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"GROUPSYS" Boy Scouts Group Committee System ════════════════════════════════════════════ Version 1.06 Aug 29, 1993 Developed by Bruce Howson B D H Consultants Bayview Hills Eagles Scouts 212 Waratah Ave Newmarket, Ontario L3Y 5J7 Copyright 1992, B D H Consultants All Rights Reserved. IMPORTANT NOTE: This is a shareware version of GROUPSYS which may be copied and distributed for evaluation purposes as described in the License Agreement below. However, IT MAY NOT BE DISTRIBUTED AS PART OF ANY OTHER SOFTWARE PACKAGE. Please report violations to Bruce Howson at the above address. TABLE OF CONTENTS ═════════════════ SYSTEM REQUIREMENTS...................................................3 PURPOSE OF "GROUPSYS".................................................4 WHAT IS SHAREWARE.....................................................5 REGISTRATION..........................................................5 SUPPORT...............................................................6 LICENSE AGREEMENT.....................................................6 MAIN MENU OPTIONS.....................................................7 Control File Maintenance Menu.....................................7 Accomplishments Entry Menu........................................7 Reports and Inquiries Menu........................................7 System Utilities Menu.............................................8 Financials Menu...................................................8 Read Documentation................................................8 CONTROL FILE MAINTENANCE MENU OPTIONS.................................9 Membership Basic Data Maintenance.................................9 Section File Maintenance.........................................11 Awards File Maintenance..........................................11 Training File Maintenance........................................12 Leader - Training Accomplished File Maintenance..................12 Transfer Leader Records from a Section to Another................12 Transfer Youth Records from a Section to Another.................12 Select Contact Leader for a Section..............................12 ACCOMPLISHMENTS ENTRY MENU OPTIONS...................................13 Enter Leader Training Completed..................................13 Enter Leader Awards Presented....................................14 REPORTS AND INQUIRIES MENU OPTIONS...................................15 Section Member Listing...........................................15 Youth Listing....................................................15 Leader Listing...................................................16 Leader Accomplishment Record Listing.............................16 Section Information Listing......................................16 Summary Listing..................................................16 Section Registration Forms.......................................16 Group Committee Agreement Form...................................16 SYSTEM UTILITIES MENU OPTIONS........................................17 Configuration File Maintenance...................................17 Back Up All Data to Floppy.......................................18 Restore All Data from Floppy.....................................18 Re-Index All Data Files..........................................18 Reset System Date and Time.......................................18 Import Data from Floppy..........................................18 Set Register Date for ALL Members................................19 Create ScoutWorks Diskette.......................................19 FINANCIALS MENU OPTIONS..............................................20 Enter Cheque Book Transactions...................................20 Category File Maintenance........................................20 GROUPSYS Page 1 Table of Contents con't ═══════════════════════ Sub Category File Maintenance....................................21 Cheque Book Register List........................................21 Account Detail by Category List..................................21 Account Summary by Category List.................................21 GROUPSYS Page 2 SYSTEM REQUIREMENTS ═══════════════════ "GROUPSYS" requires the following minimum system configuration: - DOS Version 3.3 or higher (earlier versions of DOS only allow 20 file handles to open at a time. This includes those file handles used for the Screen, Keyboard, Printer, etc.), - 512K or more of memory, - a hard drive with at least 1.5 megabytes of free space, - a printer which supports the IBM character set (Graphics) In addition, your CONFIG.SYS file must contain a line showing at least the following number of files: FILES=60 If you have a CONFIG.SYS file that does not contain this line ( or FILES are less than 60), you must edit your CONFIG.SYS file so it does. Use any ASCII text editor or your DOS editor to modify the file. Refer to your DOS manual if necessary. Be sure to reboot your computer to implement the changes. A note on the FILES= in CONFIG.SYS. DOS uses file handles to control the computer and run programs. The default number of Files with no FILES= statement is 20. Dos uses about 10 of these to control