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T H E A C T I O N M A N A G E M E N T S Y S T E M Registration Form for Program Version 4.00 Name____________________________________________________________________ Title___________________________________________________________________ Company_________________________________________________________________ Address_________________________________________________________________ State__________________ Zip____________________________ Phone__________________________________________________ Quantity Extension Registration per Computer (1 to 10): $65.00 x __________ __________ (11 to 20): $60.00 x __________ __________ (21 & up ): $55.00 x __________ __________ Diskette copy of Registered Version: $10.00 x __________ __________ Diskette Size: 3.5 in_____ 5.25 in_____ Total __________ (Only one diskette per registration.) Make checks or Money Order Payable to Bill Tucker Please Describe your Computer System: Computer Type & Manuf.:___________________________ Memory:______________ Number & Size of Drives: Floppy:__________________ Hard: _______________ Printer:________________________ Monitor:_______________________________ Comments & Suggestions:_________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ Mail Registration to: Bill Tucker 26058 Blossom Lane Grosse Ile, MI 48138 Allow 4 weeks to receive registration and diskettes. Thank you for your registering your copy! THE ACTION MANAGEMENT SYSTEM USERS MANUAL The Personal Computer Program to Help Employees and Supervisors Manage Action Items Version 4.00 01/30/92 COPYRIGHT (C) 1992 by Bill Tucker 26058 Blossom Lane Grosse Ile, MI 48138 (313) 676-1327 THE ACTION MANAGEMENT SYSTEM USERS MANUAL TABLE OF CONTENTS 1.0 Getting Started..............................................1-1 1.1 Introduction.............................................1-1 1.2 Using this Manual........................................1-2 1.3 The Shareware Concept....................................1-2 1.4 Registration, Disclaimer, Agreement, and Limitations........................................1-3 1.5 Basic Installation.......................................1-4 1.6 Program Startup..........................................1-5 1.7 Setting Up Advanced Program Features.....................1-5 1.8 Using the On Line Help...................................1-9 1.9 Printing this Manual.....................................1-9 2.0 Managing Action Items with the Action Management System......2-1 (An overview of how to make this program work for you!) 3.0 Tutorial and Demonstration Files.............................3-1 4.0 Database Field Descriptions..................................4-1 5.0 Detailed Program Operation...................................5-1 5.1 Printing Travelers.......................................5-1 5.2 Adding New Action Items..................................5-1 5.3 Revising Action Items....................................5-2 5.4 Searching for Action Items...............................5-4 5.5 Printing Reports.........................................5-7 5.6 Making and Restoring Backup Diskettes...................5-11 5.6.1 Making a Backup....................................5-11 5.6.2 Restoring Data from a Backup.......................5-12 5.7 Purging Records from the Historical File................5-13 5.8 Single Item Restoration from Historical File to Active File...........................................5-13 5.9 Group Transfer of Individual Responsibilities...........5-14 5.10 Indexing Files..........................................5-15 6.0 Program Control - Constants Revision Menu....................6-1 7.0 Problem Prevention & Solutions...............................7-1 Appendix A. Computer System Hardware Requirements...............A-1 B. Menu Cross Reference to Documentation and On Line Help.........................................B-1 C Keyboard Functions..................................C-1 D. Technical Support and Suggestions...................D-1 E. Files and Directories...............................E-1 F. Credit where Credit is Due..........................F-1 Action Management System - User's Manual Page 1-1 1.0 Getting Started 1.1 Introduction The Action Management System or AMS for short is a personal computer based management system that allows three levels of management to track assigned work activities or action items. The system includes the following features: + Program and management concept proven through workplace experience + Easy to use menu driven program requires little training to learn...by boss or secretary + Traveler format allows easy copying and distribution of action items + Flexible features allow AMS to accommodate ones management style either writing action items directly on the computer or on hard copy travelers + Easy to read printed reports for three levels of management: manager, supervisor, and employee. + Reports show action items in the order they are to be completed with special banners for items that are late, due this week, and due after this week + Management summary reports to show status of late items and workload distribution + Reports keyed on item type code + Reports keyed to action item priority + Record of completed items provides historical record of employee actions or actions in support of a particular activity + Historical reports that assess workload, employee performance on completing items on time and list completed items by supervisor, employee, or type code + Flexible program format with many options allows changes in format based on organizational needs + Provides method for action item status feedback to management + A tutorial with demonstration files that can be swapped with real files to allow experimentation ++++ Most important AMS can become an integral part of your management system that helps everyone get the job done on time. Action Management System - User's Manual Page 1-2 A brief word about conventions. Words or letters in quotes when entered should be entered without the quotes unless specifically stated otherwise. The same goes for the greater then and less then signs, (<>), that are used to indicate a menu option. 1.2 Using this Manual This manual is intended to provide a description of how to initially setup and use AMS as well as an easy to use reference on specific features and functions. Read section 2.0 as it describes the management framework in which AMS is to be used. This is just as important as learning how to use the computer program and will have a strong bearing on the successful implementation of the system. Section 1.0 describes how to setup the program, and should be read as the program is installed. Section 3.0 includes a brief tutorial using demonstration files that will provide a look at AMS reports and provide hands on experience using AMS. Section 5.0 provides a detailed description of the main program functions. Skim this section to learn where to find the details. Section 4.0, 6.0, 7.0, and the Appendices provide material for future reference as AMS is used. 1.3 The Shareware Concept Shareware distribution gives users a chance to try software before buying it. If you try a Shareware program and continue using it, you are expected to register. Individual programs differ on details. With registration, you get the simple right to continue using the software. Copyright laws apply to both Shareware and commercial software, and the copyright holder retains all rights, with a few specific exceptions as stated below. Shareware authors are accomplished programmers, just like commercial authors, and the programs are of comparable quality. (In both cases, there are good programs and bad ones!) The main difference is in the method of distribution. The author specifically grants the right to copy and distribute the software, either to all and sundry or to a specific group. Shareware is a distribution method, not a type of software. You should find software that suits your needs and pocketbook, whether it's commercial or Shareware. The Shareware system makes fitting your needs easier, because you can try before you buy. Because the overhead is low, prices are low also. Shareware has the ultimate money back guarantee that is if you don't use the product, you don't pay for it. Action Management System - User's Manual Page 1-3 1.4 Registration, Disclaimer, Agreement, and Limitations The registration form may be printed from the shareware screen displayed on program startup by entering a <Y>. Please print and complete the registration form. A copy is also provided at the front of this Users Manual. When I receive your registration and the applicable fee I will send instructions for disabling the shareware screen. Users of the Action Management System must accept this disclaimer of warranty: "The Action Management System is supplied as is. The author disclaims all warranties, expressed or implied, including, without limitation, the warranties of merchantability and of fitness for any purpose. The author assumes no liability for damages, direct or consequential, which may result from the use of the Action Management System." The Action Management System is a "shareware program" and is provided at no charge to the user for evaluation. Feel free to share it with your friends, but do not give it away altered or as part of another system. Such shared copies must be in the compressed self extracting file that includes all the unaltered files that it contains. The concept of "user-supported" software is to provide personal computer users with quality software without high prices, and yet to provide an incentive for programmers to continue to develop new products. If you find this program useful and find that you are using the Action Management System and continue to use the Action Management System after a reasonable trial period, you must make the registration payment. The registration fee will license one copy for use on any one computer at any one time. Treat this software just like a book. This software may be used by any number of people and may be freely moved from one computer location to another, so long as there is no possibility of it being used at one location while it's being used at another. Just as a book cannot be read by two different persons at the same time. Commercial users of the Action Management System must register and pay for their copies of the Action Management System within 30 days. Evaluation copies of the Action Management System may be distributed provided the cost is $10.00 or less and the program is distributed in an unmodified form as described above. This is not to be construed as representing the registration fee which must still be paid as described above. You are encouraged to pass a copy of the Action Management System along to your friends for evaluation. Please encourage them to register their copy if they find that they can use it. All registered users will receive a copy of the latest version of the the Action Management System system. Action Management System - User's Manual Page 1-4 1.5 Basic Installation Before proceeding you may want to check the basic system hardware and software requirements for AMS which are described in Appendix A. Make a backup copy of your AMS files. Consult your DOS User's Guide and Reference for detailed procedures. AMS is provided in a self extracting file of the format AMSxxx.EXE where xxx is the Version number. If AMS was down loaded from a computer bulletin board it may also be compressed and placed in a .ZIP .ARC or similar file. Place the compressed file in a convenient directory on your hard disk drive other than the root directory. Decompress the down loaded file using appropriate procedures for your system. If you are installing AMS from a distribution diskette it is installed as follows: Place the installation diskette in an available drive which will usually be either "A" or "B". Select the drive in which the diskette is placed by entering: "A:" and press the enter key. (On some machines the <Enter> key may also be labeled <Return>.) Then copy the compressed self extracting file into a convenient directory of your choosing on the hard disk which will be designated as \ZZZ: A:\COPY AMSxxx.EXE C:\ZZZ Place the AMSxxx.EXE self extracting file in a directory by itself. Set the current directory to the directory in which it resides: C:\CD\ZZZ Extract the files by typing the file name (the xxx should be replaced with the file Version number) and pressing <Enter>: C:\AMSxxx <Enter> The decompressed files will be placed in the current directory after the extraction is complete. (Do not try to run AMS from this directory.) To install AMS type "INSTALL" followed by a space and the letter of the drive on which the program is to be installed. As this will usually be "C" drive it will be so assumed for the rest of this discussion and the entry should look like this: C:\INSTALL C <Enter> This command will automatically install the program on drive "C" in directory "C:\AMS" and a small batch startup file "AMS.BAT" will be placed in the root directory "C:\". When the file installation is complete AMS will initiate a startup sequence that consists of seven screens that provided details for basic program configuration. Follow the instructions on the screen. At the last screen save the configuration entered as instructed. Action Management System - User's Manual Page 1-5 A shareware and registration screen will then be displayed. Print a copy ot the Registration form by pressing <Y>. Then press any other key to display the title and password screen. If a password was selected you must enter it exactly and press <Enter>. If no password was entered just press enter and the program Main Menu will be displayed. This will install the program files and demonstration files in the \AMS directory. Print the AMS USER'S MANUAL now as described in section 1.9 below. Advanced program setup may be completed as described in section 1.7 below. This completes program installation. 