Current Shareware 1994 January

home *** CD-ROM | disk | FTP | other *** search

/ Current Shareware 1994 January / SHAR194.ISO / dbase / sctsy325.zip / PROGRAMS.ZIP / SCOUTSYS.DOC next >

Wrap

Text File | 1993-08-29 | 78KB | 1,761 lines

"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