the basic operation of your computer (keyboard, screen, floppies, parallel port, etc.). GROUPSYS needs about 25 file handles to run. If you have any resident programs or are using a multi-tasking program, you may need to increase the number of file handles by increasing the number in the FILES= line in your CONFIG.SYS. As each system is run differently, we cannot determine the optimum number of Files. If you get an Error such as : DBFNTX/1003 Open Error : ????????.NTX or DBFNTX/1006 Create Error: ????????.NTX then you MUST increase the number of Files in your CONFIG.SYS file. "GROUPSYS" has been tested on 4.77 Mhz IBM XT's, 286 compatibles,386 compatibles and 486 compatibles. Obviously the response time on the 486's was superb, but even on the XT's the response time was good. Every effort has been made to ensure that "GROUPSYS" will run properly on any size machine with the minimum system requirements shown above. GROUPSYS Page 3 THE PURPOSE OF "GROUPSYS" ═════════════════════════ GROUPSYS was written to: Speed the registration process. Countless hours are spent gathering data from each of the Sections ( Beavers, Cubs, Scouts, etc.) and then consolidating it prior to sending it to District. GROUPSYS enables you to import data from a diskette provided by each Section and consolidating it automatically. The only requirement is that each Section is using one of our sister products (BEAVSYS, CUBSYS, SCOUTSYS, VENTSYS, ROVESYS ). Registration can be done in a matter of minutes each year. In our Group we were able to complete registration in less than an hour. Ten minutes for importing data for 8 Sections and 165 Youths and the rest waiting for the printer to finish printing. Reduce considerably the time, effort and co-ordination required to maintain the training records for leaders by the Group Committee. As any Scouter knows, this can take a lot of time to do properly. GROUPSYS will enable you to keep the records up to date in only a few minutes each week. Improve the accuracy of the records. This is by far the hardest thing to co-ordinate. Records are kept on wall charts, in 3 ring binders, in individual record books, even it sometimes seems on the back of envelopes. With GROUPSYS all records are stored in one central location. Reports can be printed to verify the accuracy of input data. Corrections are simple and fast. The registered version is different in the following ways: The licensed version does not have those nagging 4 screens at the beginning of the program. Registered users are regularly informed of new upgrades and any new software availability. Registered users who submit any enhancement suggestions will have a better chance of having that suggestion implemented. The license agreement doesn't allow you to distribute the registered version to other people. You can, however, distribute the Shareware version freely. GROUPSYS Page 4 WHAT IS SHAREWARE ═════════════════ "GROUPSYS" is a copyrighted program developed and owned by B D H Consultants and the Bayview Hills Scout Troop in Newmarket, Ontario. "GROUPSYS is distributed as Shareware. Shareware does not mean free and it does not mean public domain. Shareware is a distribution method not a type of software. The Shareware system enables you to try before you buy. If you try a Shareware program, find it suits your needs and continue using it, you are expected to register it. Those who don't find the program useful are free to junk it or better yet pass it on to a friend. The Shareware distribution method keeps overheads low and hence prices are also low. Shareware has the ultimate money back guarantee--if you don't use it, you don't pay for it. Copyright laws apply equally to both commercial software and Shareware software and the author retains all rights except as stated below. "GROUPSYS" is copyrighted and owned by the authors and only the authors have the right to sell it. However, "GROUPSYS" may be copied and used freely for evaluation purposes only. Firms involved in Shareware program distribution may distribute it and only charge a fee to cover copying and handling costs. GROUPSYS is a "shareware program" and is provided at no charge to you for evaluation. Feel free to share it with your friends. The essence of "user-supported" software is to provide you with quality software without high prices, and yet to give us incentive to continue to develop new products. REGISTRATION ════════════ If you plan to use GROUPSYS to maintain your Groups records you must send a registration payment of $30.00 (plus applicable taxes) to: Bruce Howson B D H Consultants Bayview Hills Eagles Scouts 212 Waratah Ave. Newmarket, Ontario L3Y 5J7 Your $30.00 registration will license one copy of GROUPSYS for use by your Group. This means you may freely copy the program and files for use by more than one Group Leader as long as they are involved with the same Group. Print an order form from the Main Menu Option #5. Please, cheques or money orders only. GROUPSYS is a fund raising project for our Troop. You are encouraged to pass a copy of GROUPSYS along to your friends and fellow Scouters for evaluation, but please encourage them to register their copy if they like and use it. Thank you for supporting