1.6 Program Startup Start AMS by entering "AMS" and pressing the enter key: C:\AMS <Enter> This will start the Action Management System Program. If the program has not been registered a shareware and registration screen will appear. Press any key other then <Y> to proceed. A title, copyright, and password screen will be displayed and a password will be requested if one has been entered. If no password has been entered just press <Enter>, and the Main Menu will be displayed. If a password is installed it will be necessary to enter the password before pressing <Enter>. The password must be entered exactly using capital letters and small letters. These letters will not be displayed as they are entered for security. 1.7 Setting Up Advanced Program Features This section provides a brief description of how to setup some of the more advanced features of the Action Management System. It is assumed that the program has been setup using the start up sequence so except for a couple of special items basic setup will not be reviewed. More detail on many of these items can be found in section 7.0 which deals with the Constants Revision Menus. The advanced system configuration is performed from the "Constants Revision Menu" which is activated by selecting Option "C" from the Main Menu. The following items are selected from the 6 pages of this menu. A page is selected by pressing the page number desired. To revise the constants displayed press <R> and then change the constants. Action Management System - User's Manual Page 1-6 *** Page 1 Constants Revision Menu: Print Action Item # on Traveler: This determines if action item numbers will be printed on blank traveler forms which are printed using Option <V> from the Main Menu. If action items are written in one place and the numbers on the forms can be coordinated with computer input this feature should be turned on. Since action item numbers are assigned by the computer upon data entry and can't be changed it may be difficult to use the proper forms to coordinate their use. Traveler Year Number: This is the last 2 digits of the current year which will make up part of the traveler action item number. It is automatically assigned by the system and will be updated each year by the computer. It should not be changed for now . Traveler Next Increment: This is the sequential number that is padded with zeros to make up the suffix for the action item number that will be printed on blank travelers if the Print Action Item # on Traveler is selected. This constant allows one to coordinate sequential traveler printing with the numbers being assigned by the computer. At start up this should be "1". *** Page 2 Constants Revision Menu: Due Banner: This option selects how the banners are set. If option <W> is selected the DUE THIS WEEK, and DUE AFTER THIS WEEK banner will be based on a table that depends on the day of the week on which the reports are printed. It assumes that reports printed on Friday will be used next week and as such will include the closest weekend, the following week, and the following week in the period "THIS WEEK". Similarly if printed on any on Saturday through Thursday they will consider the period through the following weekend to be part of "THIS WEEK". It works! But if all this is confusing set this item to <D> for days and the banners will be worded to state items due before a set date and items due after that date. That date is set with the item described below. Specified Days: When the Due banner described above is set to <D> this item determines how far in advance the date for the Due Before and Due After banner is set. This allows one to format the report to suit when it is issued and how frequently it is issued. Display Priority: This flag should be "Y" to display the priority field in all functions. This field will always exist in the database but can be removed from displays and printed reports if not used. It is suggested that it be left enabled for now. It may be disabled by entering "N". Action Management System - User's Manual Page 1-7 Display Supervisor: This flag should be "Y" to display the supervisor field in in all functions. This field will always exist in the database but can be removed from displays and printed reports if not used. It is suggested that it be left enabled for now. It may be disabled by entering "N". Lines for Action: This defines the lines that are provided to describe the action required. It may be set between 1 and 6, but is initially installed with a default value of 4. This may be changed if desired at this time. It will change the database to increase or decrease the number of lines in the database. If it is changed after data has been entered in lines that are deleted the data will be permanently lost. Lines for Status: This defines the lines that are provided to describe the activity status. It may be set between 1 and 4, but is initially installed with a default value of 2. This may be changed if desired at this time. It will change the database to increase or decrease the number of lines in the database. If it is changed after data has been entered in lines that are deleted the data will be permanently lost. *** Page 4 Constants Revision Menu: Lines per page for Reports: This designates the lines per page to be used in printing reports. The normal value is 66, but may be changed to accommodate different paper size or fonts. Normal Report Printing Code: This is the printer control code used to setup the printer designated for printing reports. Although covered in initial setup it may not have been possible to implement at that time and so is covered in more detail here. Usually this will just be used to clear any other control codes that may have been sent to the printer previously. The codes should be consistent with the "Lines per page for Reports" constant. Enter printer control codes using the following formats: Place letters or symbols in parenthesis: "A", and enter ASCII character numbers using the format: chr(27). Separate each item with a + sign. For example the control code for an Epson printer to reset the default setup would be: chr(27)+"@" Similarly for an HP Laser jet Printer it would be: chr(27)+"E" Enter the appropriate code or leave blank. Report Complete / Restoration Code: This code is similar to the one but is used to return the printer to it's normal condition in case the Normal Report Printing Code above was used to set the printer to a special setup. Enter the appropriate code or leave blank. Action Management System - User's Manual Page 1-8 *** Page 5 Constants Revision Menu: This page displays two groups of reports that one can select to print. Each group can contain up to 5 reports selected from either the Active or Historical Report Menu. The reports use a two part code that represents the report menu for the first place and the specific report menu selection for the second place. The following report codes are used: 1st Place: 1 = ACTIVE 2nd Place: Report Letter Code 2 = HISTORICAL from the appropriate Report Menu As an example one might enter the following codes: Group 1: 1A Group 2: 2A 1C 2C 1E This would provide two groups, the first which might be used weekly on Fridays to print weekly action item reports, and the second which might be used periodically to print historical reports for reference. Enter the desired reports or at least the ones listed above. Once the report numbers have been entered select Option <S> to show the report names of the reports that have been selected. *** Page 6 Constants Revision Menu: Page 6 lists the names of people who might be assigned action items on action item travelers. Up to 12 people may be entered. If not all spaces are filled the remaining spaces will show up as blanks that can be filled in later on the blank traveler form. Typically one should enter the names of the key people in the work group. These should be entered with the last name first and one initial as shown in the following example: Smith, J. Once the names have been entered they may be grouped in alphabetical order by selecting Option <S> from the menu. This completes data entry on page 6. Now return to the Main Menu by selecting Option <0>. If the number of lines for the Action or Status was changed a confirmation will be requested. To save the changes that have been enter a capital "Y", any other key will abort the changes and return them to the values before the changes were made in the menu on page "2". This completes the advanced program setup. Action Management System - User's Manual Page 1-9 1.8 Using the On Line Help The on line help facility contains specific information that is intended to be of help when using the Action Management System. The help facility is available from the Main Menu, Secondary Menu, both Report Menus and the Search Menu by pressing the "H" key. This will display the Help Menu. Select the topic that best suits the information you are seeking, and the first page of the selected help module will be displayed. The help information associated with each subject is displayed by pages. To skip to the next page just press the enter key or any other key except a number key. When the last page has been displayed the program will return to the Help Menu. To skip forward or back to another page enter the desired page number and the program will display that page. Entering a "0" or skipping past the last page will also cause the program to return to the Help Menu. Return to the previous menu from which the Help Menu was called by selecting "0" from the Help Menu. The options listed to the right of the Help Menu subjects refer to the respective menu options. This should help to identify the appropriate help module quickly. 1.9 Printing this Manual The User's Manual is included in a file called AMS.DOC. It can be printed using the batch file AMSPRINT.BAT. This batch file uses the DOS PRINT command. Set the directory to the directory in which AMS.DOC resides. Then enter the command to print the manual as follows: C:\AMSPRINT For more information on the print command refer to your DOS User's Guide and Reference Manual. Action Management System - User's Manual Page 2-1 2.0 Managing Action Items with the Action Management System (An overview of how to make this program work for you!) The Action Management System is intended to provide an integrated management system to easily keep track of action items assigned to various people. Each action item typically includes a tracking number, the name of the person responsible for completing the action, a title, a description of the required action, the status of the action, and a date the action is due to be completed. The system will print a number of reports that allow both the assigned individual and supervision to quickly assess the status of all items. The key working reports are printed so that items are in the sequence in which the are due to be completed. Banners on these reports alert one to which items are late, which are due this week, and which are due after next week. The system is intended to be used as follows: 1. ACTION ITEM ASSIGNMENT: Action items are assigned using assignment sheets that are either hand written or composed on the computer and printed. Assignment sheets can be printed with Option <V> from the Main Menu. These assignment sheets would include as a minimum the name of the person to whom action is assigned, the action item number, a short title, description of the action, and the date it is due to be completed. A copy of the assignment sheet is routed to the responsible individual and another is kept for data entry and filed for future reference. The sheets are normal paper size to facilitate copying along with attached material for routing and copy distribution. 