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1993-08-29
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"SCOUTSYS" Boy Scouts Troop Management System
═════════════════════════════════════════════
Version 3.25
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 SCOUTSYS 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 "SCOUTSYS".................................................4
WHAT IS SHAREWARE.....................................................5
SUPPORT...............................................................5
REGISTRATION..........................................................6
LICENSE AGREEMENT.....................................................6
MAIN MENU OPTIONS.....................................................7
Control File Maintenance Menu.....................................7
Accomplishments Entry Menu........................................7
Reports and Inquiries Menu........................................8
System Utilities Menu.............................................8
Miscellaneous Menu................................................8
Financials Menu...................................................8
CONTROL FILE MAINTENANCE MENU OPTIONS.................................9
Membership Basic Data Maintenance.................................9
Badge File Maintenance...........................................11
Badge Requirements File Maintenance..............................11
Awards File Maintenance..........................................12
Patrol Names File Maintenance....................................12
Assign P.L., A.P.L., & Scouts to Patrol..........................12
Achievement Badge Requirement Rules File Maintenance.............12
Equivalent Badge Requirements File Maintenance...................13
CONTROL FILE MAINTENANCE MENU # 2 OPTIONS............................15
Scout - Badges Accomplished File Maintenance.....................15
Scout - Badge Req'ts Accomplished File Maintenance...............15
Scout - Awards Presented File Maintenance........................15
Scout - Camps/Hikes Attendance File Maintenance..................15
Scout - Service Hours Done File Maintenance......................16
ACCOMPLISHMENTS ENTRY MENU OPTIONS...................................17
Enter Badge Requirements Complete................................17
Enter Badges Awarded.............................................18
Enter Awards Presented...........................................19
Enter Camps/Hikes Attended.......................................19
Enter Meeting Attendance.........................................19
Enter Service Hours Completed....................................19
Full Check of Badge Requirements Completed.......................19
Update All Equivalent Badge Requirements.........................20
REPORTS AND INQUIRIES MENU #1 OPTIONS................................21
Member's Address and Phone List..................................21
Print Patrol Listing.............................................21
Emergency Contact Phone List.....................................21
Known Health Problems Listing....................................22
Print Youth Memo Data............................................22
Print Badge Requirement Check Sheet..............................22
Print Badges Awarded Check Sheet.................................22
Print Scout Accomplishment Record................................23
REPORTS AND INQUIRIES MENU #2 OPTIONS................................24
Print Attendance Record Sheet....................................24
Print Dues/Fees Record...........................................24
SCOUTSYS Page 1
TABLE OF CONTENTS
═════════════════
Inspection/Activity Points Earned................................24
Dues/Activity Fees Paid List.....................................25
SYSTEM UTILITIES MENU OPTIONS........................................26
Configuration File Maintenance...................................26
Back Up All Data Files to Floppy.................................27
Restore All Data Files from Floppy...............................27
Re-Index All Data Files..........................................27
Reset System Date and Time.......................................27
Purge Old Attendance Records.....................................27
Purge Old Dues/Fees Records......................................28
Create Export Data File..........................................28
Import Data from Diskette........................................28
Flag All Scouts, Leaders as Inactive.............................28
MISCELLANEOUS MENU OPTIONS...........................................29
Enter Dues or Activity Fees Paid.................................29
Check for Upcoming Birthdays.....................................29
FINANCIALS MENU OPTIONS..............................................30
Enter Cheque Book Transactions...................................30
Category File Maintenance........................................30
Sub Category File Maintenance....................................31
Cheque Book Register List........................................31
Account Detail by Category List..................................31
Account Summary by Category List.................................31
SCOUTSYS Page 2
SYSTEM REQUIREMENTS
═══════════════════
"SCOUTSYS" 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.). CUBSYS needs about 50 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.
"SCOUTSYS" 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 "SCOUTSYS" will run properly
on any size machine with the minimum system requirements shown above.
SCOUTSYS Page 3
THE PURPOSE OF "SCOUTSYS"
═════════════════════════
SCOUTSYS was written to:
Reduce considerably the time, effort and co-ordination requiredto
maintain the records for a typical Boy Scout Troop. As any Scout Leader
knows, this can take a lot of time to do properly. SCOUTSYS 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
the boy's individual record books, even it sometimes seems on the back
of envelopes. With SCOUTSYS all records are stored in one central
location. Reports can be printed to verify the accuracy of input data.
Corrections are simple and fast.
