ASP Advantage 1994 2nd Q2

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Text File | 1992-04-24 | 29.3 KB | 660 lines

XX XX XXXXXX XXXXXX XXXXXXXXXX XXXXXXXXXXXXXX XXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXX Robert XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Copyright Barrentine XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 1991 Presents XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX All Rights XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Reserved. XXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXX XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXSSXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXSSXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXX COUNCIL OR DISTRICT XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXX TRAINING TRACKER XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXX VER 1.2 XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXX AN AUTOMATED TRACKING SYSTEM FOR XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXX COUNCIL OR DISTRICT TRAINING RECORDS XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXSSXXXXXXXXXXXXXXSSXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXSSXXXXXXXXXXSSXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXSSXXXXXXXXXXSSXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXX XXXXXXSSXXXXXXXXXXSSXXXXXX XXXXXXXXXXXXXX XXXXXXXXXXXX XXXXXXSSXXXXXXSSXXXXXX XXXXXXXXXXXX XXXXXXXX XXXXXXSSXXXXXXSSXXXXXX XXXXXXXX XXXXXXXX XXXXSSXXXXXXSSXXXX XXXXXXXX XXXX XXXXSSXXXXXXSSXXXX XXXX XX MMMMMMMMMMMMMMMMMMMMMM XX MMMMMMMMMMMMMMMMMMMMMM MMMMMMMMMMMMMMMMMMMMMM XXXXSSXXXXXXSSXXXX X /XXXXXSSXXXXXXSSXXXXX\ X XX /XXXXXXXSSXXXXXXSSXXXXXXX\ XX XXX\ /XXXXXXXSSXXXXXXXXXXSSXXXXXXX\ /XXX XXXXXXXXXXXXXXXXXXXXSSXXXXXXXXXXSSXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXSSXXXXXXXXXXSSXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXSSXXXXXXXXXXXXXXSSXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXSSXXXXXXXXXXXXXXSSXXXXXXXXXXXXXXXX XXXXXXXXXXXX XXXXXXXXXXXXXXXXXX XXXXXXXXXXXX XXXXXX XXXXXXXXXXXXXXXXXX XXXXXX XXXXXXXXXXXXXX XXXXXXXXXX XXXXXX XX WELCOME TO TRAINING TRACKER! An OVERVIEW OF TRAINING TRACKER TRAINING TRACKER is a menu driven data base management system which stores valuable information on District or Council Scouters and their Training Status and presents that information in various reports of use to the Training Chairman in his role within District or Council operation. Before any reports can be produced from the TRAINING TRACKER program, the user must give TRAINING TRACKER certain data to process. This input process starts by adding Units to a UNIT dataset. It continues by adding Scouters to a District ROSTER dataset. It is further continued by updating individual Scouter records with the details of all training they receive. Depending upon the amount of data provided to TRAINING TRACKER, the program will generate a District Scouter Roster, a District Trained Scouter Roster, and a District Untrained Scouter Roster as well as a roster of Former District members; three different types of mailing labels; an individual training record for each Scouter; District Training Summaries; a Unit Inventory of Training; a District Summary if Trained Leaders; and a Training Status of Top Leaders Report. TRAINING TRACKER requires 256K RAM and runs better on a hard disk system, although it will run more than adequately on a double disk drive system. The number of Scouters which the system can track is limited only by the amount of storage medium; systemically, TRAINING TRACKER is designed to accommodate up to 9999 Scouters before requiring a total purging. It was designed using the 1990 printing of BSA Pamphlet 4169, "LEADERSHIP TRAINING - PLANS, PROCEDURES, MATERIALS" after discussions with numerous District Training personnel. -i- TRAINING TRACKER TABLE OF CONTENTS SECTION SUBJECT PAGE NUMBER NUMBER Overview i Table of Contents ii 1 Installation of TRAINING TRACKER 1 2 Running TRAINING TRACKER 1 3 Adding Data to TRAINING TRACKER 2 4 Editing Data in TRAINING TRACKER 5 5 Deleting Data from TRAINING TRACKER 6 6 Updating a Scouter's Training Record 6 7 Printing Specified Reports 6 8 Printing Rosters or Labels 7 9 Backing Up TRAINING TRACKER Data to Floppy Disk 8 -ii- 1.0 INSTALLING TRAINING TRACKER 1.0 SYSTEM CONSIDERATIONS. TRAINING TRACKER will operate better if your CONFIG.SYS file contains these commands: FILES = 20 BUFFERS = 20 Additionally, the PATH command in your AUTOEXEC.BAT file should allow for a search of both drives [PATH = A:\;B:\], if on a double drive system. The PATH statement for a hard disk system need not include the SCTRACK subdirectory, but may do so if that is your desire. 