2. ENTER ACTION ITEMS IN THE COMPUTER: The action item is entered in the computer using option "A" (for Add) from the Main Menu. This may be done as part of step 1 above at which time a traveler may be printed by the computer with the pertinent information saving a step. Typically items will be collected and data entered Friday afternoon. 3. PRINTING PERSONAL AND SUPERVISOR REPORTS: After items have been entered two key reports are printed. To display the Active Items Report Menu select option "1" from the Main Menu. From this Menu two key reports should be printed using options "C" and "E". The first report provides a list of all action items listed by due date to be used by the group supervisor. The second report prints a list of action items for each person assigned items in the work group. These personal lists start on a new page for each person and are listed by due date also. These personal lists can then be split up and distributed to the responsible persons to be used as a planning tool. Changes and new items should be received by noon on Friday so they can be entered during the afternoon and reports distributed so they are available early Monday morning. Action Management System - User's Manual Page 2-2 4. USING THE PERSONAL ACTION ITEM LISTS: Each person with action items assigned should have a list of his actions available at the start of the week on Monday morning. This list will include all items assigned listed in the order that they will be due. Special banners are placed in the listing ahead of the items that are Overdue, Due This Week, and Due After This Week to assist in planning. No Overdue banners should show up and if one works off the items under the Due This Week flag by the date they are due and this should keep the boss happy. As items are completed the responsible person should mark the date completed and fill in any appropriate notes on the status of the various items. This can be done on either the weekly listing or on the travelers used to distribute the action items. In addition one can mark up the report to show status of items not completed so it will be recorded on the next item listing. Then by noon Friday the list and travelers with status and completed information should be turned in for computer data entry using Options "R" and "I" from the Main Menu as briefly described above in step 1. 5. SUPERVISOR USE OF THE FULL ACTION ITEM LIST: The full action item list obtained with Option "C" as described in step 3 above is intended to be used by the group supervisor to provide a composite list of all action items due for the entire group. This listing is printed in the order the items are coming due and also printed with the Overdue, Due This Week, and Due After This Week banners. The supervisor can use this list in staff meetings to highlight items due, to monitor and expedite completion of expected items, and to review status provided on weekly status reports. Also at the end of this report a summary report is provided that lists each responsible individual and the number of action items that are overdue, due this week, and due this next week. This can show who is overdue on assigned items and also help assess individual work loads. Each action item can be assigned a type code to assist in managing the action items. The type can be a 5 letter code indicating the source of the action item. The codes may be a person's initials, an organizations's initials, or a special code developed by the group. The summary also provides a listing of the number of active action items by type code to help the supervisor assess sources of the group's work load. 6. COMPLETED ACTION ITEMS: As items are completed they are assigned a completed date. When the completed date is assigned to an item and entered into the computer the completed item will be transferred from the active file to the historical file. They will not appear on the active item reports discussed above but can be retrieved from the Historical file using the reports available from the Historical Report Menu that is accessed using Option "2" from the Main Menu. The completed action items can be listed in various reports for later reference. Reports allow completed items to be reviewed to assist in writing personnel evaluations, to retrieve items by type and reference, or to retrieve items by action item number. Action Management System - User's Manual Page 2-3 The Action Management System is menu driven and very easy to use with extensive notes to assist new users. There are several menus that are mapped out below: MAIN MENU | ---------------------------------------------------- | | | | | | Secondary Search Help Constants Active Item Historical Item Menu Menu Menu Revision Report Menu Report Menu Menu In addition basic data entry and revision is performed from the Main Menu. The demonstration files can be placed in service from the Main Menu. The Help Menu is available from the Secondary Menu, Search Menu, and both Report Menus. The use and structure of the help information is covered in more detail in Help Menu Option "A". A word of CAUTION, be sure to return to DOS from the Action Management System before shutting the computer power off. This is accomplished from the Main Menu by using Option <0>. IF THIS IS NOT DONE DATA MAY BE LOST!!!! A few program options can make significant data changes or overwrite entire files. In these situations extensive caution notes are provided. Also most must be confirmed by entering a response such as <Y> in reply to a question. Although in most situations the program will respond to either upper or lower case input in these cases only upper case will be accepted. SUMMARY: This system is structured around due dates assigned to action items. If a project stretches out change the due date. If the action changes change the description to clearly describe the task. Be sure that no Overdue items show up on the report, items should be completed or new due dates assigned. The system is quite flexible and can be configured and used in many ways. Program options are menu driven and easy to use so a lot of help should not be necessary. Good Luck! Action Management System - User's Manual Page 3-1 3.0 Tutorial and Demonstration Files This tutorial is intended to provide a brief overview of AMS and familiarize you with many of the features. The tutorial is listed in steps. Check off the steps to help keep your place. 1. Start AMS as described in section 1.6 so the Main Menu is displayed. Review the Main Menu Options displayed. 2. Place the demonstration files in service by selecting Option <D>. (The Option should say "Swop to Demo Files", if the option reads "Swop to Normal Files" the Demo Files are already in service and this step may be skipped.) When the explanation appears respond with a capitol <Y> to make the demonstration files active. 3. Now let's tour the report writing menus. Select Main Menu Option <1> to display the Active Items Report Menu or page 1 of the Report Menus. Print copies of the following reports by selecting the appropriate Options: Option <A> This is a list of all action items by action item number. This is a good report for reference. Option <E> This is the key to AMS! After selecting the option you will be asked to enter a name of the responsible person to search for which will allow you to print a report for a specific person, but just press <Enter> and a report for everyone with active action items will be printed. These reports can be split up and given to the the responsible people. For the demonstration files there are 3 people and each has a custom report showing his action items in the order they are due. Note the banners flagging items that are late, due this week and due next week. This report can easily be split up and distributed to the various responsible people. Option <C> This is similar to report E except is lists all action items in the order they are due for the boss so he can monitor all the activities for the group. The last page is a summary and can be printed individually with Option from this report menu. The summary show total number of items that are overdue, due this week and due after this week. It also lists the type code for each item and how many items are in each category. The type code is a powerful tool that can help assess where the workload is coming form. It can include project types, initials of the originator, work group initials, or codes you make up, or a combination. Action Management System - User's Manual Page 3-2 4. Select Option <2> which will display the Historical Reports Menu. This will provide lists of completed action items. Print the following reports: Option This option will print a report listing action items by type and reference. After selecting the option you will be asked to enter a type to search for which will allow you to print a report for a specific type, but just press <Enter> and a report for all type codes will be printed. This report can be a good reference for disposition of completed action items that addressed actions requested by and individual, group or directed at an activity. Option <K> This option will print a report that provides a summary of completed actions. Specifically it will tell what percentage of action items are completed on time and how many are completed late. Neat stuff at evaluation time. Select Option <0> to return to the Main Menu. 5. Select Option <H> to display the Help Menu. This menu is available from the menus even if not specifically displayed. The on line help system is quite extensive and each module displayed on the menu has a descriptive title and beside it is listed the key menu and options it describes. Select Option <1> to read about the on line help system. Read through this help module. Use the <Enter> key to change pages. Back at the Help Menu select Option <0> to return to the Main Menu. 6. Select Option <C> from the Main Menu to display the Constants Revision Menu. This menu consists of 6 pages. Skip through the pages one at a time to become familiar with the contents of each. On page 6 press <R> and enter a couple of name in the following format: Tucker, W. Then select Option <S> to sort them and place them in order. These names will be displayed on the traveler that will be printed in the next step. Now select Option <0> to return to the Main Menu. Select Option <V> to print a traveler. When asked how many to print enter a "1" and press <Enter>. This will print a blank traveler that can be used to document an action item. These forms should be made available to those who will be assigning action items. 7. Options <R> and select action items by responsible person and action item number respectively. Select Option . When asked to enter an action item number just press <Enter> and the program will go to the first active action item in the file. This option displays an action item, and the menu gives several options. - Use options <N>, , <T>, and to move around the file. Action Management System - User's Manual Page 3-3 - Select Option <X> and todays date will be inserted to show the item complete. When you return to the Main Menu this item will be transferred to the historical file and will not show up in the active file again. Option <Z> will erase the completion date. - Select Option <C> and then Option <V>. These will print the single action item in two different forms: the first will print the simple action item, and the second will print it in the format of a traveler. - Select Option <R> and the item can be revised. When complete with any revisions press the <PgDn> key as a quick way to go to the menu at the bottom. - Now select Option <1> which will allow you to search by responsible person. When requested to enter a name enter just "Ch" and press <Enter>. This will display the first responsible person with these two letters in their name. If you know who has action items you can save time by entering just enough of the name to get a unique match. Now the index by responsible person is in service so as you skip through the file the action items will be in sequence by responsible person name rather then action item number. The options <1> and <2> allow you to shift between these indexes. - Select Option <0> to return to the Main Menu. 8. Select Option <A> to enter a new action item. Fill in the data and use the <PgDn> key to skip to the bottom. To add more action items two options are available. Option <A> will save the item just entered and provide another blank action item to be filled in. Option <S> will copy the item just entered to the next item except for the responsible person which will be left blank. This option allows you to enter several similar action items with little effort. Return to the Main Menu by selecting Option <0>. You will now be asked if you want travelers for the items just entered. Enter <Y> to print travelers, or any other key to skip printing travelers. 