Ensure that equivalent requirements are accounted for. As you know one
requirement or skill may be specified for more than one Achievement
Badge. For example, Silver Swimming #2 requires that you perform 3
different reaching or throwing assists and Bronze Safety #3B requires
that you demonstrate reaching assists. Thus if a Scout fulfilled the
Silver Swimming #2 requirement, he would have also fulfilled the Bronze
Safety #2B requirement. These equivalents sometimes are not reversely
equal. For example, camping out for Winter Scouting would earn a
Campcraft requirement as well, but camping out for Campcraft would not
necessarily earn the Winter Scouting requirement. SCOUTSYS allows you
to define these equivalents as you wish (some of us are stringent,
others more lenient). As you enter any requirement as having been
completed, the system automatically checks for equivalents and updates
those records as well.
Provide a more effective planning method for meetings and programs.
SCOUTSYS has a quick and easy method of displaying or printing Badge
Checksheets to provide this.
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 with the exception of Scouters within the same
Troop.
SCOUTSYS Page 4
WHAT IS SHAREWARE
═════════════════
"SCOUTSYS" is a copyrighted program developed and owned by B D H
Consultants and the Bayview Hills Scout Troop in Newmarket, Ontario.
"SCOUTSYS 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.
"SCOUTSYS" is copyrighted and owned by the authors and only the authors
have the right to sell it. However, "SCOUTSYS" 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.
SCOUTSYS 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.
HOW TO REACH US FOR SUPPORT
═══════════════════════════
We have made SCOUTSYS 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.
Our FidoNet address is : 1:229/15
SCOUTSYS Page 5
REGISTRATION
════════════
If you plan to use SCOUTSYS to maintain your Troops 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 SCOUTSYS for use by
your Troop. This means you may freely copy the program and files for
use by more than one Scout Leader as long as they are involved with the
same Troop. Print an order form from the Main Menu Option #5. Please,
cheques or money orders only.
If there is more than one Troop in your Group, you may opt for Group
Licensing. For $45.00 you can licence two Troops or for $60.00 you can
license 3 or more Troops in the same Group.
SCOUTSYS is a fund raising project for our Troop. You are encouraged
to pass a copy of SCOUTSYS 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 !
LICENSE AGREEMENT
═════════════════
The "SCOUTSYS" program and its documentation are copyrighted works
protected by Canadian and international copyright law. You are granted
a license to use your copy of SCOUTSYS only under the terms and
conditions specified in this license agreement.
SCOUTSYS 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 SCOUTSYS and remove it from your computer if you decide not to
pay the license fee.
You may freely copy SCOUTSYS and give copies of SCOUTSYS to others if
they also agree to the terms of this agreement.
USERS OF SCOUTSYS MUST ACCEPT THIS DISCLAIMER OF WARRANTY: SCOUTSYS 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
SCOUTSYS.
SCOUTSYS 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 TROOP FILE SYSTEM ═════╗
║ Version 3.22 ║
║ ║
║ 1. Control File Maintenance Menu ║
║ ║
║ 2. Accomplishments Entry Menu ║
║ ║
║ 3. Reports and Inquiries Menu ║
║ ║
║ 4. System Utilities Menu ║
║ ║
║ 5. Miscellaneous Menu ║
║ ║
║ 6. Financials menu ║
║ ║
║ ║
║ ║
║ 7. Read Documentation ║
║ ║
║ 8. Print Registration Form ║ ║
║ ║
║ 9. Print Comment/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 Badges, Badges Requirements, Awards, Badge Rules, Badge
Equivalents, Patrols, and Scout and Leader Basic Data is specified. In
addition, this is where you can maintain an individual Scout's Badge,
Badge Requirements, Awards, Camps and Service time records.
2. Accomplishments Entry Menu
This is the option you will use the most. It is where you enter all
accomplishments by your Scouts. Each Badge Requirement, each Badge,
each Award, each Camp/Hike and all Service time is recorded here. In
addition, there are two other options-a Check for Badge completion and
a full update of all Equivalent Badge Requirements. The latter is for
when you discover an equivalent, add it to the Equivalent Badge
Requirements File and want to update your records automatically.
