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MakeMyDay! Time Management System Version 2.0 Copyright (C) 1986 Universal Business Concepts, Inc. All Rights Reserved TABLE OF CONTENTS Introduction ............................................... 1 What It Is ................................................. 2 Getting Started ............................................ 3 Floppy Disk System ....................................... 3 Hard Disk System ......................................... 3 How to Run ............................................... 3 Selecting Drive and Filename ............................... 4 File Naming Conventions .................................... 4 Paths ...................................................... 4 General Usage .............................................. 5 Dates ...................................................... 6 Calendar Display ........................................... 6 ID Fields .................................................. 6 Appointment Calendar ....................................... 7 - 8 Job Scheduler .............................................. 9 -10 Expense Account Manager .................................... 11 Time Log ................................................... 12 Process Deletions .......................................... 13 Rebuilding Index Files ..................................... 13 Site License Agreement ..................................... 14 Order Form ................................................. 15 1 INTRODUCTION MakeMyDay! is the copyrighted property of Universal Business Concepts. You are granted a limited license to use MakeMyDay! and to copy it and distribute it provided that the following conditions are met: 1) No fee may be charged for such copying and distribution. 2) MakeMyDay! may only be distributed in its original, unmodified state. Any voluntary contributions for the use of this program will be appreciated and should be sent to: Universal Business Concepts, Inc. 169 Edgewood Avenue Longmeadow, MA 01106 You may not use this product in a commercial environment or a governmental organization without paying a license fee of $35. Site and commercial distribution licenses are available. A program disk and printed documentation are available for $50. An Order Form and Site License Agreement are contained at the end of this documentation. A word about user supported software: It is extremely expensive to bring a new software product to market in today's environment. The user supported software concept (usually known as freeware) provides a method whereby individual authors and small companies can market their products without incurring staggering advertising and promotional costs. The user benefits in two ways. First, the user may "test drive" the product thoroughly before purchasing it and second, the user receives a quality product of proven value at low cost. This concept can only work with your support. If you find that you are still using MakeMyDay! (or any other user supported software package) after a couple of weeks, then it is obviously worth something to you and you should send in a contribution. 2 WHAT IT IS MakeMyDay! is a complete computerized Time Management system for the IBM PC family of computers. It is an Appointment Calendar, a Job Scheduler, a Time Log and an Expense Account Manager. It can be used to keep track of all of these things for one person, or for several people. It makes use of your line printer to produce all the worksheets and printed reports you need to organize your business and personal schedule. The APPOINTMENT CALENDAR allows you to keep track of all of your appointments, twenty-four hours per day. It will handle individual appointments or repeating appointments (first Tuesday of each month, every Monday at 8 O' Clock, etc.). You can view your appointments on your computer monitor or get a printed report. The JOB SCHEDULER keeps track of your complete "to do" list, broken down into the categories you assign. It will remind you of everything you have scheduled for yourself. Incomplete items are rolled forward until you mark them as complete. In addition, MakeMyDay! will provide a Work In Progress report for each category you assign. The next time the boss suddenly wants to know "How do we stand on the Wombat project ?", you'll be able to provide a complete printed list of every activity involved- the day it was scheduled to be completed, and the day it was completed along with everything that remains to be done. The EXPENSE ACCOUNT MANAGER keeps track of your expenses. You assign the categories (travel, entertainment, hotel, etc.) under which each item belongs. You also specify the date and the amount, and whether the item is a payment or reimbursement. MakeMyDay! keeps track of everything and provides the account information you need, broken down by the categories you assign. Finally, the TIME LOG keeps track of the time you've spent on each client or project and provides the necessary documentation when you want it. Attorneys, accountants, consultants- anyone who needs to keep a log of time spent- will find this feature useful. 