9. Now select Option <S> from the Main Menu to display the Secondary Menu. For functions 1 through 5 you may select each function in turn to display a screen that displays what the function dose. Each offers on option to return to the Secondary Menu without taking any action. At the end of the review select Option <0> to return to the Main Menu. Select option <D> to restore the normal files when you have completed experimenting with the demonstration files. This concludes the tutorial. Not all the features of AMS have been discussed, but enough to get started have been demonstrated. You can read this User's Manual and experiment with the demonstration files to learn about the other AMS features. Action Management System - User's Manual Page 4-1 4.0 Database Field Descriptions This section provides a brief description of each field used in an action item along with some guidelines on format and content. The items are listed in the order that they are encountered in the normal entry display. They are listed by their abbreviation or name used on the computer screen followed by the full name in parenthesis. Resp: (Responsible Person) This is the person who is responsible for completing the action item. The field is 15 spaces long. The normal format is last name followed by a comma, and one initial. Names should be consistent as they are used as the key field for several reports. example: Tucker, B. Type: This is a code that can be used for sorting. It can indicate the source of the action items. This field is 5 spaces long and all letters entered in this field will be capitalized. A series of codes should be developed and used consistently. They may represent a combination of things such as persons initials, department abbreviations, or special codes. The type may be used together with the reference field. For example type could identify the originating department of a memo and the reference show the memo serial number. example: BT initials QA department abbreviation (Quality Assurance) PM a document abbreviation (Plant Modification) Ref: (Reference) This provides a place to list a reference such as a letter serial number, document number, or similar item. It is used together with the type as described above under Type. This field is 15 spaces long. Although it is intended to be used with the Type field it may also be used alone so the type and reference are not necessarily related. example: QA 90-0001 serial number of a memo from Quality Assurance UAB 90-003 a User Application Bulletin Pri: (Priority) The priority is intended to indicate the importance of the project. Use a single number from 1 to 9 or a single letter from A to Z to indicate the relative project priority. Items with the lowest letter or number or lowest number are the most important. Thus priority 1 is more important then priority 5. One may select a lower range of numbers or letters for priority classification such as 1 to 5 or A to F. A Report may be printed by action item priority. This field is optional and may be used or not as selected using the Main Menu Option "C" which selects the Constants Revision Menu. Page 2 of The Constants Revision Menu has a flag, Display Priority, that may be turned on or off to display or suppress the Priority. If turned off the priority will not show up on the computer screens or reports, but turning it off will not destroy data previously placed in this field. Action Management System - User's Manual Page 4-2 AI#: (Action Item Number) This is the unique number that identifies each action item. Action item numbers are assigned by the computer in a sequential manner using a prefix, the year and a sequential number such as: XXX.YY.NNNN where XXX - is a 3 letter prefix that indicates the work group YY - is the last 2 digits of the year such as 91 NNNN - is a sequential number assigned by the computer to each successive action item for a particular year example: PPD.91.0021 might be a Plant Production Department action item assigned in 1991 as the 21st item When the program is started for the first time each year the year number YY will be sit to the proper year and the sequential number NNNN will be reset to 0001. The prefix is set using the Secondary Menu Option "C" which selects the Constants Revision Menu. Page 1 of The Constants Revision Menu has an item Responsible Plant Group that may be entered to replace the XXX with an abbreviation for the work group involved. Any time a prefix is entered it will automatically be capitalized. Sup: (Supervisor) This is the supervisor of the person who is responsible for completing the action item. The field is 15 spaces long. The normal format is last name followed by a comma, followed by one initial. Names should be consistent as they are used as the key field for several reports. This field is optional and may be used or not as selected using the Main Menu Option "C" which selects the "Constants Revision Menu". Page 2 of The Constants Revision Menu has a flag, Display Supervisor, that may be turned on or off to display or suppress the Supervisor. If turned off the priority will not show up on the computer screens or reports, but turning the option on or off will not destroy data previously placed in this field. example: Smith, J. Asd: (Assigned Date) This is the date the action item was originally assigned. It is set by the computer when the item is entered in the computer and can not be changed. Rev: (Revision number and date) This is the number of the last revision of the action item and the date it was last revised. The initial revision number assigned is 0. This number will be increased by one each time the action item is revised and a new date inserted. example: 3 11/22/91 - This item has been revised 3 times and was last revised on November 22, 1991 Action Management System - User's Manual Page 4-3 Due: (Due Date) This is the date that the item is scheduled to be completed. This is the date that is used to sequence many of the reports to show when items are due to be completed. Comp: (Completion Date) This is the date that the item is completed. When this date is filled in the action item will be automatically moved from the active file to the historical file. It will not show up on active item reports but can be retrieved using the historical reports. If an item is accidentally given a completion date it can be retrieved from the historical file by using Option <4> on th Secondary Menu titled "SINGLE Item Restoration from Historical File to Active File". Description: This field provides a one line description of the action item. Action: This field provides 1 to 6 lines to describe the required action to be completed. This field is initially set for 4 lines but can be set to include 1 to 6 lines. To set the number of lines select Option "C" titled "Constants Revision Menu" from the Main Menu. Then select page 2 of the Constants Revision Menu and set the number of lines desired using the item "Lines for Action". CAUTION: if the number of lines is reduced and data has been entered on the lines removed the data will be destroyed. Status: This field provides 1 to 4 lines to describe the status of the action to be completed. This information is entered by the responsible individual on a status report and then entered into the computer. This field is initially set for 4 lines but can be set to include 1 to 4 lines. To set the number of lines select Option "C" titled "Constants Revision Menu" from the Main Menu. Then select page 2 of the Constants Revision Menu and set the number of lines desired using the item "Lines for Status". CAUTION: if the number of lines is reduced and data has been entered on the lines removed the data will be destroyed. Action Management System - User's Manual Page 5-1 5.0 Detailed Program Operation 5.1 Printing Travelers Blank Travelers can be printed using the Main Menu: Option V > Print Blank Travelers: This Option allows one to print up to 99 copies of blank traveler forms. When the option is selected one will be asked how many travelers to print. Enter the number and the program will display a count of travelers printed. Optionally an action item number may be printed as selected on Page 1 of the Revise Constants Menu. Also the starting serial number can be selected from the this menu to allow synchronization with the assignment of action item numbers. Travelers may also be printed using Option <V> when adding and revising action items as described in sections 5.2 and 5.3 respectively. In this case the action item will be printed on the traveler. 5.2 Adding New Action Items This section describes how to add action items to the system. From the Main Menu select Option "A". This will display the database fields for a new action item. Fill in the requested data. As a minimum one should enter Responsible Person, Due Date, Description, and the Action required. The fields are described in detail in section 4.0 and the Key Board functions are described in Appendix C. Once the data has been entered the following Options are available as displayed at the bottom of the screen: Option <0> Save & Return to Menu: This option will save the action item just entered in the active item file and return the system to the Main Menu. Option <A> Save & Add Another: This option will save the action item just entered in the active item file and display the same screen with blanks so that another action item can be entered. Option <S> Save & Copy: This option is the same as <A> above except that it will copy all fields except the Responsible person to the next action item. The responsible person can then be assigned and other information revised as appropriate. This is used to expedite entry if several similar action items are being assigned. Option <R> Revise Item: This option will allow the item just entered to be revised before it is stored. It will return the cursor to the first database item and allow each to be changed in sequence. Action Management System - User's Manual Page 5-2 Option <D> Delete & Return to Menu: This option will delete the item that has just been entered and return to the Main Menu. If this option is used the item will be completely erased and the action item number will not be used. The same action item number will be used on the next action item entered. Option <C> Copy to Print: This option will print a copy of the action item just entered on a single sheet of paper. Option <V> Traveler to Print: This option will print a copy of the action item just entered being displayed on a traveler. The copy can be used to distribute a new action item to the responsible person if desired. Names of other possible addresses for routing as shown on the Revise Constants Page 6 listing will also be displayed. Lines are provided at the bottom of the form for whatever use desired. In lieu of using this option to print action items one at a time they can be printed for all action items entered at the end of the entry session as described below. Option <+> Eject Printer Page: This option will eject a single page from the printer. When one returns to the Main Menu using Options <0> or <D> one will be asked if action item travelers are desired. Reply with a capitol "Y" if they are or any other key if they aren't. If travelers are requested they will be printed for each item that has just be entered, on separate sheets of paper. It should be noted that if a completion date is entered the action item will be transferred to the historical file as one returns to the Main Menu. 5.3 Revising Action Items This section describes how to view and revise action items that have already been entered. From the Main Menu select Option "R" to search by Responsible Person, or Option "I" to search by Action Item Number. After either of these options has been entered one will be requested to enter either the name of the Responsible Person or the Action Item Number. Enter the requested information. In the case of the Action Item Number the first three letters will automatically be capitalized and the unique action item will be displayed. In the case of the Responsible Person the first action item assigned to that person as listed by action item number will be displayed. It may not be necessary to enter the full name. The program will find the