SCOUTSYS Page 7
Main Menu Options con't
═══════════════════════
3. Reports and Inquiries Menu
Next to entering accomplishments, this is where you will find yourself
most often. There is a Member's Listing, an Emergency Contact Listing
(for outings), a List of Known Health Problems (if specified in Scout
Basic Data Maintenance), an Attendance record, a Full record List for
an individual Scout and the most popular the Badge Requirement Check
Sheet and Badges Awarded Check Sheet. The Check Sheet shows at a glance
what has been accomplished by each Scout for any Badge and is an
invaluable tool for planning. All reports except the Attendance Record
and Dues Record can be printed to the 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 Troop 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 purge old Attendance or Dues records. Only
Attendance and Dues records have a purge as all other data is
automatically purged whenever you delete a Scout or Leader from the
database.
In addition, if the Cub Packs in your Group are using the Cub version
of this program, CUBSYS, there is an import function to automatically
import a youth's basic data to simplify data entry. If your Group
Committee is using GROUPSYS there is an export function to create Scout
and Leader data files for GROUPSYS to import. This eases and speeds the
registration process.
5. Miscellaneous Menu
This menu will be used to accommodate requests that do not fit directly
into any particular category. It currently has two options, Enter Dues
or Activity Fees Paid and a Check for Upcoming Birthdays.
6. 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.
SCOUTSYS Page 8
Control File Maintenance Menu Options
═════════════════════════════════════
╔═══════════ CONTROL FILE MAINTENANCE MENU ════════════╗
║ ║
║ 1. Membership Basic Data ║
║ ║
║ 2. Badge File ║
║ ║
║ 3. Badge Requirements ║
║ ║
║ 4. Awards File ║
║ ║
║ 5. Patrol Names File ║
║ ║
║ 6. Assign P.L., A.P.L., & Scouts to Patrol ║
║ ║
║ 7. Achievement Badge Requirement Rules File ║
║ ║
║ 8. Equivalent Badge Requirements ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ 9. Control File Maintenance Menu #2 ║
╚═══════════════════ 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 Troop-Leader or Scout. When you select
this option you will be prompted whether you want to maintain Leader
data or Scout data. Enter "L" or "S" to specify. Throughout "SCOUTSYS"
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 members either Scouts or
Leaders. If you are just beginning to use "SCOUTSYS", 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 either an "A" or "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. This is to accomodate those Scouts or Leaders who do not re-
register, but at a future date decide to re-join. Saves typing by just
re-activating them.
Your options at this point are:
SCOUTSYS Page 9
Control File Maintenance Menu Options con't
═══════════════════════════════════════════
- "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
- Seek an existing member
Seeking is a feature found throughout "SCOUTSYS". 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. This is especially useful
when entering accomplishments. Seeking Badge names and Scout 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 "SCOUTSYS". 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 is currently
formatted for Ontario residents. This can be easily changed if there is
enough out of province interest. The Known Health Problems field is a
Yes/No field. If you want to specify the problems so they are on file,
hit "F9". You will be presented with a free form memo pad where you can
enter the Known Health Problems. This memo pad can only be used when
the Known Health Problems field is Yes and the cursor is on the Health
Problems Field. A general Memo field is available as well by hitting
"F7".
SCOUTSYS Page 10
Control File Maintenance Menu Options con't
═══════════════════════════════════════════
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".
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, all
Badge Requirements earned, all Badges earned, all Awards presented, all
Camps/Hikes attended, all Service time logged and all Attendance
and Dues records. It is recommended that you print a full Record Sheet
for each member you wish to delete before final deletion. Scouts have
been known to change their minds and return to the Troop. 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 troop. 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. Badge File Maintenance
This option is included only for when Scouts Canada revises, adds or
removes Badges. This file has been pre-loaded with all Achievement and
Challenge Badges in effect as of November 1992. My apologies to the Far
Northern Scouts, I did not pre-load the Arctic Challenge Badges.
The same mechanism and methods of adding, editing, or deleting Badges
apply as for Membership Maintenance.
3. Badge Requirements File Maintenance.
This option is also only included for when the Scouts Canada
requirements change. The file has been pre-loaded with all Achievement
Badge requirements and a short description of each. There are fields
available for a long description of each requirement but my typing
SCOUTSYS Page 11
Control File Maintenance Menu Options con't
═══════════════════════════════════════════
skills are rudimentary, I felt this documentation was more important,
and all we really need is the short description for the Check Sheets.
If some skilled typist wishes to fill in the long description, I would
be pleased to include it in the next software release, if they send me
a backup copy of their data once it is complete.