1.1 INSTALL.EXE, on the Installation diskette, is a program that should be run prior to attempting to run TRAINING TRACKER. INSTALL will ask you certain questions that it needs to build the various constants that will be referred to during the running of the TRAINING TRACKER program. 1.2 MAKING BACKUP COPIES OF TRAINING TRACKER 1.2.1 Double Disk Drive Systems. If you will be running TRAINING TRACKER on a double disk drive system, make backup copies of the distribution diskette(s) BEFORE running INSTALL. This will allow you to run INSTALL at a later time should you move or purchase a computer with different storage medium configurations. There are no hidden files on the distribution diskette(s) so that you may use either "COPY" or "DISKCOPY" to copy the files. Store your distri-bution diskettes somewhere safe until you need them again. 1.2.2. Hard Drive Systems. TRAINING TRACKER is designed to operate on any ONE subdirectory of a hard disk system. Once the subdirectory is created ["MD <subdirectory name>"], move to that subdirectory ["CD <subdirectory name>"], and copy all files ["COPY A:*.*"] into that subdirectory. Store your distribution diskette(s) somewhere safe until you need them again. 1.3 RUNNING INSTALL.EXE. To invoke INSTALL.EXE, simply type "INSTALL <cr>". 1.3.1 RESPONDING TO INSTALL. Install will ask you for your Council and District names. INSTALL will then ask if TRAINING TRACKER will be running on a hard disk system. Hard disk users will simply respond "Y" and continue to reply to questions regarding data storage and backup drives; double disk drive system users will be further prompted to define where the system disk will be placed (we recommend A Drive) and where the data disk will be placed ( we recommend B Drive). INSTALL will then repeat the information you have typed in to insure that what you see is what you want. Type "Y" to accept the data as displayed or "N" to return INSTALL to a place in the program where it will request the data again. -1- 1.3.2 WHAT IS INSTALL DOING? All that INSTALL is doing is creating a file [IDENT.MEM] that will be invoked during the running of TRAINING TRACKER so that TRAINING TRACKER will know where it is to operate and how to refer to your council and district. 2.0 RUNNING TRAINING TRACKER 2.1 To run TRAINING TRACKER, simply ensure that the systems diskette is in your active drive [or, that the appropriate subdirectory is active] and type "TRAINTRK <cr>". 2.2 TIP: Although the program does not require upper case letters, reports presentation and sorting will be much better if all letters are in upper case. 3.0 ADDING DATA TO TRAINING TRACKER 3.1 How Data Should be Added to TRAINING TRACKER. TRAINING TRACKER is actually four different datasets; a table of Units in the District or Council, a table of Scouters registered to units in the District or Council, a table of Training Events and the Scouters who have attended these events, and a table of Former District Members and their training status. These tables are all related and must be approached systematically so that TRAINING TRACKER can do its work. All District or Council units should be added to the system BEFORE attempting to add Scouters. All Scouters should be added before attempting to add Training Events. TRAINING TRACKER adds records to the Former Members dataset as you delete them from your District Roster. 3.2 The Mechanics of Adding Data. With the TRAINING TRACKER Master Menu on the screen, simply press the "1" key to initiate the add data process. You will be presented with an "ADDING RECORDS" menu from which you can select the type of data to be added. At this menu, you may add a Scouter to the system, add a Unit to the system, or BULKADD data to various data sets. You may also return to the systems Master Menu. 3.3 Adding a Scouter to the System. What you are doing with this option is adding to the District roster the pertinent data about a specific Scouter. To invoke this option, press the number "1" at the prompt. You will be presented with a formatted screen on which you will enter the required information. These are the data elements needed to add a Scouter to the system and how they will appear to you on the screen. The numbers in brackets after the field title indicate the maximum number of characters, spaces, and/or numbers that you may enter in any given field. -2- 3.3.1 Record Number. The record number appears in the upper left corner of the screen and will tell you how many Scouter roster records you have in the system. 