Scouting ! GROUPSYS Page 5 HOW TO REACH US FOR SUPPORT ═══════════════════════════ We have made GROUPSYS as easy to use as possible. However, if you have a problem, or find our documentation inadequate, we would like to hear from you. You can reach us via Mail at: B D H Consultants Bayview Hills Eagles Scouts 212 Waratah Ave. Newmarket, Ontario L3Y 5J7 You will get faster service from us via electronic mail : Our CompuServe ID number is 70031,3047. On FidoNet our Node is 1:229/15. LICENSE AGREEMENT ═════════════════ The "GROUPSYS" program and its documentation are copyrighted works protected by Canadian and international copyright law. You are granted a license to use your copy of GROUPSYS only under the terms and conditions specified in this license agreement. GROUPSYS is a commercial software product. It is not free, nor is it in the public domain. It is distributed as Shareware, which means that you may try the software before you pay for it. However, you must stop using GROUPSYS and remove it from your computer if you decide not to pay the license fee. You may freely copy GROUPSYS and give copies of GROUPSYS to others if they also agree to the terms of this agreement. USERS OF GROUPSYS MUST ACCEPT THIS DISCLAIMER OF WARRANTY: GROUPSYS IS PROVIDED AS IS, WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. THE ENTIRE RISK AS TO THE QUALITY AND PERFORMANCE IS WITH YOU. B D H CONSULTANTS ASSUMES NO LIABILITY FOR DAMAGES, DIRECT OR CONSEQUENTIAL, WHICH MAY RESULT FROM THE USE OF GROUPSYS. GROUPSYS Page 6 Main Menu Options ═════════════════ At all menus you can either move the highlight to the desired option and hit "Enter" or simply select the desired menu option number. ╔═════ BOY SCOUTS GROUP FILE SYSTEM ═════╗ ║ Version 1.02 ║ ║ ║ ║ 1. Control File Maintenance Menu ║ ║ ║ ║ 2. Accomplishments Entry Menu ║ ║ ║ ║ 3. Reports and Inquiries Menu ║ ║ ║ ║ 4. System Utilities Menu ║ ║ ║ ║ 5. Financials Menu ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ 6. Read Documentation ║ ║ ║ ║ 7. Print Registration Form ║ ║ ║ ║ ║ 8. Print Suggestion Form ║ ║ ║ ╚══════════════ Esc to QUIT ═════════════╝ 1. Control File Maintenance Menu This option will lead you to a menu allowing you to maintain the necessary control files required to effectively run the system. This is where all Youth and Leader Basic Data, Training definitions, and Contact Leaders are specified. In addition, this is where you can maintain a Leaders individual Training record. 2. Accomplishments Entry Menu This is where you enter all training accomplishments by your Leaders. 3. Reports and Inquiries Menu This is where you will find yourself most often. There are several Member's listings available. In addition there is a Leader's training record and a listing of Section data. All reports can be printed to the GROUPSYS Page 7 Main Menu Options con't ═══════════════════════ Screen, to the Printer or to a Disk File for future reference. 4. Systems Utilities Menu Here is where you will find a set of System Utilities. There is a Configuration File where you specify your Group name, whether you have a colour monitor or monochrome, and can specify your specific printer type. In addition, there are routines to Back-up your data, Restore your data, Re-Index your data files if you feel it is necessary, Reset the System Date & Time, and Import data from diskettes supplied by the Sections. 5. Financials Menu This menu will give you access to a checkbook style financial tracking system as well as various reports. All income and expenses can be tracked by categories and sub-categories. These categories and sub- categories are defined by you. 6. Read Documentation The documentation can be read on-line if you desire. Since I am sure almost everyone is the same as me, "When all else fails read the documentation" and to print 20 or so pages is such a pain, quite often the documentation never gets read and features and tricks are never picked up. The full manual is available for viewing on screen. Simply hit PgUp or PgDn to view screen by screen or use the cursor Up or Down keys to view line by line. GROUPSYS Page 8 Control File Maintenance Menu Options ═════════════════════════════════════ ╔═══════════ CONTROL FILE MAINTENANCE MENU ════════════╗ ║ ║ ║ 1. Membership Basic Data ║ ║ ║ ║ 2. Section File ║ ║ ║ ║ 3. Awards File ║ ║ ║ ║ 4. Traing File ║ ║ ║ ║ 5. Leader - Training Accomplished File ║ ║ ║ ║ 6. Transfer Leader Records from a Section to Another ║ ║ ║ ║ 7. Transfer Youth Records from a Section to Another ║ ║ ║ ║ 8. Select Contact Leader for a Section ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ╚═══════════════════ Esc to Return ════════════════════╝ 1. Membership Basic Data Maintenance This is where you add, edit or delete all pertinent information relating to each member of the Group - Leader or Scout. When you select this option you will be prompted for whether you want to maintain Leader data or Youth data. Enter "Y" or "L" to specify. Throughout "GROUPSYS" the "ESC" key acts to escape the last request or to step one level back to the previous screen. Keep this in mind. Next you will be presented with a list of Sections. Select the Section whose members you wish to maintain. A