A note about the Conservation Badge. The logic to complete the
different levels (Bronze, Silver, or Gold) is different from all other
Badges. This plays havoc with applying consistent logic in a computer
program. I have taken the liberty to define Bronze, Silver and Gold
requirements to be the same in description. The difference is in the
Badge Rules. Although the Basic requirements are the same, a Scout
requires more of them as he moves from Bronze to Silver to Gold. It is
my attempt to apply the same logic to Conservation as all the other
Badges.
As with Badge Maintenance, the same methods as used in Membership
Maintenance apply.
4. Awards File Maintenance
This file has been pre-loaded with the current Awards as defined by
Scouts Canada. You may Add, Edit or Delete as you wish by using the
same rules as used above.
5. Patrol Names File
This file contains the Patrol Names for each Patrol in your Troop. It
is used when you select Attendance or Dues entry or for several
reports.
6. Assign P.L., A.P.L., & Scouts to Patrol
You assign all Patrol members to a Patrol using this option. After
selecting a Patrol you will be presented with a list of active Scouts.
After highlighting a name hit either "P" for Patrol Leader, "A" for
Assistant Patrol Leader or "*" for Patrol Member. That's all there is.
Each Scout selected will now be assigned to that patrol.
7. Achievement Badge Requirement Rules File Maintenance
This option specifies the requirements needed to complete a specific
Badge. The rules are used in another part of the system to
automatically check to see if any Achievement Badges have been
completed by any Scouts. By using these rules, all you need do is enter
the Badge Requirements completed and run a check periodically to see if
any Badges have been completed. This saves checking each individual
Scouts record to see if he has completed any Badges. In addition, the
SCOUTSYS Page 12
Control File Maintenance Menu Options Cont'd
════════════════════════════════════════════
Completion Rules are also printed on each Check Sheet for a quick
reference.
All the Badge Rules have been pre-loaded according to the Scouts Canada
requirements listed in the Handbook.
If the requirements change, select the Badge from the Pick List. As
above, "Enter" to Edit, "F2" to Add and "F4" to Delete. The data entry
screen will now appear. First you must determine the Rule Type. There
are only 3 types of rules:
- "AND" This rule specifies all the requirements which must be
completed. For example, to complete a Badge a Scout must do #1
AND #2 AND #4, etc.
- "OR" This rule specifies optional requirements which must be
completed. For example, either #5 OR #6 must be done to complete
the Badge.
- "SELECT" This rule applies to those cases where a certain
number of requirements out of a list must be completed. For
example, do 5 of either #6A, #6B, #6C, #6D, #6E, #6F, #6G.
Once the Rule Type has been selected, (and if SELECT, the number to be
selected), the requirement numbers for that rule are entered.
Each rule is checked when determining when a Badge has been completed
so be sure all requirements have been specified in one rule or another.
Another note about the Conservation Badge. To complete the Bronze
level, a Scout must do 2 in Section A, 1 in Section B and 1 in Section
C. The true rule is "Do 2 of (A1A or A1B), (A2A or A2B), (A3A or A3B),
(A4A or A4B), (A5A or A5B). This logic does not fit the above
mechanism. I have assumed that a Scout would only do 1 of A1A or A1B,
and only 1 of A2A or A2B, etc. So, the rule as pre-loaded is select 2
of A1A, A1B, A2A, A2B, A3A, A3B, A4A, A4B, A5A, A5B. The Silver and
Gold Requirements rules follow the same logic. You may want to verify
this Badge as truly being complete.
8. Equivalent Badge Requirements Maintenance
This option allows you to specify equivalent Badge Requirements so you
do not miss anything when you update records. Any equivalents specified
here will automatically be updated as you enter a Badge requirement
from the Accomplishment Entry Menu.
Be careful as you enter equivalents. The program does not check in both
directions since that would not necessarily be correct, as stated in
the purpose of "SCOUTSYS".
SCOUTSYS Page 13
Control File Maintenance Menu Options Cont'd
════════════════════════════════════════════
The same mechanism for adding, editing and deleting applies here as it
does for all options above.
9. Control File Maintenance Menu #2
This takes you to Menu #2 for Control Files. You will find control
files relating to each Scout here.
SCOUTSYS Page 14
Control File Maintenance Menu #2 Options
═════════════════════════════════════
╔═════════ CONTROL FILE MAINTENANCE MENU #2 ═══════════╗
║ ║
║ 1. Scout - Badges Accomplished File ║
║ ║
║ 2. Scout - Badge Requirements Accomplished File ║
║ ║
║ 3. Scout - Awards Presented File ║
║ ║
║ 4. Scout Camps/Hikes Attendance Files ║
║ ║
║ 5. Scout Service Hours Done File ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
╚═══════════════════ Esc to Return ════════════════════╝
1. Scout - Badges Accomplished File Maintenance
This file was originally intended to input, edit or delete a Scout's
individual Badges awarded, 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.