3 GETTING STARTED The instructions in this section assume that you are familiar enough with DOS to format disks and copy files from one disk to another and, if you are using a hard disk system, that you know how to make and use sub-directories. MakeMyDay! requires that the following files be present on the default disk drive and (optional) sub-directory: MMD.COM MMD.000 MakeMyDay! will automatically create and maintain all of the data files it will use on the drive that you specify (this is explained further later on). FLOPPY DISK SYSTEM If you will be running the program from a floppy disk system, first prepare a blank formatted disk according to the instructions in your DOS manual, then use the DOS COPY command to copy MMD.COM and MMD.000 onto your newly formatted disk. If you have two floppy drives, format a second floppy disk to hold the data files which MMD will create. HARD DISK SYSTEM If you will be running MakeMyDay! from a hard disk system, we recommend that you first create a sub-directory to contain the system files and data files and then copy MMD.COM and MMD.000 onto the new sub-directory. HOW TO RUN To run MakeMyDay!, first select the drive and (optional) path on which the MMD files reside, then type "MMD" <ENTER>. (Do not type the quotation marks; <ENTER> means press the Enter key). The program will begin by displaying the copyright notice. Press any key to move on to the Main Menu. Each of the choices available on the Main Menu are covered in detail elsewhere in this manual. If this is the first time you have run the program, your first choice should be item "(E)Select new drive/filename", which is covered on the next page. There are also three function key choices available at this point. The first function key, F1, will provide on-line documentation explaining what all of the other function keys will do, as well as other information about the Main Menu. Throughout the program, pressing the F1 key will provide on-line help relative to the currently displayed screen. 4 SELECTING DRIVE AND FILENAME MakeMyDay! will automatically create and maintain several data files and index files on which the information you enter will be stored. You can use the program "as is", or you can choose to specify the drive and filename used. You may use any number of drives and filenames, provided you specify them by selecting item (E) from the Main Menu. If the drive specifier is blank, MakeMyDay! will use the currently selected default drive on which to store its files, otherwise the specifed drive will be used. If no filename is specified, the filename "MMDFILE" will be used, otherwise the specified filename will be used. To select a drive and/or filename of your choice, type "E" at the Main Menu. The cursor will move to the appropriate area on the screen and you may now type the drive specifier and filename of your choice. This information will be recorded on the disk (and optional sub-directory) where the MMD files reside. Thereafter, the program will use your drive and filename specifiers, until you decide to change them. When you have typed in the drive specifier and filename, press the <Enter> key to record the information and return to the Main Menu. FILE NAMING CONVENTIONS You may use any combination of valid filename characters as specified in your DOS manual (the letters A - Z, numerals 0 - 9, etc.). However, DO NOT SUPPLY A FILE NAME EXTENSION- MakeMyDay! supplies the extensions it needs. If you attempt to supply an extension, the system will ignore the period. For example MYFILE.EX will become MYFILEEX and MakeMyDay! will supply the various extensions it requires. Likewise, if you should find it necessary at some point to change a file name (don't do this unless absolutely necessary for some reason), be sure to keep the filename extension intact. WHY YOU SHOULD USE THIS FEATURE Although the default filename (MMDFILE) may be adequate for your needs if you are a single user, MakeMyDay! may also be used to maintain the appointments, job schedules and other information for several users sharing the same machine. You may therefore want to use your name, or some other unique specifier in place of the default filename. MakeMyDay! will maintain separate files for each name specified. For example, a secretary may want to keep track of the appointments for more than one person in an office. Simply name Frank's files "FRANK", Ann's files "ANN", etc. If there are two Frank's, use "FRANK1" and "FRANK2". If you have a two drive floppy disk system, you may want to specify Drive B: and keep your data on a separate disk. PATHS MakeMyDay! is designed to accept a maximum of eight characters in its filename field. If you are using sub-directories and paths on which to store your data, it is assumed that the DOS CHANGE DIRECTORY command has been used prior to invoking MakeMyDay! 5 GENERAL USAGE Main Menu- Type the letter key or function key that corresponds to your selection. Select (Q) to quit MakeMyDay! and return to DOS. Data Base- Each main data base area (Appointment Calendar, Job Scheduler areas Expense Account Manager and Time Log) is initialized with the record that is closest to today's date positioned in the center of the screen. Use the up and down arrow keys (be sure the NumLock key is toggled off) and the PgUp and PgDn keys to scroll the display backward or forward until the record you want to gain access to is aligned with the arrow at the left center of the screen. Use the function keys displayed at the bottom of the screen to perform the various functions available for the data base area you are in. Press the F1 key for on-line help and a description of available functions. Some functions, such as adding records or specifying report parameters will display a data entry screen. Follow the example shown on the screen, substituting your data for the example shown. To exit the data entry screen, first make sure all the information entered is valid then put the cursor in the last field displayed on the screen and press <ENTER>. Note that the system will not let you out of a data entry screen unless all date and time fields contain valid non-blank entries. To return to the Main Menu, press the F10 key. 6 SYSTEM DATE Since MakeMyDay! deals with real dates, it is important that the date shown in the upper left hand corner of the Main Menu Screen is today's date. If the DOS system date is prior to Jan 1, 1986, the date shown will be Jan 1, 1986. Otherwise the date shown will be the DOS system date. (By DOS system date we mean the date entered when you boot DOS, not the release date of your DOS