list of members either Youths or Leaders will be presented next. If you are just beginning to use "GROUPSYS", this list will be empty. "F2" will allow you to add a record for a new member. If you have existing data, members will be listed alphabetically. Beside each name is an "A" or an "I". This signifies whether a member is Active or Inactive. Inactive Members do not show up anywhere within the system except in Membership File Maintenance. Their records, however, are kept on file. Youth records will always contain an "A" since only active youths are registered each year. This field is to accomodate those Leaders who do not re-register, but at a future date decide to re-join. Saves typing by just re- activating them and no training data will be lost. GROUPSYS Page 9 Control File Maintenance Menu Options con't ═══════════════════════════════════════════ Your options at this point are: - "F2" to add a new record - "F4" to delete an existing record (and all associated records) - "Enter" to edit an existing record - "Esc" to return to the Menu Seeking is a feature found throughout "GROUPSYS". To use it all you need to do is key the first letter of, in this case, the last name and the cursor will jump to the first record meeting that criteria. For example, keying a "B" would jump to the first name beginning with "B". If there is more than one name beginning with a "B", then key the next letter of the desired name. For example, "B" then "A" would jump to the first name beginning with "BA". And so on. Seeking Leader names can speed up data entry significantly. Cumulative keystrokes will work until you hit "Enter" or any cursor control key - Up, Down, Home, End, Page UP, or Page Down. Cursor control keys also work the same throughout "GROUPSYS". Up will move up one record in the list, Down will move down one record in the list, Home will take you to the first record in the list, End to the last record in the list, Page Up will move up one page in the list or to the first record if too close to the top, and Page Down will move down one page in the list or to the last record if too close to the bottom. Wise use of the Seeking capability as well as smart use of the cursor control keys can speed up your data entry or inquiry substantially. Back to Membership Maintenance. a. Add a Record To add a record simply hit "F2". You will be presented with a data input screen. Enter all pertinent data. The cursor "Up" key will move you back one field at a time. The cursor "Down" key will move you forward one field at a time. The Health Card Number will be formatted for the province as defined in the Configuration File. Escape will return you to the Select Member List and WILL NOT save the data you entered. To save the data, you must either enter all fields (even if blank) or hit "Ctl-W" after you have entered as much data as you want. Be sure to exit the last field before hitting "Ctl-W". The Position field is required and verified as well as the Church Affiliation. This is for compatibility with ScoutWorks. GROUPSYS Page 10 Control File Maintenance Menu Options con't ═══════════════════════════════════════════ b. Edit a Record To edit existing data simply place the highlight over the name whose data you wish to edit and hit return. The same rules as for adding a record apply. c. Delete a Record To delete a record, place the highlight over the name whose data you wish to delete and hit "F4". You will be prompted to confirm you really do want to delete the record. This deletion will delete the all the member's records from the database. This includes the basic data and all Training completed. It is recommended that you print a full Record Sheet for each Leader you wish to delete before final deletion. Leaders have been known to change their minds and return to Scouting. Having a hard copy of their record eases re-entering their data. Deletion is meant for those cases where there is no chance a member will re-join the Group. If you are uncertain, it is better to simply mark the member as Inactive in the database. This way the records are kept and that member will not appear anywhere else in the system. You can always delete the member when you become certain. 2. Section File This option allows you to enter or maintain data relating to each Section. The same mechanism and methods of adding, editing, or deleting Badges apply as for Membership Maintenance. One note on the fields for Number of Youths this year. This field is maintained automatically as you add, delete or transfer youths either manually or by importing. The last year number is transferred from this year at your discretion when importing data from a Section's diskette. If you are not using the companion programs (BEAVSYS, CUBSYS, SCOUTSYS, VENTSYS, ROVSYS), thereby allowing you to import data, then you will need to maintain these fields manually. 