2. Scout - Badge Req'ts Accomplished File Maintenance
As above (#1), this was also intended to be the data update function
for Badge Requirements for an individual Scout but a better method was
later found. It is also included for continuity as serves as an inquiry
program only now. No data updates can be performed here.
3. Scout - Awards Presented File Maintenance
Same as #1 & #2 above. (My way of saving typing)
4. Scout Camps/Hikes Attendance File Maintenance
This is the same as #1-#3 above but edit capability has been allowed.
SCOUTSYS Page 15
Control File Maintenance Menu Options Cont'd
════════════════════════════════════════════
The reason for this is that when a Camp/Hike is entered for a number of
Scouts, they all are assigned the same description, # nights or # km's
and season. We have a number of scouts who come to camp for the day
only while others stay all week-end. It is easier to enter all Scouts
with the same data originally and then come here to edit the data for
those few Scouts who are the exception.
When you select this option, first choose whether you want to maintain
the Hike database or the Camp database. Next select a Scout using
either the seek function or the cursor keys. Then select a Camp/Hike
using the cursor keys. You will be presented with a box containing the
data existing for that Scout and that Camp/Hike. Change the data as
necessary and "Enter" through each field. The records have now been
changed.
5. Scout Service Hours Done File Maintenance.
For the same reasons as in #4 above, the edit function has been
retained for maintaining the Service hours for any individual Scout.
Use the same methodology as for all other options above to select and
edit Service Hours.
SCOUTSYS Page 16
Accomplishments Entry Menu Options
══════════════════════════════════
╔═════ ACCOMPLISHMENT ENTRY MENU ════════╗
║ ║
║ 1. Enter Badge Requirements Completed ║
║ ║
║ 2. Enter Badges Awarded ║
║ ║
║ 3. Enter Awards Presented ║
║ ║
║ 4. Enter Camps/Hikes Attended ║
║ ║
║ 5. Enter Meeting Attendance ║
║ ║
║ 6. Enter Service Hours Completed ║
║ ║
║ 7. Full Check of Badge Req'ts Completed║
║ ║
║ 8. Update All Equiv. Badge Requirements║
║ ║
║ ║
║ ║
║ ║
║ ║
╚═════════════ Esc to Return ════════════╝
1. Enter Badge Requirements Complete
This option is where you will do most of your data entry. 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 requirements were 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. We did that at
the last camp a week ago. What was the date again? Or I tried counting
back on my fingers. We did that at our 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 entry by a Scout or by a Badge. This
option was included to speed data entry. If you worked on a specific
Badge at your last outing select the "B" option. If you are bringing a
specific Scouts records up to date select the "S" option.
Let's start with the "B" option (enter by Badge).
SCOUTSYS Page 17
Accomplishment Entry Menu Options Cont'd
════════════════════════════════════════
The next screen asks you to select the Badge whose requirements have
been completed. Keep in mind that seeking is enabled as well as the
cursor control keys. "Enter" will select that Badge.
Next select the specific requirement completed. Seeking is in effect
here too. "1" will take you to requirement #1. "1" then "0" will take
you to requirement #10. "Enter" selects the requirement.
A list of Scouts appears next. If any Scout has already completed that
requirement an asterisk (*) or a small "x" will appear next to his
name. The "*" signifies that this requirement was directly completed.
The "x" signifies that this requirement was completed as an
equivalent. You can determine when he completed that requirement by
highlighting his name and hitting "F5". A box showing the date
completed will appear. If this requirement was completed as an
equivalent then the originating Badge requirement will also appear.
This is a useful feature if you need to reverse the completion of a
requirement for any particular Scout. More about that later.
Simply by highlighting a Scouts name and hitting "Enter" will record
that requirement and any equivalent requirement as being complete on
the date selected. If you inadvertently select the wrong Scout don't
worry. "Enter" again will remove that requirement and equivalents from
the records. The asterisk will toggle as you do this.
You cannot toggle any existing complete requirement 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. All equivalent
requirements will also be reversed IF they have the same date. The
assumption is that if they have the same completion date then it is due
to being recorded as an equivalent.