first person whose name matches the letters entered. For example if Tuc is Action Management System - User's Manual Page 5-3 entered for responsible person the program will display action items for the first person whose name matches these three letters and depending on who has action items it will display the first of the following names encountered: Tuck, M. Tucker, P. Tucker, W. In other words a match will be made with as many letters as are entered. If looking for "Tucker, P." then one should enter "Tucker" and similarly if looking for "Tucker, W." then the full name must be entered. If "Tucker, W. is the only name starting with "T" then all one need enter is "T". If one is familiar with the data in the file this allows one to use the shortcut of entering just part of a name provides there are no other matches in the listing. If one merely wants to go to the top of the the action item listing press only the "Enter" key and the first item will be displayed. It should be noted that if the "R" option is used the action items will be indexed by Responsible Person first priority and Action Item Number as second priority. If the "I" option is used the action items will be indexed by Action Item Number. The Index in use will be displayed in purple to the right and just above the menu at the bottom of the screen. The requested Action Item will now be displayed with a menu at the bottom. The following describes each of the functions that may be selected from the menu. Option <0> Ret to Menu: This option will cause the system to return to the Main Menu. Option <N> Next: This option will skip to the next Action Item in the active item listing. This will be determined by which index is in use. If the last item is already displayed the "End of File" flag will be displayed in purple to the left above the menu. Option Previous: This option will skip to the previous Action Item in the active item listing. This will be determined by which index is in use. If the first item is already displayed the "End of File" flag will be displayed in purple to the left above the menu. Option <T> Top: This option will skip to the top of the active item listing. The "Beginning of File" flag will be displayed in purple to the left above the menu. Option Bottom: This option will skip to the bottom of the active item listing. The "End of File" flag will be displayed in purple to the left above the menu. Action Management System - User's Manual Page 5-4 Option <R> Revise: This option will allow the items in the displayed action item to be revised. This option will place the cursor at the first item in the display. The following items may not be revised: Assigned Date, Revision Number and Date, and Action Item Number. If a Completed Date is entered the item will be transferred from the active file to the historical file upon returning to the Main Menu. Option <D> Delete Item: This will set the flag to delete the item upon leaving this routine. A deleted item may also be restored with the same key before returning to the Main Menu. The item is removed from the file upon return to the Main Menu. It is suggested that this option be avoided and rather the item be closed with a completion date and a note to indicate why it was not completed. This will ensure that there is an explanation later on in the historical file. Option <C> Copy to Print: This option will print a copy of the action item just entered on a single sheet of paper. Option <V> Traveler to Print: This option will print a copy of the action item just entered being displayed on a traveler. The copy can be used to distribute a new action item to the responsible person if desired. Names of other possible addresses for routing as shown on the Revise Constants Page 6 listing will also be displayed. Lines are provided at the bottom of the form for whatever use desired. In lieu of using this option to print action items one at a time they can be printed for all action items entered at the end of the entry session as described below. Option <1> Hunt by Responsibility: This will display a request for one to enter the name of the responsible person to hunt for just as was done upon initially entering this routine. Enter the name of the Responsible Person and the first action item by number will be displayed. It no name is entered and the "Enter" is pressed the first item in the listing will be displayed and the Responsibility Index will be placed in use. If a name is entered and no match can be found one will be allowed to try again or return to the Main Menu. Option <2> Hunt by Item #: This will display a request for one to enter the Action Item Number to hunt for just as was done upon initially entering this routine. Enter the Action Item Number and the unique Action Item will be displayed. It no Action Item Number entered and the "Enter" is pressed the first item in the listing will be Action Management System - User's Manual Page 5-5 displayed and the Item Number Index will be placed in use. If a name is entered and no match can be found one will be allowed to try again or return to the Main Menu. Option <X> Completed Todays Date: This option will insert todays date in the Completed Date field. The item will be transferred from the active file to the historical file upon returning to the Main Menu. Option <Z> Blank out Completed Date: This option will blank out the Completed Date field. Several flags may appear just above the Menu at the bottom of the screen as described below: Beginning of File: This flag indicates the the top of the file has been reached with the action item being displayed. End of File: This flag indicates that the bottom of the file has been reached with the action item being displayed. ITEM DELETED: This flag indicates that the displayed action item has been deleted. It flashes in red as a warning as record deletion is not recommended as described above. Responsibility Index in Use: This flag indicates that the action items are indexed and will be displayed in the order of responsible person and then action item number. This index will be in effect if this routine is entered with Option "R" from the Main Menu or Option "1" from the Revision Menu. Item Number Index in Use: This flag indicates that the action items are indexed and will be displayed in the order of Action Item Number. This index will be in effect if this routine is entered with Option "I" from the Main Menu or Option "2" from the Revision Menu. 5.4 Searching for Action Items This section describes how to use the Search Menu. This menu allows for retrieval of various action items that contain a key word. This menu is initiated by selecting Option "T" from the Main Menu. On the Search Menu just below the "0" option is a flag in purple that indicates which file will be searched. This flag may be set to search either the Active or Historical files. From this menu the following Options are available: Action Management System - User's Manual Page 5-6 Option 1 > Search by Word (Display Record): This Option will request a key word to search for and then search for the word in each action item in the file in use. Letter case is ignored. The first action item containing the word being searched for will be displayed and the following Options will be available: Option <0> Return to Menu: This Option will return the program to the the Search Menu. Option <C> Continue: This Option will continue the search until the next action item with the key word is found, which in turn will be displayed. Option <1> Specify Another Word: This will terminate the search in progress and allow another key word to be selected for a search. If the key word is not found a statement to that effect will be displayed. Press any key to return to the Search Menu. When no more instances of the key word are found a statement to that effect will be displayed. This Option will search the following database fields for the key word: Description, Action, Status, Type, and Reference. Letter case is ignored for purposes of the search. Option 2 > Print All Records Containing Key Word: This Option is the same as Option 1 except that all action items containing the key word will be printed in report form. Before printing this report it may be useful to preview the results using Option 1 as described above. Option 3 > Search by Record Number (Display Record): This Option will request an action item number and will display a single record only. If no record is found with the selected action item number one can return to the Search Menu by pressing <0> or any other key to search for another action item. When the record is displayed the following Options will be available: Option <0> Return to Menu: This Option will return the program to the the Search Menu. Option <1> Specify Another Item Number: This will allow a search for another item by action item number. It is not necessary to capitalize the action item number prefix. Action Management System - User's Manual Page 5-7 Option 4 > Change File in Use: This option will allow the file in use to be shifted between the Active and Historical files. The file in use will be displayed in magenta just below the top menu item. Using this Option both Active and Historical files can be searched. 5.5 Printing Reports There are two report menus. The first is designated as Page 1 and lists the reports that can be printed from the Active Item files. The second is designated as Page 2 and lists the reports that can be printed from the Historical Item files. These menus are accessed from the Main Menu by using Options <1> and <2> respectively. They can be accessed from each other by entering the page number. If no records are in the Active or Historical files respectively then a note to that effect will be displayed at the bottom of the page and the reports on that menu may not be printed. Reports that provide listings by type, responsible person, or supervisor will prompt for a type, responsible person, or supervisor name. If a report for just one type or person is desired enter the item for which the report is desired otherwise just press <Enter> and a full report will be printed. When entering names be sure to use the exact name used in entering the action item. Reports will be printed even if the entire name or type is not spelled out. For example if Tuc is entered for responsible person action items for the following people will be printed: Tuck, M. Tucker, P. Tucker, W. In other words a match will be made with as many letters as are entered. If one is familiar with the data in the file this allows one to use the shortcut of entering just part of a name provides there are no other matches in the listing. The following is a brief description of the reports that can be printed: REPORT MENU - ACTIVE ITEMS - Page 1 General Reports: A > All by Item #: This report will list all active items by action item number. This report is particularly useful to the person maintaining the system and doing the weekly update to accumulate comments and changes. B > All by Type & Reference: This report lists all items alphabetically by type and reference. If properly coded the type will allow this report to be used to review activities that are grouped by function, activity supported, etc. Action Management System - User's Manual Page 5-8 C > All by Due Date: This is a chronological report that lists all action items in the order that they are to be completed. This report is intended for the boss so he can keep track of what is due next. Items should be completed in the order that they appear on the report. Three flags or headings can show up on this report to highlight items that are late (text circled in $$$), items that are due in the current week (text circled in ***), and items that are due after the current week (text circled in +++). Thus late items show up first under one flag, followed by items that must be completed during the current week under the second flag. This is an excellent planning and tracking tool that allows the proper priority to be set on assigned items. In addition an active item summary report is printed out as described below in more detail. D > All by Priority & Due Date: This report lists all active action items by priority. Although this system is primarily driven by due dates this priority system allows one to assess projects priority relative to each other. If the Display Priority flag is not turned on on Page 2 of the Revise Constants Menu this report option will not be displayed. Weekly Reports by Due Date: E > for Responsible Person: This report provides a personal report for each person assigned an action item. Each person's action items start on a new page and are numbered separately so the report can be split up and distributed