3. Awards File This option allows you to define the Awards which can be presented to a Leader. It comes pre-loaded with ALL the Awards as defined in ScoutWorks ( the Scouts Canada Registration System ). You can Add, Change, Delete Awards but they may not be compatible with ScoutWorks if you use the Create ScoutWorks Diskette option on the System Menu. GROUPSYS Page 11 Control File Maintenance Menu Options con't ═══════════════════════════════════════════ 4. Training File This file contains a list of all training courses available to the Leaders. The file has been pre-loaded with most of the Training available. This file is NOT compatible with the ScoutWorks data as the ScoutWorks data leaves out far too many courses as well as not providing enough detail. As with Badge Maintenance, the same methods as used in Membership Maintenance apply. 5. Leader - Training Accomplished File This file was originally intended to input, edit or delete a Leaders individual training accomplished. but a better method to do this was found. This improved method is found on the Accomplishment Entry Menu (from the Main Menu). This maintenance has been left here for continuity only and only inquiry is allowed. No data may be entered, changed or deleted here. 6. Transfer Leader Records from a Section to Another This option allows you to transfer a leaders records from one Section to another. This is done typically as a Leader moves from one Section to another as his son or daughter moves up. By using this option integrity of the data base is maintained and no training records are lost. 7. Transfer Youth Records from a Section to Another Same as #7. (My way of saving typing). Usually done as a youth moves up during the Scouting year rather than at the end of the year. 8. Select Contact Leader for a Section This allows you to easily select the Contact Leader for each Section. You should ensure that this is done as each listing containing Leaders or Sections specifies the Contact Leader. All Scouters in the Group should be aware of the Contact Leaders for each Section. GROUPSYS Page 12 Accomplishments Entry Menu Options ══════════════════════════════════ ╔═════ ACCOMPLISHMENT ENTRY MENU ════════╗ ║ ║ ║ 1. Enter Leader Training Completed ║ ║ ║ ║ 2. Enter Leader Awards Presented ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ╚═════════════ Esc to Return ════════════╝ 1. Enter Leader Training Completed This option is where you will do most of your data entry. Not much, eh! It has been designed to speed this process as much as possible. When you select this option, a calendar will appear. Select the date the training was completed by using the cursor control keys. A reminder of these cursor control keys has been put at the bottom of the calendar for reference. I decided to use a calendar rather than just inputting the date because I quite often am tardy in entering data and was tired of running to the wall calendar. Let's see. They did that on the last weekend last month. What was the date again? Or I tried counting back on my fingers. They did that at a meeting on Tuesday. If today is the 27'th then Tuesday was the...27, 26, 25, 24, 23'rd. It is a lot easier to just select a date from the pop-up calendar. Next you will be prompted for the Training which was completed. This enables you to update all Leader records for that specific training. A list of Sections appears next. Select the Section which a Leader belongs to. Next a list of Leaders will appear. If any Leader has already completed that training an asterisk (*) will appear next to their name. You can determine when they completed that requirement by highlighting their GROUPSYS Page 13 Accomplishments Entry Menu Options con't ════════════════════════════════════════ name and hitting "F5". This is a useful feature if you need to reverse the completion of training for any particular Leader Simply by highlighting a Leaders name and hitting "Enter" will record that training as being completed on the date selected. If you inadvertently select the wrong Leader don't worry. "Enter" again will remove that training record from the records. The asterisk will toggle as you do this. You cannot toggle any existing completed training if it has a different date than the one selected on beginning data entry. If you need to reverse a previous entry, check the completed date by using "F5", then exit and re-enter using that date. 2. Enter Leader Awards Presented As with entering Training, select a Leader after choosing their Section. You will then be prompted with the available Awards. Select one by highlighting it. An entry box will appear prompting for only the approval date if this is a new record or for both the Approval as well as the Awarded (Presented) date if it is an existing record. A pop up calendar will appear when you hit Enter in either of the date fields. GROUPSYS Page 14 Reports and Inquiries Menu Options ══════════════════════════════════ ╔═════ REPORTS AND INQUIRIES MENU ═══════╗ ║ ║ ║ 1. Section Member Listing ║ ║ ║ ║ 2. Youth Listing ║ ║ ║ ║ 3. Leader Listing ║ ║ ║ ║ 4. Leader Accomplishment Record Listing║ ║ ║ ║ 5. Section Information Listing ║ ║ ║ ║ 6. Summary Listing ║ ║ ║ ║ 7. Section Registration Forms ║ ║ ║ ║ 8. Group Committee Agreement Form ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ╚═════════════ Esc to Return ════════════╝ 1. Section Member Listing This option gives a list of Youths Addresses and Phone Numbers as well as the Leaders Addresses and Phone Numbers by Section. You can choose to print the listing for all Sections or for only one selected Section. The Contact Leader is indicated with a "*" beside their name. Output can be to the Screen, to the Printer, or to a file for later printing. I frequently print to a file(s) and then copy the files to a diskette. The files on the diskette can then be printed on a better quality printer. 