The "S" option (enter by Scout) operates the same as above except that
after choosing the date, you select a Scout, then the Badge and the
requirement. This option is especially useful when loading your
existing records into the system initially. From that point on entry by
Badge will probably be easier.
2. Enter Badges Awarded
This option operates the same as above. No equivalents. Since Badges
are generally awarded in bunches, after selecting the date, then the
badge, you can record the Badge as having been awarded by hitting
"Enter" and setting the asterisk (*) on. As above, toggling will record
or remove the record. "F5" will give you the awarded date for any
Scout. Use this if you need to reverse an earlier incorrect entry.
SCOUTSYS Page 18
Accomplishment Entry Menu Options Cont'd
════════════════════════════════════════
3. Enter Awards Presented
This option operates the same as above.
4. Enter Camps/Hikes Attended
With this option, first select whether you want to enter data for a
Camp or a Hike. Next, after selecting the date, if a record exists for
Camps/Hikes on that date, the description, # nights and season will be
presented. If no prior record exists for that date, enter the pertinent
data.
A list of Scouts will be presented. As above you can toggle names to
record that data into the system. If any Scout needs a slightly
different record, it can be adjusted in Control File Maintenance under
Scout - Camps/Hikes File Maintenance. This has been done this way since
most Scouts will have the same data to be entered. Hence we only have
to enter the data once for the bulk of the entry and deal with the
exceptions rather than entering all data for each Scout.
5. Enter Meeting Attendance
Select the Meeting date, a Description of the Meeting or Activity, and
whether you want to enter attendance by Troop or Patrol. Select the
patrol (if chosen) then toggle each Scout as having attended or not. As
you toggle each Scout as having attended or not you will be presented
with an entry box where you can record points earned for inspection or
any other item you may want to keep a record of.
6. Enter Service Hours Completed
As with entering Camps/Hikes Attended, after selecting the Service
date, existing data for that date will be presented or you will need to
enter the Service details.
Select those Scouts completing the Service by toggling the asterisk on
as above. Any adjustments to the hours can be done through Control File
Maintenance under Scouts - Service Hours Done File Maintenance. As with
Camps/Hikes Attended, this has been done this way to minimise data
entry and only adjust for the exceptions.
7. Full Check Of Badge Requirements Completed
This option checks all Scout records to see if any Achievement Badge
has not been awarded whether all the requirements for that Achievement
Badge have been completed or not. If they have then it will be listed
to the output device of your choosing.
SCOUTSYS Page 19
Accomplishment Entry Menu Options Cont'd
════════════════════════════════════════
The rules used to determine completion or not are defined in Control
File Maintenance under Achievement Badge Requirement Rules Maintenance.
8. Update All Equivalent Badge Requirements
This option has been included because it is such a pain trying to keep
the records up to date when another Badge Equivalent is discovered. All
you need do is ensure that the Badge Equivalent is defined in Control
File Maintenance under Equivalent Badge Requirements Maintenance. This
option will then search the records for you and update any equivalents
if necessary. It will not update an equivalent which was previously
completed separately.
SCOUTSYS Page 20
Reports and Inquiries Menu Options
══════════════════════════════════
╔═════ REPORTS AND INQUIRIES MENU ═══════╗
║ ║
║ 1. Member's Address & Phone List ║
║ ║
║ 2. Print Patrol Listing ║
║ ║
║ 3. Emergency Contact Phone List ║
║ ║
║ 4. Known Health Problems Listing ║
║ ║
║ 5. Print Youth Memo Data ║
║ ║
║ 6. Print Badge Requirement Check Sheet ║
║ ║
║ 7. Print Badges Awarded Check Sheet ║
║ ║
║ 8. Print Scout Accomplishment Record ║
║ ║
║ ║
║ ║
║ 9. Reports and Inquiries Menu #2 ║
╚═════════════ Esc to Return ════════════╝
1. Member's Address & Phone List
This option gives a list of Scouts Addresses and Phone Numbers as well
as the Leaders Addresses and Phone Numbers.
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 at a later time.
2. Print Patrol Listing
This option gives a list of all Scouts by Patrol, showing Addresses and
phone numbers. We give a copy of this to all Scouts for their use. As
above, output can be directed to either the Screen, Printer or to a
disk file.
3. Emergency Contact Phone List
We keep our Scouts and Leaders data as up to date as possible. This
enables us to print this report whenever we go on an outing. It details
for each Scout his Parents Names and Number, his Health Card Number,
His Doctor's Name and Number, the Emergency Contact's Name and Number
and highlights whether there are Known Health Problems or not.