on a weekly basis to the individuals with action items. This report is similar to the report described for Option <C> above. Each persons report lists the actions he is responsible for in the order that they are due and each personal report has the Late, Due this Week, and Due after this Week flags described above. F > for Responsible Supervisor: This report provides each supervisor with a report of the actions assigned to his people. Each supervisor's action items start on a new page and are numbered separately so the report can be split up and distributed on a weekly basis. This report is similar to the report described for Option <C> above. Each supervisors report lists the actions his group is responsible for in the order that they are due and has the Late, Due this Week, and Due after this Week flags described above. If the Display Supervisor flag is not turned on on Page 2 of the Revise Constants Menu this report option will not be displayed. Action Management System - User's Manual Page 5-9 Special Reports: G > Daily Report - Due Today & Late: This report is similar to the report described under Option <C> above but only lists items that are late and due on the date printed. It provided a tool for short term monitoring. I > Statistical Summary: This report provides an overview of the active action items. The first part lists all persons assigned action items and how many items assigned to each person are late, due this week, and due after this week. This can help assess work load an who is getting behind. The second part of the report lists the number of active action items by type and shows what percent of the open action items have each type code. This can help assess what persons, projects, or activities are providing workload for the group. In addition the number of items in the historical file is listed. This report is intended to provide a management overview. It is also printed with the report of all action items described under Option <C> above. + > Printer Page Eject: This option will eject a single page from the printer. REPORT MENU - HISTORICAL ITEMS - Page 2 General Historical Reports: A > All by Item #: This report will list all historical items by action item number. This report provides a ready reference for to keep track of completed action items. B > All by Type & Reference: This report lists all historical items alphabetically by type and reference. This provides an excellent reference of activities completed in support of types of activity, or project, or individual depending on how the type code has been used. C > All by Priority & Item #: This report lists all historical items by priority and item number. It can be used to assess past proper prioritizing of projects. If the Display Priority flag is not turned on on Page 2 of the Revise Constants Menu this report option will not be displayed. Grouped Historical Reports: D > All by Resp. Person & Comp. Date: E > All by Resp. Person & Type: F > All by Resp. Person & Item #: These listings provide several reports by Responsible person and either completion date, type, or item number. These reports provide a historical record of Action Management System - User's Manual Page 5-10 action items completed by a person. These reports can be used to review a person's performance, and the projects worked on. G > All by Resp. Sup.& Comp. Date: I > All by Resp. Sup.& Type: J > All by Resp. Sup.& Item #: These listings provide several reports by Supervisor and either completion date, type, or item number. These reports provide a historical record of action items completed by those persons reporting to the supervisor. If the Display Supervisor flag is not turned on on Page 2 of the Revise Constants Menu this report option will not be displayed. Special Reports: K > Statistical Summary: This report provides an overview of the completed action items. The first part lists all persons who have been assigned action items and and have completed them on time by or before the due date or have completed them later. Neat stuff at evaluation time. The second part of the report lists the number of completed active action items by type and shows what percent of the completed action items have each type code. This can help assess what persons, projects, or activities have provided the workload for the group. This report is intended to provide a management overview. + > Printer Page Eject: This option will eject a single page from the printer. Other then the Report Menus described above printed copies of single items can be obtained from the Revision/Delete Options and <R> from the Main Menu. Also the Search Menu will all reports to be printed that include a specific word or phrase as described in Help Menu Option <H>. Several items on the Constants Revision Menu can effect report printing. These include the following items on the pages of the Constants Revision menu: Page 2 - DUE BANNER and Specified Days - Display Priority - Display supervisor - Group Title which will be printed on the first page of each report if one is provided Page 4: - Printer designation - Lines per page for reports - Printer control codes Page 5: - Report Groups that can be setup so that several reports can be printed using Options <3> and <4> from the Main Menu without waiting for each report to print out These features are described in more detail in section 6.0. Action Management System - User's Manual Page 5-11 5.6 Making and Restoring Backup Diskettes 5.6.1 Making a Backup The importance of making backup copies of your data can't be over emphasized. Backup diskettes of the data should be made on a regular basis; at least every week is recommended, after entering the last data for the week. If a the system is used frequently it may be advisable to backup the data more often. Using the backup routines is quite simple and is accomplished from the Secondary Menu using Options <1> to make backup diskettes, and Option <2> to restore the data from the backup diskettes. Each of these routines is quite simple and has been carefully setup to provide prompts and explain what is going on. In spite of this it is possible to loose data by retrieving data from an old backup copy and writing it over newer data so be careful and always think about what you are doing. For maximum security one should have two sets of backup diskettes that are used alternately to make backups. This way if one set gets damaged the other will still be available. The following describes how to make a backup copy and restore it. Before using Options <1> BACKUP Data to Disks, or Option <2> RESTORE Data from Disks be sure that the Constants Revision Menu has been setup correctly on the Revise Constants Menu, Page 3: - Backup Drive Designation: This is the diskette drive that will be used to make the backup copies. This will usually be either "A" or "B". - Backup Diskette Size: This is the size of the diskettes that will be used. MAKING A BACKUP COPY Make a backup as follows: 1. Be sure that you have enough empty formatted diskettes to completely copy the files. The number can be determined by selecting Secondary Menu Option <1>. This will display the designated drive, diskette size, number of diskettes required and the amount of space remaining on the last diskette used. If one does not want to make a backup just press <Enter> and return to the Secondary Menu. Diskettes used to make a backup should be blank except that previously used backup diskettes can be used as the program will erase the old backup files. Action Management System - User's Manual Page 5-12 2. At the first screen enter <Y> to continue with the backup. You will then be requested to insert a diskette and then press any key to continue. The program will check to ensure that there is enough room on the diskette and that it is the proper size, after which it will copy the files onto the diskette. When the files have been copied you will be requested to remove the diskette and insert another. Follow the instructions until informed that the backup is complete. Write both the diskette sequential number and date on each diskette so that they can be inserted in proper order upon restoration. 3. Store the diskettes in a safe place. A few comments: 1. The backup and restoration procedures are usually done as a precaution in case of damage to the disk storage system. If the system fails to work it is possible to erase system files and install the basic program again then use the restore procedure to load the backup data. 2. The backup and restoration procedures may also be used if several work groups are keeping action item lists and only one computer is available. This would involve restoring the backup copy each time the program is needed making changes, additions, and writing reports as necessary, then making a backup that would be kept until needed again. In this manner several groups could maintain their own data disks and use the system. 3. Usually one diskette will hold most of the data needed for a active action item tracking system. The following provides a summary of the approximate diskette space required per record for various setup formats: Action Lines Status Lines Kb per Action Item 1 1 0.4 Kb 4 2 0.7 Kb 6 4 1.0 Kb 5.6.2 Restoring Data from a Backup RESTORING A BACKUP COPY CAUTION this process will overwrite the data in both the historical and active item files! Restore data from a backup copy as follows: 1. Select Option <2> from the Secondary Menu. Action Management System - User's Manual Page 5-13 2. After reading the caution screen enter a <Y> to continue. 3. Insert the first diskette as instructed, and press any key to continue. The program will check to be sure that the diskettes are entered in the proper sequence. If they are not entered in the proper sequence the actual diskette number will be displayed and one will be prompted for the correct diskette number. Once each diskette has been copied one will be requested to insert each sequential diskette until the restoration is complete. The during the restoration process described above the date and time of the backup will be displayed. This together with the last action item number found on Page 1 of the Constants Revision Menu can help determine how much data must be reconstructed if restoration was being done after a loss of data. 5.7 Purging Records from the Historical File Secondary Menu Option 3: PURGE Records from the Historical File: This option will purge or erase completed action items in the Historical that are older then a certain date that one selects. Upon selecting this option one is asked to enter a date earlier then which items will be deleted. This function uses the completed date as the reference for determining which items to delete. Enter the desired date, or just press <Enter> to abort to the Secondary Menu. The system will then display a tabulation of the number of items to be deleted and the number of items that will remain after which one will be asked to <D> Delete the items, <R> Revise the deletion date, or <0> Abort and Return to the Secondary Menu. CAUTION, this option can delete a lot of data in a hurry. Before using this option it is a good idea to print out a copy to the appropriate Historical Reports and make a Backup diskette of the data. This option can help eliminate old records that aren't being use and thus save disk space and speed up program execution. 