2. Youth Listing This listing lists all the Youths in the Group with Addresses and Phone Numbers. You can choose to print the report alphabetically or by Section. Again output can be to the Screen, Printer or to a disk File. GROUPSYS Page 15 Reports and Inquiries Menu Options Cont'd ═════════════════════════════════════════ 3. Leader Listing This lists the Names, Addresses and Phone Numbers for all Leaders in the Group. They can be listed alphabetically or by Section. The Contact Leader is indicated with a "*" beside their name. 4. Leader Accomplishment Record Listing This is simply a Record of all Training Completed and Awards presented on file for a Leader. 5. Section Information Listing This option prints all general information on file for a Section. It lists Meeting place, Meeting times, Contact Leader, etc. 6. Summary Listing This option lists the number of Youths and Leaders by Section with sub- totals by Section Type (Beavers, Cubs, etc.) and Grand Total. It shows the number of Youths this year as well as last year for comparison purposes. In addition, in order to keep the records straight it recalculates the number of youths on file for this year and adjusts the numbers in the Section File if necessary. 7. Section Registration Forms This option prints the individual application for registered membership for each individual section. It lists all the youths as well as the adult leaders. You can print either a single sections registration form or you can choose to print all sections within the Group. 8. Group Committee Agreement Form This option prints the Agreement of the Group/Section Committee form which must accompany each registration. GROUPSYS Page 16 System Utilities Menu Options ═════════════════════════════ ╔════════ SYSTEM UTILITIES MENU ═════════╗ ║ ║ ║ 1. Configuration File Maintenance ║ ║ ║ ║ 2. Back Up All Data Files to Floppy ║ ║ ║ ║ 3. Restore All Data Files from Floppy ║ ║ ║ ║ 4. Re-Index All Data Files ║ ║ ║ ║ 5. Reset System Date and Time ║ ║ ║ ║ 6. Import Data from Floppy ║ ║ ║ ║ 7. Set Register Date for ALL Members ║ ║ ║ ║ 8. Create ScoutWorks Diskette ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ╚═════════════ Esc to Return ════════════╝ 1. Configuration File Maintenance This option allows you to specify some basic data about your system. Your Group name and all Sponsor data is specified here. This is what will print on all reports. Your province is specified here as well. This is used to accommodate differing Health Card Numbering systems in various provinces . If you have a Colour Monitor, specify it here and all screens will be in colour. A hint. If you have a laptop computer with a monochrome monitor and colour graphics capability (256 shades of grey?), specify "N". The screens will show up better. Your printer name will be shown. If you wish to change your printer then hit "Y". A list of known printers will be displayed. If your printer is listed simply select it. If not you can add your printer type to the list. Hit "F2". To add a new printer to the list, you will need your printer manual for the necessary control codes. Add your printer name. Add the control codes for Normal Print, Compressed Print, Expanded On Print and Expanded Off Print as a 3 GROUPSYS Page 17 System Utilities Menu Options Cont'd ════════════════════════════════════ character decimal numbers separated by "\". For example to enter "Esc M", it would be entered as "027\077\". There are far too many printers out there for me to pre-load them all. This option allows you to tailor your specific printer to the system. 2. Back Up All Data Files to Floppy This option allows you to back-up your data to floppy disk. It is highly recommended that you do so frequently. Re-entering all records and reconstructing records can be a nightmare. Be prepared. Back up. It is also an easy way to transfer data among Leaders for planning. It is recommended that one Leader be responsible for updating the records but each Leader could use the data for planning. 3. Restore All Data Files from Floppy This option allows you to restore all data from floppy if the unthinkable happens. It is also a good way to transfer data among Leaders. 4. Re-Index All Data Files This option should not be required. However, experience has shown that sometimes indexes get corrupted (probably from hard drive problems). If your data seems screwy or disorganised then the indexes have somehow become corrupt. Re-indexing will put order back into the system. If you use the DOS COPY to move files, you MUST re-index or the system will lose it's integrity. We recommend using the Back-up and Restore functions from the menu since files are automatically re-indexed when necessary. 5. Reset System Date and Time This has been included for older systems which do not have an internal clock. It simply sets the system Date and Time so that the calendar used for data entry is reasonably correct and that the date on all printed reports is correct.. 