version.) You can change the date used by MakeMyDay! by selecting F2 at the Main Menu (as well as at other points throughout the program). MakeMyDay! does not change the DOS system date when you make these changes, it merely reads the date when the program first starts up. DATE FORMAT Use the following format when entering dates: MM/DD/YYYY. For example, if today were June 20, 1986 enter 6/20/1986. Note that it is necessary to enter a four digit year (1986 is correct; 86 is incorrect). The date entered must also be between 1/1/1986 and 12/31/2079. CALENDAR DISPLAY At most points throughout the program you can get a quick on-line display of three calendar months by pressing the F8 key. These will be for the current month, the month prior to the current month,and the month following the current month. For example, if today were September 9, 1986 you would see calendars displayed for August 1986, September 1986 and October 1986. These are provided for reference purposes. By using the F2 key to change the date, you can view calendars for any month of any year from 1986 through the year 2079. ID FIELDS Whenever you enter a new record into the Job Scheduler, Time Log or Expense Account Manager, MakeMyDay! will ask you to specify an ID field for that record. Generally, the ID field should represent the name of the project, client, or other category that the record is associated with. Later, when you print or view reports, the information you enter will be grouped according to the name in the ID field. The Expense Account Manager is an exception- you will probably rather group your expenses by categories such as TRAVEL, ENTERTAIN, etc, than by client or project name. You may use either upper or lower case letters in the ID fields. MakeMyDay! will change all lower case letters to uppercase letters automatically. The Appointment Calendar does not make use of ID fields. 7 APPOINTMENT CALENDAR To use the Appointment Calendar, select item (A) from the Main Menu. This will position the display at 8:00 AM on the date specified in the upper left hand corner of the screen. Use the up and down arrow keys (be sure the NumLock key is toggled off) to scroll backwards or forwards in 15 minute intervals. Use PgUp and PgDn to scroll 2 hours forward or backward. Use Ctrl-PgUp and Ctrl-PgDn to scroll 24 hours in either direction. When you scroll past midnight, the date will automatically change. To jump forward or backward over long intervals of time, use the F2 key to change the date. To enter an appointment, first position the time, then press the spacebar. The cursor will enter the message field and you may now type in your message. Use the backspace, left and right arrow keys and insert and delete keys in the normal manner to edit the message field as needed. When complete, press <Enter> to record the appointment. To enter appointments which repeat, first press the F3 key, then select the type of global (repeating) appointment involved. These can be one of two types. The first is the nth [weekday] of each month (for example, the second Tuesday of each month). The second type are appointments that repeat at regular intervals (for example, every seven days). Next, follow the example that appears on the screen, substituting your parameters for the ones shown. Be sure to fill out every field (for example, if the appointment is to be scheduled for one half hour enter 0 hours and 30 minutes) and also be sure to specify the date field correctly in MM/DD/YYYY format. MakeMyDay! will not let you out of the parameter entry screen until everything is correct. Finally, press the F10 key to return to the Main Menu. This will insure that the files are closed and the appointment(s) are recorded. APPOINTMENT CALENDAR REPORTS For a printed copy of your appointments for any day or range of days, select F7 from the Appointment Calendar screen. A screen will appear which asks you to specify the start and stop dates, and whether you want to include long range appointments (a condensed version of every appointment scheduled in the future) or expanded hours (appointments scheduled before 8:00 AM or after 6:30 PM). Fill in the information requested on the screen, substituting your data for the data shown in the example on the screen. To exit the screen, put the cursor in the last field and press <ENTER>. Be sure all date fields contain valid dates in MM/DD/YYYY format. Use this report as a written reminder to you of your appointments, and to record newly scheduled appointments for later data entry. You may want to print out a week's worth of appointments at a time and make any last minute changes manually. This report may be inserted in loose leaf binder. 8 APPOINTMENT CALENDAR (continued) KEEPING TRACK OF APPOINTMENTS FOR SEVERAL PEOPLE MakeMyDay! may be used to keep track of the appointments for more than one person. For example, a Medical Office might want to keep track of the appointments for several health care persons at one centralized location. To do this, use the "Select new drive/filename" option from the Main Menu to assign a separate filename to each individual. (Also see "Selecting Drive and Filename", above). 