5.8 Single Item Restoration from Historical File to Active File Secondary Menu Option 4: SINGLE Item Restoration from Historical File to Active File: This option allows one to retrieve an action item from the Historical File, erase the completion date and place it back in the Active file. Upon selecting this option one will be asked to enter the action item number of the item to be retrieved. The item will be retrieved and restored to the Active File with appropriate on screen notification. If the item can't be found one will also be notified. This option is useful it is determined that an item has not been completed. Also there is no way to edit or selectively delete items in the Historical file except to retrieve them in this manner and then revise or delete them. If they are revised of course a completion date can again be assigned and they will be returned to the Historical File. Action Management System - User's Manual Page 5-14 5.9 Group Transfer of Individual Responsibilities Secondary Menu Option 5: GROUP Transfer of Individual Responsibilities: This feature allows one to easily change action item assignments to accommodate organizational changes that result in changes of responsibility. Specifically this feature allows one to change the supervisor or responsible person assigned to a group of action items. This will replace one person's name for another for both supervisor and responsible person. The initial screen will display an explanation along with an input screen. The following Options are available: Options <0> Ret. to Menu: This option will return the program to the Secondary Menu <C> Count Changes: This option will count the number of changes of each type to be made and display them on the screen. This function serves a a sanity check before actual implementation with Option . <R> Revise: This option will allow data entry to determine the names of the individuals involved in the change and the extent of the change. The name entered in the OLD Name blank will be replaced with the name in the New Name blank. The Change column has a line for Supervisor and another for Responsible Person and should be marked "Y" if the changes are to be made for Responsible Person and Supervisor respectively. The second Swap column will also allow the NEW Name to be replaced with the OLD Name, that is two people in an organization exchange responsibilities. Update Files: This option will implement the changes requested. Upon completion of the changes a tabulation of the number changes of each type will be displayed. A few words of caution are in order. Before using these functions think out what is to be done carefully. If one person is to take the majority of the assignments it may be easier to use this function followed by a few individual changes then to make them all one at a time. Also it there is a double change be careful to sequence the changes properly. That is if one person in the group is shifting responsibility to another and also picking up new responsibilities his responsibilities should be shifted first to the other person. In complex moves it may be necessary to make intermediate transfers to a fictitious person. It should be noted that if the Display Supervisor flag is turned off on Page 2 of the Constants Revision Menu the Supervisor options will not be available on this option. Action Management System - User's Manual Page 5-15 5.10 Indexing Files Secondary Menu Option 7: INDEX Files: This function is intended to reconstruct the index files. In general it will not be necessary to use this function except in case of a problem where the files are corrupted. See section 7.0 for more details. Action Management System - User's Manual Page 6-1 6.0 Program Control - Constants Revision Menu This section provides a description of the items on the 6 pages of the CONSTANTS REVISION MENU accessed as Option <C> from the Main Menu or Option <6> from the Secondary Menu. These pages are used to customize program configuration and features. Page 1 will be displayed initially. Other pages may be accessed from the menu by entering the page number. To revise the constants displayed press <R> and one can then change the constants. If unacceptable values are entered the cursor will not leave the entry block. Acceptable values may be shown beside many items. The items on each page are described below: *** CONSTANTS REVISION MENU Page 1: Responsible Work Group: This should be a three letter abbreviation for work group. It will be used as the prefix for the action item number. The "XXX" initially found in this space may be left. Also a one or two letter abbreviation may be used and the spaces left blank or padded with dashes. This makes up the "XXX" part of the action item number format: "XXX.YY.NNNN". For example "GRP.91.0001". (See section 4.0 for a detailed description of Action Item Number structure.) Action Item Year Number: This is the last 2 digits of the current year and will make up part of the action item number. It is automatically assigned by the system and will be updated each year by the computer. This makes up the "YY" part of the action item number format: "XXX.YY.NNNN". For example "GRP.91.0001". (See section 4.0 for a detailed description of Action Item Number structure.) Next Action Item Item Increment: This is a sequential number starting with "1". The number is automatically increased by 1 each time a new Action Item Number is assigned. When the computer is started for the first time in a new year and the Action Item Year Number is increased this number will be reset to "1". This number is padded with zeros to make up the suffix, "NNNN", part of the action item number format: "XXX.YY.NNNN". For example "GRP.91.0001". (See section 4.0 for a detailed description of Action Item Number structure.) for the action item number. Print Action Item # on Traveler: This determines if action item numbers will be printed on blank traveler forms which are printed using Option <V> from the Main Menu. If action items are written in one place and the numbers on the forms can be coordinated with computer input this feature should be turned on. Since action item numbers are assigned by the computer upon data entry and can't be changed it may be difficult to use the proper forms to coordinate their use. Traveler Year Number: This is the last 2 digits of the current year which will make up part of the traveler action item number. It is automatically assigned by the system and will be updated each year by the computer. Action Management System - User's Manual Page 6-2 Traveler Next Increment: This is the sequential number that is padded with zeros to make up the suffix for the action item number that will be printed on blank travelers if the Print Action Item # on Traveler is selected. This constant allows one to coordinate sequential traveler printing with the numbers being assigned by the computer. At start up this should be "1". *** CONSTANTS REVISION MENU Page 2: Due Banner: This option selects how the banners are set. If option <W> is selected the DUE THIS WEEK, and DUE AFTER THIS WEEK Banner will be based on a table that depends on the day of the week on which the reports are printed. It assumes that reports printed on Friday will be used next week and as such will include the closest weekend, the following week, and the following week in the period "THIS WEEK". Similarly if printed on any on Saturday through Thursday they will consider the period through the following weekend to be part of "THIS WEEK". It works! But if all this is confusing set this item to <D> for days and the banners will be worded to state items due before a set date and items due after that date. That date is set with the item described below. Specified Days: When the Due banner described above is set to <D> this item determines how far in advance the date for the Due Before and Due After banner is set. This allows one to format the report to suit when it is issued and how frequently it is issued. Display Priority: This flag is set to "Y" to display the priority field in all on the screen an provide it in reports. If set to "N" the field will not be displayed and the related reports will not be displayed in the menus. This field will always exist in the database but can be removed from displays and printed reports if not used. Display Supervisor: This flag is set to "Y" to display the supervisor field in all on the screen an provide it in reports. If set to "N" the field will not be displayed and the related reports will not be displayed in the menus. This field will always exist in the database but can be removed from displays and printed reports if not used. Lines for Action: This defines the lines that are provided to describe the action required. It may be set between 1 and 6, but is initially installed with a default value of 4. If changed it will change the database to increase or decrease the number of lines in the database. If it is changed after data has been entered in lines that are deleted the data will be permanently lost. If the number is changed from a previous setting a screen will show the changes and request confirmation upon leaving the Constants Revision Menu. To confirm that the changes are to be made enter a capital "Y", any other key will abort the changes and return them to the values before the changes were made. Action Management System - User's Manual Page 6-3 Lines for Status: This defines the lines that are provided to describe the activity status. It may be set between 1 and 4, but is initially installed with a default value of 2. If changed it will change the database to increase or decrease the number of lines in the database. If it is changed after data has been entered in lines that are deleted the data will be permanently lost. If the number is changed from a previous setting a screen will show the changes and request confirmation upon leaving the Constants Revision Menu. To confirm that the changes are to be made enter a capital "Y", any other key will abort the changes and return them to the values before the changes were made. Group Title: This title if entered will be placed at the top of the reports that are printed, and will customize the reports to an organizational group if desired. This field may be left blank. Password: A password may be entered to prevent others from accessing the action item data. WRITE DOWN THE PASSWORD YOU ENTER AND KEEP IT IN A SAFE PLACE. It is suggested that no password be used. If one forgets or looses the password it is possible to recover. See section 7.0 for more details. *** CONSTANTS REVISION MENU Page 3: Backup Drive Designation: This is the floppy drive on which the Backup copies are to be made and restored from . Usually this is drive "A" or "B", but drives A to Z are allowed. Backup Diskette Size: This is the size of the floppy diskettes that will be used for backup copies. If the diskette is 5.25 inch it will be 360 Kb or 1200 Kb. If the diskette is 3.5 inch it will be 720 Kb or 1440 Kb. Color Monitor: This configures the system for color or black and white. *** CONSTANTS REVISION MENU Page 4: Printer Designation: This is the address of the printer that will be used to print Action Item Tracking System Reports. This will usually be "PRN" or "LPT1" but LPT1, LPT2, LPT3, COM1,COM2, COM3, AND PRN are acceptable. Lines per page for Reports: This designates the lines per page to be used in printing reports. The normal value is 66, but may be changed to accommodate different paper size of fonts. Normal Report Printing Code: This is the printer control code used to setup the printer designated above before printing a report. Usually this will just be used to clear any other control codes that may have been sent to the printer previously. Enter printer control codes using the following formats: Place letters or symbols in parenthesis: "A", and enter ASCII character numbers using the format: chr(27). Action Management System - User's Manual Page 6-4 Separate each item with a "+" sign. For example the control code for an Epson printer to reset the default setup would be: chr(27)+"@". Similarly for an HP Laserjet Printer it would be: chr(27)+"E" Report Complete / Restoration Code: This code is similar to the one but is used to return the printer to it's normal condition in case the Normal Report Printing Code above was used to set the printer to a special setup. *** CONSTANTS REVISION MENU Page 5: Page 5 lists for two groups of reports that one can select to print. Each group can contain up to 5 reports selected from either the Active or Historical Report Menu. The reports use a two part code that represents the report menu for the first place and the specific report menu selection for the second place. The following report codes are used: 1st Place: 1 = ACTIVE 2nd Place: Report Letter Code from 2 = HISTORICAL appropriate Report Menu For example: Group 1: 1A Group 2: 2A 1C 2C 1E This would provide two groups, the first which might be used weekly on Fridays to print weekly action item reports, and the second which might be used periodically to print historical reports for reference. Once the report numbers have been entered select Option <S> to show the report names of the reports that have been selected. *** CONSTANTS REVISION MENU Page 5: Page 4 lists the names of people who might be assigned action items on action item travelers. Up to 12 people may be entered. If not all spaces are filled the remaining spaces will show up as blanks that can be filled in later on the blank traveler form. Typically one should enter the names of the key people in the work group. These should be entered with the last name first and one initial as shown in the following example: Smith, J. Once the desired names have been entered they can be sorted alphabetically by selecting Option <S> on the menu. Action Management System - User's Manual Page 7-1 7.0 Problem Prevention & Solutions As anyone who has used a computer knows a great many things can go wrong! This section provides a few solutions to problems that might be encountered. The problems are listed so as to describe the problem followed by the solution. Even though a problem you is not mentioned specifically one of the problems may be close and the solution may work or at least provide an idea that will allow solution. FIRST...A few preventative measures: 1. Always make a backup of your data using the procedures described in section 5.6.1. This should be done at least once a week, after weekly data entry is a good time. Have two backup disks and alternate them every other week. Also keep all raw input data for at least two weeks. It can be kept together in a file and discarded when new data is added. 