SCOUTSYS Page 21
Reports and Inquiries Menu Options Cont'd
═════════════════════════════════════════
An option to list Known Health Problems, at the same time, is available
here or they can be listed separately using option #3. This assumes you
have entered the Known Health Problems in Control File Maintenance
under Membership Basic Data Maintenance.
4. Known Health Problems Listing
This simply lists any records which have been entered under Known
Health Problems in Membership Basic Data Maintenance.
5. Print Youth Memo Data
This simply lists any records which have been entered as a general memo
during Membership Basic Data Maintenance.
6. Print Badge Requirement Check Sheet
For us this is the heart of the system. We use these check sheets to
plan all our meetings and activities. It is simply a matrix of Scouts
vs Requirements for any Achievement Badge. If a Scout has completed any
Badge Requirement, there is an "X" there. If the requirement has been
completed as an equivalent then a "@" will appear. This done to make it
easier (more obvious) to distinguish how the requirement was completed.
Otherwise the space remains blank.
Thus we can tell at a glance which requirements we should be
concentrating on to teach the boys.
The Screen report shows the Scouts names vertically, with the
Requirements and completion matrix below. The "Up" or "Down" keys will
scroll the matrix up or down but leave the names in place. "PageUp" and
"PageDown" will scroll faster. There is room for 25 Scouts on one
Screen. If your troop has more than 25 Scouts then the Left and Right
cursor keys will automatically be activated and you can scroll the
whole report Left or Right.
The Printer report will print at 10 cpi if your troop has 25 or less
Scouts. If you have more, it will automatically print in compressed
print. This ensures that you do not need to do a "Cut & Paste" job to
use the report effectively. The Printer Control codes for your specific
printer are set up in System Utilities Menu under Configuration File
Maintenance.
7. Print Badges Awarded Check Sheet
These check sheets show which Badges have been awarded. Achievement
Badges are separate from Challenge Badges. Achievement Badges
are indicated by either a "B", "S" or "G" signifying Bronze,
Silver or Gold. Challenge Badges are simply indicated by a "X".
SCOUTSYS Page 22
Reports and Inquiries Menu Options Cont'd
═════════════════════════════════════════
As above, screen reports will scroll up and down as well as left or
right if there are more than 25 Scouts in your Troop. Printed reports
will be either in Normal or Compressed print depending on the number of
Scouts as well.
Post the above 2 reports on the wall of your meeting place and watch
what happens. Suddenly the Scouts begin to realize how little they have
to do to complete a Badge. Or competition begins (If they can do that
so can I.). Within a short time the Scouts begin to plan what they want
to do ( even without knowing they are doing it) and begin to ask for
specific things in order to complete requirements and thus Badges. Try
it for a few weeks and see!
8. Print Scout Accomplishment Record
This option lists all data on record for an individual Scout. It shows
which Badges (Achievement or Challenge) have been awarded, which
Achievement Badge Requirements have been completed to date, Awards
presented, Camps/Hikes attended and Service Time accumulated. These
records can be given to the Scout to aid in his planning, for
verification or when a Scout moves.
9. Reports and Inquiries Menu #2
This option takes you to another menu containing additional reports and
inquiries.
SCOUTSYS Page 23
Reports and Inquiries Menu #2 Options
═════════════════════════════════════
╔════ REPORTS AND INQUIRIES MENU #2 ═════╗
║ ║
║ 1. Print Attendance Record Sheet ║
║ ║
║ 2. Print Dues/Fees Record ║
║ ║
║ 3. Inspection/Activity Points Earned ║
║ ║
║ 4. Dues/Activity Fees Paid List ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
╚═════════════ Esc to Return ════════════╝
1. Print Attendance Record Sheet
This option prints an Attendance Record Sheet. It leaves 5 lines at the
bottom for working information. It also allows you to enter Attendance
either after every meeting or within 5 meetings.
As with all reports showing Scouts versus data in a matrix format, this
report will print in either normal 10 cpi pitch or in compressed print
depending upon whether there are more than 25 Scouts in the Troop or
not.
2. Print Dues/Fees Record
This option prints an Record of Dues or Fees collected. It leaves 5
lines at the bottom for working information. This record only shows
whether the dues/fees were collected or not. It does not show the
amount collected. It is only meant to be a quick check as to who stills
has to pay.