9 JOB SCHEDULER Anyone who has ever had to coordinate the activities involved in completing a complicated project, whether it's closing an important business deal or building an addition to a house, will appreciate the Job Scheduler feature of MakeMyDay! . Besides serving as a relentless reminder to you of every important thing you need to get done, the Job Scheduler will also provide you with a snapshot of how things stand on any particular project at any given time. To enter the Job Scheduler, select item B from the Main Menu. If this is the first time you have used the system, the message file will be empty except for a certain number of system files which are marked by asterisks. These system files are permanent and you may not delete or alter them. To enter a job, press the F3 key. Next, fill out the information that appears on the screen, substituting your own parameters and ID's (keys) for the ones shown. As usual, MakeMyDay! will not let you out of the screen until everything is completed correctly, so be careful entering dates, etc. Move the cursor to the last field on the screen and press the <ENTER> key when you have finished entering the infor- mation. If you have entered everything correctly, you will be returned to the Job Scheduler screen, and your record will now appear on the screen. To modify a job record, first use the up and down arrow keys and/or PgUp PgDn keys to align the record with the marker at the left center area of the screen. You may do two things to a job record. First, you may change the due date, by pressing the F9 key and second, you may change the status by pressing the F5 key. The status of the job record is shown at the right hand side of the screen. There are three status states available. Pressing the F5 key repeat- edly will cycle the status field through the available status states. The three status states are: (I)ncomplete- meaning the scheduled job hasn't been done yet. (C)omplete- meaning the scheduled job has been done. When a job record is marked complete, the date that appears at the upper left corner of the screen will be inserted as the completion date. (D)elete- meaning the record has been marked for deletion. Records marked (D)elete will be deleted when item (F) is selected from the Main Menu. 10 JOB SCHEDULER (continued) The Status Mask controls which records will appear on the screen. Toggle the Status Mask on and off by pressing the F4 key. When the Status Mask is off, all records will show on the screen. When it is on, only records marked (I)ncomplete will appear. Use the status mask when you want to see a screen display of only incompleted items. There are three reports available in the Job Scheduler. These are accessible by pressing the F7 key and then selecting the report from the menu that appears. The first report is the "To Do" list. This is a printed report of all your incomplete items as of the MakeMyDay! system date (the date that currently appears in the upper left hand corner of the Job Scheduler screen). Items marked (C)omplete or (D)elete will not appear on this report. Neither will items scheduled to be completed at some future date. This is your reminder report. Jobs not marked complete will continue to appear on this report until you mark them otherwise. In this way, the system will not let you forget to get things done, since incompleted items are continuously rolled forward until completed. The second report is the Work-In-Progress Report. This is a printed report that sorts all jobs by their ID fields and shows all items marked (C)omplete or (I)ncomplete, regardless of their scheduled completion dates. This is the report to use when the boss suddenly wants to know how things stand on some project or other. The third report is the Limited Work-In-Progress report. This is similar to the report described above except that it is not a printed report (screen display only) and it is limited to a particular ID that you specify. If you want a printed copy of this report, use the built-in Print Screen function of the IBM PC (shift PrtSc). 11 EXPENSE ACCOUNT MANAGER The Expense Account Manager will keep an accurate record of your expenses and reimbursements as they occur. Since you are not likely to have your computer handy when your expenses occur, the system also provides a printed worksheet on which to record items manually for later data entry. To enter the Expense Account section, select item (C) from the Main Menu. The Expense account works somewhat like the Job Scheduler so far as screen manipulation is concerned, except that Expense Account Items may only be marked two ways- delete and blank (not delete). In other words, the only way to change an Expense Account item is to delete it and re-enter it. To enter an expense record, press the F3 key. Follow the example on the screen substituting your own information for the information shown. The first field (Pay/Reimbursement) deserves some explanation. Items marked P (pay) indicate money which you have spent and items marked R (reimbursement) indicate items for which you have been reimbursed. The Expense Account Manager in effect creates a separate journal for each different ID assigned by the user (entertainment, travel, etc.). This section is intended to help you keep track of where your expenses have gone and whether or not you have been fully reimbursed for them. As such it represents one small part of a General Ledger and should not be used for more than it's intended purpose. There are three reports available in this section. These can be obtained by pressing the F7 key and then selecting from the subsequent menu. For each of the first two reports you specify the time period the report is to cover (use this feature to obtain expenses for month, fiscal year, etc.). The first report is the Itemized Expense Report. This is the one to use when the IRS or your company auditing team come knocking at your door. Each ID item is broken down to it's component parts and printed out on a separate page. The last page of the report is a summary showing the totals (paid and reimbursed) for each category (ID item) and a grand total of everything. The second report, the Summarized Expense Report is identical to the last page of the Itemized Expense Report (see above). Additionally, you can chose to direct this report to either the screen or printer. The final report is the Expense Account Journal Worksheet. This is a form on which you may manually enter your expenses for later data entry. 