2. A word of CAUTION, be sure to leave the Action Item Tracking System completely before shutting off power to the computer. This is accomplished from the Main Menu by using Option <0>. IF THIS IS NOT DONE DATA MAY BE LOST!!!! 3. Periodically run copies of the complete Active and Historical Files using Option <A> form both Report Menus. This will ensure that you have copies of all the old data even if a problem occurs. Now for some problems and solutions: Individual action items can't be accessed even though they have been entered. This may be caused by a power failure, or failing to properly quit the system before turning the power off. It may also be caused by improper entry of a completion data that transfers an item from the active file to the historical. Option <3> PURGE Records from the Historical File on the Secondary Menu can also cause unexpected loss of data if not used properly. The following sequence provides a normal trouble shooting sequence: 1. From the Secondary Menu run Option <7> Index Files. 2. Try again to find the lost data with Options or <R> from the Main Menu. 3. Print a report to show what items are in both the Active and Historical files. This may be accomplished by running Option <A> on both the Active and Historical Report Menu. An item that was entered in the Active file may have inadvertently had a completion date entered in which it was transferred to the Historical file. A review of the reports will show this and the item can be returned to the Active file using Option <4> SINGLE Item Restoration from Historical File to Active File. Action Management System - User's Manual Page 7-2 4. Check the reports to see if data in the last data entry session has been lost, and if so reenter it. 5. If the above fail to work install the program again as follows: a. Erase all files in directory \AMS. b. Reinstall the Action Management System as described in section 1.5. c. Restore the data from the Backup diskette as described in section 5.6.2. d. Enter any data that was entered after the Backup diskette was made. If an error message appears on the screen and a choice is given to "Quit", "Ignore", or "Retry". In general it probably won't be possible to recover from anything except a printer problem where the printer is off line. If this happens reset the printer, put it back on line, and press <R> to to start the printing again. For other problems return to DOS and try again. After leaving the program attempt to restart the program a check on the data most recently entered. If there appears to be a problem follow the sequence above. If all this fails Appendix D describes how registered users can get assistance. Action Management System - User's Manual Page A-1 Appendix A. Computer System Hardware Requirements The following constitutes the basic requirements for running AMS. Obviously the greater the capabilities of the computer the faster the program will run. 1. IBM PC or compatible 2. PC-DOS or MS-DOS version 2.0 or higher 3. 512 Kb of conventional memory Memory (AMS will run on less memory but will also make good use of more memory.) 4. Hard disk drive with about 1 Mb available (See section 5.6.1 for more information on data storage requirements.) (Alternately AMS may be installed on a 5.25 diskette of 1200 Kb capacity or a 3.5 inch diskette of 720 Kb or 1440 Kb capacity. 5. Video monitor, preferably color 6. Printer Action Management System - User's Manual Page B-1 Appendix B. Menu Cross Reference to Documentation and On Line Help Menu Item User's Manual On line Help (Section) (Module) MAIN MENU: ********* UPDATE ********** A > Add New Item 5.2 F R > Revise/Delete - by Resp. 5.3 G I > Revise/Delete - by Item # 5.3 G ******* OTHER MENUS ******** C > Revise Constants Menu 6.0 K H > Help Information 1.8 A S > Secondary Menu See Below See Below T > Search Menu 5.4 H ********** MISC *********** V > Print Blank Travelers 5.1 L + > Eject Printer Page 5.5 I D > Swop to Demo Files (See Note 1) 3.0 C ****** ACTIVE REPORTS ***** 1 > Active Report Menu 5.5 I *** HISTORICAL REPORTS **** 2 > Historical Report Menu 5.5 I ** PRINT GROUPED REPORTS *** 3 > Print Group 1 Reports 5.5 I 4 > Print Group 2 Reports 5.5 I SECONDARY MENU: 1 > BACKUP Data to Disks 5.6.1 J 2 > RESTORE Data from Disks 5.6.1 J 3 > PURGE Records from the 5.7 L Historical File 4 > SINGLE Item Restoration from 5.8 L Historical File to Active File 5 > GROUP Transfer of Individual 5.9 L Responsibilities 6 > CONSTANTS Revision Menu 6.0 K 7 > INDEX Files 5.10 L Note 1: Well read "Swop to Normal Files" or "Swop to Demo Files" depending on which set of files is in service. Action Management System - User's Manual Page C-1 Appendix C Keyboard Functions The keys on the computer keyboard are fairly basic and one can probably muddle through from experience and by trial and error. A couple of unfamiliar functions may help speed data input and revision. - "Back Space": This key will delete the character to the left of the cursor and move the cursor back one space to the left of the cursor's starting position . - "Ctrl" + "Y": When the "Ctrl" key is held down and the "Y" key is pressed the remaining contents of the data entry block at and beyond the cursor will be erased. This feature is particularly useful for revising data. - "Del" or Delete: This key will delete the character above the cursor and move the text together to fill the space. - "End": This key will move the cursor to the last character in the data entry block. It will then toggle between the last character entered in the block and the end of the block. - "Home": This key will move the cursor to the first space in the data entry block. - "Enter" or "Return": This key will move the cursor to the beginning of the next block. - Horizontal Cursor Movement Arrows: These keys will move the cursor one space to the right or left. When the end of a block is encountered the cursor will jump to the beginning of the next block. - "Ins" or Insert: This key will toggle on and off the insert mode. In the write over mode, the cursor will appear as a flashing square and in the insert mode it will appear as a flashing dash, and anything that is typed will be inserted at the location of the cursor pushing the existing text ahead of that being inserted. - "PgDn" or Page Down: In the data entry mode this key will cause the cursor to skip to the last block, entering all the data displayed. - Vertical Cursor Movement Arrows: These keys will cause the cursor to jump to the beginning of the previous block (up arrow) or beginning of the next block (down arrow). Action Management System - User's Manual Page D-1 Appendix D. Technical Support, and Suggestions If difficulties are experienced with AMS, assistance may be obtained by completing the Technical Assistance Form on the following page. Before requesting assistance, it is strongly suggested that the AMS User's Manual manual be consulted in detail first. In particular consult subsection 6.0 first. If you are still unable to resolve the difficulty, then make a copy of the Technical Assistance Form. Complete the form and mail it to the address indicated. Be sure to provide as much information as possible to assist in solving the problem. A copy of the screen or screens showing the problem and any error messages would be helpful. This can often be printed using the "Print Screen" key on the computer. A copy to any reports that have a problem should also be included. Also be sure to provide as much detail as possible on the operations and steps followed immediately before the problem was experienced. If you have suggestions feel free to send them to me. This may be done wing the Technical Assistance form or just a quick memo. I am interested in improving AMS and have several enhancements in progress at present. Your comments are appreciated. Mail comment, and suggestions to: Bill Tucker 26058 Blossom Lane Grosse Ile, MI 48138 I can also be reached on CompuServ as follows: Bill Tucker User ID #: 71730,2300 AMS Technical Assistance Form AMS Serial #:__________________ AMS Ver. #________ Ver. Date _________ Name__________________________________________________________________ Company_______________________________________________________________ Address_______________________________________________________________ State_____________ Zip________________ Phone_________________________ System Description: Computer Manuf. & Type________________________________________________ Memory: Conventional____________Extended / Expanded___________________ DOS Version_______ Floppy Drives Type_______________Size______________ Hard Drive Type_______________ Monitor_____________ Printer___________ Other Equipment_______________________________________________________ When was the problem experienced: Menu_____________Menu Option____________Sub Option_____________ Describe Problem in Detail: ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Describe other functions used before the problem was experienced: ______________________________________________________________________ ______________________________________________________________________ If this problem has occurred under different circumstances, please describe: ______________________________________________________________________ ______________________________________________________________________ Mail AMS Technical Assistance Form to: Bill Tucker 26058 Blossom Lane Grosse Ile, MI 48138 Action Management System - User's Manual Page E-1 Appendix E. Files and Directories AMSxxx.EXE - AMS is distributed in a self extracting file in the form AMSxxx.EXE where xxx is the version number. The self extracting file includes the following files: AMS .BAT - Batch file to set directory & start AMS AMS .EXE - Main AMS executable file AMSF .DBF - Skeleton database file used during installation AMSDEMOA.DBF \ AMSDEMOF.DBF - Demonstration files AMSDEMOO.MEM / INSTALL .BAT - Installation file to set up AMS system AMSZAP .BAT - Cleanup routine to free disk space AMSPRINT.BAT - Batch file to print USER'S MANUAL After installation the following files are present: AMSFAAAA.DBF - Active database file AMSFHHHH.DBF - Historical database file AMSIAAAI.NTX \ AMSIAARD.NTX - Index files AMSIHHHI.NTX / AMSMMEMO.MEM \ AMSMMEMV.MEM - Memory files for program variables AMSMMEMW.MEM / During program execution temporary files are occasionally created. Usually one will not see them unless there is a problem. The following are typical temporary files: AMSFXXXX.DBF \ AMSFYYYY.DBF \ AMSFZZZZ.DBF \ Various Temporary files AMSIXXXX.NTX / AMSIYYYY.NTX / AMSIZZZZ.NTX / Action Management System - User's Manual Page F-1 Appendix F. Credit where Credit is Due AMS would not have become a reality without some excellent software. This section lists some of that software and tells how it was used. dBase II, by Ashton Tate - the very early grandparent of AMS was written in this buggy but remarkable program that started it all Clipper 5.01, by Nantucket Corporation - which was used to compile and link AMS so it could be available as a shareware product FoxBase+ & FoxPro, by Fox Software - which provided the initial base for most of the program development, but unfortunately won't allow programs on their platform to be distributed as shareware, (sniff) Stereo Shell 3.1, by Emery Wooten - a great..the greatest shell for moving files around, which made me quit hating directories, and without which I would probably still be looking for the bits that make up AMS QEdit 2.1, by SemWare - the great editor that I customized and did all the programing with LHA 2.11. by Haruyasu Yoshizaki - an excellent file compression program use to make the self extracting file used to deliver AMS Share Spell 2.3 by Acropolis Software - an excellent spelling checker used to check this manual and the help modules which in spite of my terrible spelling and typing can still figure out how to spell what I meant Note: The names of the above programs are registered names of the indicated companies. Also PC-DOS is a registered name of the International Business Machine Inc., and MS-DOS is a registered name of Microsoft Inc.