3. Inspection/Activity Points Earned
If you recorded points during Attendance entry, you can summarize these
points either by Troop or by Patrol for a given time period. Select
whether you want to output by Troop or Patrol, then select the start
date of the period on the calendar and the end date of the period. All
SCOUTSYS Page 24
Reports and Inquiries Menu #2 Options Con't
═══════════════════════════════════════════
points earned during that period will be totalled and listed by Scout
and/or Patrol.
This is useful for selecting Honour Patrol and Scout of the Month. We
award points for inspection, participation, and good deeds.
4. Dues/Activity Fees Paid List
If you entered an amount during entry of Dues/Fees paid, you can
summarize these amounts either by Troop or by Patrol for a given time
period. Select whether you want to output by Troop or Patrol, then
select the start date of the period on the calendar and the end date of
the period. All amounts paid during that period will be totalled and
listed by Scout and/or Patrol.
This is useful for reconciling records occasionally. You can also print
the report for a single date to verify data entry and reconcile amounts
per meeting or activity.
SCOUTSYS Page 25
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. Purge Old Attendance Records ║
║ ║
║ 7. Purge Old Dues/Fees Records ║
║ ║
║ 8. Create Export Data File ║
║ ║
║ 9. Import Data from Diskette ║
║ ║
║ A. Flag All Scouts, Leaders as Inactive║
║ ║
╚═════════════ Esc to Return ════════════╝
1. Configuration File Maintenance
This option allows you to specify some basic data about your system.
Your troop name is specified here. This is what will print on all
reports. Your province is specified here as well. This will be used to
accommodate differing Health Card Numbering systems in various
provinces in future releases (if there is any interest).
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
character decimal numbers separated by "\". For example to enter "Esc
M", it would be entered as "027\077\".
SCOUTSYS Page 26
System Utilities Menu Options Cont'd
════════════════════════════════════
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.
6. Purge Old Attendance Records
This function allows you to purge Attendance Records older than the
date selected. Only Attendance records are purged. This function is
necessary since all other records except Dues/Fees are automatically
purged whenever a Scout is deleted from the roster.
SCOUTSYS Page 27
System Utilities Menu Options Cont'd
════════════════════════════════════
7. Purge Old Dues/Fees Records
This function allows you to purge Dues/Fees Records older than the
date selected. Only Dues/Fees records are purged. This function is
necessary since all other records except Attendance are automatically
purged whenever a Scout is deleted from the roster.
8. Create Export Data File
This function allows you to create either one or two data base files on
diskette for importation into the GROUPSYS system. The data files have
either Leader or Scout data in them. You can specify to include either
all active members ( Scout or Leader ) or you can specify individual
records ( e.g. for late registration). The data base records are output
directly to a floppy diskette to avoid any additional select and copy
as well as not cluttering your hard drive.
9. Import data from Diskette.
This option will append records to your data base from data base files
on diskette. These files will have been created by your associated CUB
pack using CUBSYS. It is included as a convenience to reduce keypunch
time during registration.
A. Flag all Scouts, Leaders as Inactive
This option is used once a year prior to registration to flag all Scout
and Leader records as inactive. The data is still on file. As each
member registers simply go into the members record and flag them as
active. See Membership Basic Data Maintenance on Page 9.
SCOUTSYS Page 28
Miscellaneous Menu Options
═════════════════════════════
╔══════════ MISCELLANEOUS MENU ══════════╗
║ ║
║ 1. Enter Dues or Activity Fees Paid ║
║ ║
║ 2. Check for Upcoming Birthdays ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
╚═════════════ Esc to Return ════════════╝
1. Enter Dues or Activity Fees Paid
This option allows you to collect data relating to Dues or Fees for
activities. Select the date of the activity ( Be sure you don't use the
collection date unless you want multiple records in the data base for
that activity. It will clutter up the report.), then input a
description of that activity. As you toggle the youth's as having paid
or not, a box will prompt you for the amount paid.
Again, do not panic if you mistakenly toggle a Scout as being paid.
Simply toggle again and that record will be removed from the records.
The "*" indicates which Scouts have been recorded.
2. Check for Upcoming Birthdays
This option will list the Scouts that have upcoming birthdays within
the dates selected by you. Handy for sending a card or recognizing at
meetings.
SCOUTSYS Page 29
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 Troop funds are being raised and
spent. Also very handy for budgeting for subsequent years.
Cursor control keys are active here as they are throughout SCOUTSYS.
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. Eack 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.
SCOUTSYS Page 30
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.
SCOUTSYS Page 31