions within the InTouch System, please contact the Central Cashiers. The budget and accounting staff listed below the cashiers have also been trained to provide support on In Touch questions if you are unable to contact a Central Cashier, or if additional support is needed. Central Cashiers – Cash Receipting Help Desk Support Brenda Ann Backup Cash Receipting Help Desk Support Bob Craig Cindy Linda Hardware issues Please contact the ITSC help desk at 7600 for issues with hardware (computer or printer).

How do I access InTouch There is a shortcut on your desktop User Id is your first name Password is your location number followed by your first and last initial

Using InTouch Terminal mode to enter a transaction Sales Fee or Fine Manager mode to run reports or set up items

What changes in daily work Each time you collect money it must be entered into InTouch Each day you will close out your InTouch session and balance the money you collected Same deposit schedules  Secondary daily  Elementary weekly No longer use the Spokane County Treasurer Receipts for any location

What to Expect The InTouch terminal screen includes item buttons designed for “point and click” recording of the sale High volume workstations are equipped with touch screens, but most cashiers use a computer keyboard and mouse to “ring” sales The look and feel of the terminal screen as well as the daily cash receipts balancing process are very similar to WebSmart system

Communication to Parents Handout in back to school packets On the district web site on Parents Tab in Toolbox

Parent Access Parent and staff information centers are being installed at all schools Will allow parents to access the district website to process online credit card payments or to view student accounts A $1.95 convenience fee will be charged for all credit card transactions

SPS Online

Parent Access Parents login are set up as follows: User Id:Student Id Password:Student Last Name

Parent Access - continued Click on the Student name for more information

Parent Access - continued Click here to see fine/fee detail report Click on the fee that you want to pay

Parent Access - continued Click on the fee that you want to pay Continue shopping allows you add more to the cart Checkout button works similar to all web stores

Web Store Product Available Each site has the capability of having products on the web Access to products can be limited by: Enrollment location Grade level Pilot was summer camps

Results of Pilot 512 registrations processed online Accounts for 27% of the registrations processed Based on success of pilot online products are being expanded High schools were trained in July Check out high school sites to see how the store looks Online training will be created to train staff on the web store

Questions?