3.3.2 Last Roster Number Used. In the upper middle of the screen, the system will inform you of the last roster number used. Your use of this information is described below. 3.3.3 First Name & Initials [15]. Enter here the Scouter's First Name and Initials. 3.3.4 Family Name [20]. Enter here the Scouter's surname or family name. 3.3.5 Roster Number [4]. TRAINING TRACKER is a relational database system and uses this number to relate this specific Scouter's roster data to the various training records about this Scouter that you will subsequently enter. As mentioned above, TRAINING TRACKER will tell you which number you last used. Simply enter in this field the next number up from the one displayed at the top of the screen. 3.3.6 Street or P.O. Box Address [30]. Self-explanatory. 3.3.7 City [20]. Self-explanatory. 3.3.8 State [2]. Self-explanatory. 3.3.9 ZIP Code with Plus 4 [10]. Enter the 5-digit ZIP Code and the PLUS 4 Code, if known. 3.3.10 TYPE and NUMBER of Unit to which Registered [5/4]. Use the EXACT WORDING from the list of unit types displayed on the screen as TRAINING TRACKER will use this field for several comparison functions during reports preparation and will not include records that use some other abbreviations. For Council or District Scouters, use the council or district number in the number field. 3.3.11 Registration Date [6]. Enter here the date the Scouter registered with your district, not the date the Scouter first entered Scouting. This field will be used by TRAINING TRACKER when it later transfers this Scouter to the Former Members table. 3.3.12 Position in Current Unit [2]. Enter here the approved Scouting Position abbreviations as they appear on the screen. Please be precise as TRAINING TRACKER will use this information when selecting certain leaders for reporting purposes. -3- 3.3.13 FAST START (Y/N)/Trained (Y/N) [1]. The BSA Pamphlet, No 4169, entitled "Leadership Training Plans Procedures Materials", has a definition of what constitutes a trained BSA leader. This infor- mation is provided for you, on screen, so that you may ascertain the individual's training status. Enter "Y" is the Scouter you are adding meets this criteria or "N" if he/she does not. To facilitate tracking Scouters who have received FAST START training, enter a "Y" or "N", as appropriate, for those Scouters who have received this training. 3.4 Adding a UNIT to the System. What you are doing with this option is adding to the District roster the pertinent data about a specific Unit. To invoke this option, press the number "2" at the prompt. You will be presented with a formatted screen on which you will enter the required information. These are the data elements needed to add a Unit to the system and how they will appear to you on the screen. The numbers in brackets after the field title indicate the maximum number of characters, spaces, and/or numbers that you may enter in any given field. 3.4.1 Record Number. The record number appears in the upper left corner of the screen and will tell you how many Unit roster records you have in the system. 3.4.2 Last Relfield Number Used. In the upper middle of the screen, the system will inform you of the last Relational Field number used. Your use of this information is described below. 3.4.3 Relational Field [4]. As discussed in Roster Numbers, above, TRAINING TRACKER uses this field to relate the information in this table to other data in different tables. TRAINING TRACKER will tell you which number you last used. Simply enter in this field the next number up from the one displayed at the top of the screen. 3.4.4 Unit Type and Unit Number [5/4]. Enter here the type of Unit [PACK, TROOP, TEAM, POST, SHIP, or DIST] and the number of the unit. Again, please be precise as TRAINING TRACKER will use this data for reporting. 3.4.5 Unit Expiration Date [6]. Using the MM/DD/YY format, enter the date that this unit's current charter expires. 3.4.6 Community [25]. Enter here the Community that this unit serves. In the case of Districts or Councils, use the appropriate geographic area description. 