12 TIME LOG The Time Log allows you to keep track of the minutes and hours spent on a particular client or project over a given period of time. It is intended for use by professional people who charge for their services by the hour, such as attorneys and accountants. However almost every- one has at least an occasional need to keep track of the time spent on a particular project. Like the other sections of MakeMyDay!, you assign the ID categories for the program to use and the system takes care of all the details. To access the Time Log, select item (D) from the Main Menu. Relative to screen manipulation, the Time Log behaves exactly the same as the Expense Account Manager section. To enter a Time Log record, press the F3 key. When entering the start and stop times, remember that 12:00 noon is 12:00 PM and 12:00 midnight is 12:00 AM. Also, the Time Log is not equipped to handle periods of time that extend across midnight. In the event you need to keep track of such an event, you must break it down into two parts, the first part ending at 11:59 PM on day 1 and the second part beginning at 12:00 AM on day 2. There are two reports available in this section. As usual, these may be obtained by pressing the F7 key and then selecting from the menu. The first report, the Time Log Report, may be directed to either the screen or printer with one exception described below. To obtain the report, fill in the information on the screen substituting your information for the information shown in the example. In most cases you will probably want to limit the report to a particular ID. However, you may get a printed list (screen display not available) of all ID categories by leaving the ID field blank on the report screen. The report will calculate your time spent and display an itemized listing with totals. The second report is the Time Log Worksheet. This is a printed form which may be used to manually record Time Log information for later data entry. 13 PROCESS DELETIONS/ REBUILD INDEX FILES Selecting item (F) from the Main Menu invokes a special routine that simultaneously erases the records which you have marked for deletion and rebuilds all of the index files which MakeMyDay! uses to keep track of your data. You should run this routine occasionally to "clean out" your files. This will prevent the size of your data files from growing too large. If for any reason MakeMyDay! has been interrupted without returning to DOS via the (Q)uit command from the Main Menu, there is a good chance that the index files need to be rebuilt and you should run this routine to repair them. This routine requires that there be at least one valid record in each of the data base areas (Appointment Calendar, Job Scheduler, Expense Account Manager, and Time Log). If any of these areas are empty, you must insert a test record before running this routine, or a run-time error will result. In the case of damaged index files, insert one test record into each data base, then run the rebuilding routine. MakeMyDay! is very robust and this routine will normally repair any inadvertent damage, such as that caused by an electrical power interruption. (The main symptoms of damaged index files are apparent loss of records, records out of order, or duplicate records in the data base). 14 SITE LICENSE AGREEMENT The use of MakeMyDay! in a commercial environment or goverment organization is granted under the following terms: 1. Payment of the license fee must be made to Universal Business Concepts, Inc. The fee is based on the number of computers which will be used to run MakeMyDay!, as follows: 1 to 9 computers $35 each 10 to 24 computers $25 each 25 to 49 computers $20 each 50 to 99 computers $15 each over 99 computers $1500 one time fee 2. You may use MakeMyDay! on the number of computers included in the license fee. If you have paid the fee for over 99 copies, then you may use MakeMyDay! on any number of computers within your organization. 3. You may make copies of the program in its original unmodified form without restriction. You may distribute these copies of the program without restriction. 4. If these copies are distributed outside of your organization, you have no obligation to control the use or distribution of those copies which are outside of your organization. 5. You may make copies of the documentation, in both its printed form and machine readable form, without restriction. 6. You may use future versions of MakeMyDay! under this license. The latest version is available from Universal Business Concepts for a small service charge. 7. You may NOT modify the program or charge a fee for copying or distributing the program. 8. It is your responsibility to make the necessary copies and to deliver them to the computers which they will be used on. I agree to abide by the terms and conditions of this license. __________________________________ __________________________ Signature Date __________________________________ Name (print or type) __________________________________ Title __________________________________ Company 15 ORDER FORM Check which items you wish to purchase: (__) Noncommercial license for the use of MakeMyDay!. (__) Commercial license for use of MakeMyDay! on ___ computers (see price schedule and terms on preceding page). (__) Program disk and printed documentation ($50 each). (__) Program update subscription service (not more than five updates, does not include trivial changes), $50/year. (__) Payment of $_________ is enclosed (check or money order). __________________________________________________________ Name __________________________________________________________ ___________________________________________________________ Address ________________________________ _______ _______________ City State Zip Send this completed form to: Universal Business Concepts, Inc. 169 Edgewood Avenue Longmeadow, MA 01106 For commercial site license orders, please enclose a signed copy of the site license agreement.