6. Import Data from Floppy This option will append or replace records to your data base from data GROUPSYS Page 18 System Utilities Menu Options Cont'd ════════════════════════════════════ base files on diskette. These files will have been created by your associated Sections using BEAVSYS, CUBSYS, SCOUTSYS, VENTSYS, and ROVSYS. It is intended to reduce keypunch time during registration. You will be prompted for the drive containing the floppy diskette, whether you are importing Leader or Youth data, whether you want to replace the data on file or simply append records to the existing data, and if replacing Youth data whether you wish to move the current count of Youths by Section to the Last Year field in the Section File. Generally speaking you will replace youth data once per year moving the current counts to last year. If you find it easier to replace data more than once during the registration process, be sure you answer "NO" to the move to Last Year prompt or the counts will be incorrect. You can, however, adjust those counts using Section File Maintenance in the Control File Maintenance Menu. Leader records should be appended or transferred! If you replace the Leader records for a Section, ALL Training and Award data on file for Leaders in that Section will be lost. Only use replace when initially starting the system. From that point on you should append new Leaders or transfer existing Leaders from one Section to another. This will preserve the Training and Award records of each current Leader. 7. Set Register Date for ALL Members This option should be used only once per year just before you submit the Registrration data either in printed form or on a ScoutWorks diskette. If you have any late registrations, enter or import them using a different date. You can then re-create a ScoutWorks diskette containing the updated information only. 8. Create ScoutWorks Diskette. This option allows you to create a ScoutWorks compatible diskette containing ALL Registration data for this year including Group data, Section data, Adult data, Youth data, Family data, Awards data, etc. The only exception is the Training data. ScoutWorks does not provide enough detail or enough Section level courses to be compatible. For instance ScoutWorks does not consider a Water Charge course in it's system, a basic and necessary course for most Scout and Cub Leaders. The Training data will be added at a later date once ScoutWorks considers Section level courses to be on a par with District, Council or Provincial Courses. GROUPSYS Page 19 Financial Menu Options ══════════════════════ ╔══════════ FINANCIALS MENU ═════════════╗ ║ ║ ║ 1. Enter Cheque Book Transactions ║ ║ ║ ║ 2. Category File Maintenance ║ ║ ║ ║ 3. Sub Category File Maintenance ║ ║ ║ ║ 4. Cheque Book Register List ║ ║ ║ ║ 5. Account Detail by Category List ║ ║ ║ ║ 6. Account Summary by Category List ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ╚═════════════ Esc to Return ════════════╝ 1. Enter Cheque Book Transactions This option will present the cheque register on screen. You may add, edit or delete transactions and the balance will be maintained automatically for you. If you have defined categories and/or sub categories, as described below, you may specify them here. It is highly reccommended that you categorize all your transactions. This will enable you to determine how and where Group are being raised and spent. Also very handy for budgeting for subsequent years. Cursor control keys are active here as they are throughout GROUPSYS. Home takes you to the first transaction, End to the last, PgUp move up through the file a screen at a time, PgDn move down on screen at a time and the arrow keys move up or down a record at a time. 2. Category File Maintenance This is where you define the gross categories for analysing your accounts. Each category must be specified as an Income or Expense account ( $ in or $ out). Typical Income categories include Annual Fees, Dues, Fund Raising, etc. Typical Expense categories include Badges, Camps, Administration, Resources, Equipment, etc. Add, edit, delete is performed the same as throughout the system. GROUPSYS Page 20 Financial Menu Options con't ════════════════════════════ 3. Sub Category File Maintenance This option allows you to further categorize your accounts. For example you may wish to further break down Camp Expenses into Food, Transportation, Campground Fees, Crests, etc. This will enable you to better analyse your accounts. 4. Cheque Book Register List This option simply provides a listing of the cheque book for a specified date period. 5. Account Detail by Category List This option provides a listing of all transactions by category and sub category for a specified data range. It is essentially a sorted cheque register. If all you are interested in is totals by category and sub category and do not need each and every transaction then use the next report. 6. Account Summary by Category List This report provides a list of all categories and sub categories showing the total dollars accumulated in each for a specified date range. It is essentially your Profit and Loss statement. GROUPSYS Page 21