3.4.7 State [2]. Enter the State in which the unit serves. In the case of District or Council, enter the State in which the appropriate headquarters is located. -4- 3.5 BULKADD Data to the System. There are circumstances when getting data into the system quickly means that certain safeguards must be suspended. BULKADD provides a means of adding multiple records to a selected dataset without the system interrupting after each record to check for duplicate relational fields. Because these duplication safeguards are suspended, GREAT CARE MUST BE TAKEN IN ENTERING DATA WHEN USING BULKADD TO ENSURE THAT ALL RELATIONAL FIELDS ARE CORRECTLY ENTERED. 3.5.1 BULKADDing Data to the System. What you are doing with this option is adding large number of records to a specific data table. To invoke this option, press the number "3" at the prompt. You will be presented with a submenu from which you can select either the Roster, Units, or Training tables to which to add data. Each selection is discussed below. TIP: Before BULKADDing, gather your information so that you will add units first, Scouters second, and training data lastly. In this way, you can annotate your paper records with the various relational fields that apply to each data set. 3.5.2 BULKADDing to the Units Dataset. Upon selecting option 3 from the submenu, you will be presented with a screen on which you can see the UNITS data table. Enter data here as indicated by the name of the field title which appears at the top of the table. To enter a new record, press the down arrow [\|/] until you arrive at the bottom of the existing data and then once more. Press the Enter key once to enter a particular field so that you may add data; press the key again after typing in the data to leave that field. Use the right or left arrow keys [-> or <-] to move your cursor from field to field. TAKE SPECIAL CARE TO ENSURE THAT THE RELFIELD VALUE THAT YOU ENTER IS CORRECT. TIP: Before BULKADDing Units to the dataset, select the option to add one unit [Option 2 in the ADDING RECORDS Menu] to see what your last RELFIELD was. Abort that entry after making a note of what your next number should be. Then enter the BULKADD option and proceed to add records, adding 1 to RELFIELD for each record added. 3.5.3 BULKADDing Scouters to the Roster Dataset. Upon selecting option 1 from the submenu, you will be presented with a screen on which you can see the ROSTER data table. Enter data here as indicated by the name of the field title which appears at the top of the table. To enter a new record, press the down arrow [\|/] until you arrive at the bottom of the existing data and then once more. Press the Enter key once to enter a particular field so that you may add data; press the key again after typing -5- in the data to leave that field. Use the right or left arrow keys [-> or <-] to move your cursor from field to field. HERE, YOU HAVE TWO RELATIONAL FIELDS TO BE CONCERNED WITH: ROSTERNR AND MBRUNIT. TAKE SPECIAL CARE TO ENSURE THAT THE VALUES THAT YOU ENTER IN THESE FIELDS ARE CORRECT. TIP: Before BULKADDing Scouters to the dataset, select the option to add one Scouter [Option 1 in the ADDING RECORDS Menu] to see what your last ROSTERNR was. Abort that entry after making a note of what your next number should be. Next, select the edit data option from the TRAINING TRACKER Master Menu and view the unit to which these Scouters will belong so that you can get the correct RELFIELD for that unit. This number, obtained from RELFIELD, will be the number you enter for all Scouters from that unit. Then enter the BULKADD option and proceed to add records, adding 1 to ROSTERNR for each record added and entering the correct MBRUNIT number for each record. For additional safety, NEVER ADD A SCOUTER TO THE DATASET UNTIL YOU HAVE ADDED THE UNIT TO THE UNITS DATASET. 3.5.4 BULKADDing Training Records to the Training Dataset. Upon selecting option 2 from the submenu, you will be presented with a screen on which you can see the TRAINING data table. Enter data here as indicated by the name of the field title which appears at the top of the table. To enter a new record, press the down arrow [\|/] until you arrive at the bottom of the existing data and then once more. Press the Enter key once to enter a particular field so that you may add data; press the key again after typing in the data to leave that field. Use the right or left arrow keys [-> or <-] to move your cursor from field to field. TAKE SPECIAL CARE TO ENSURE THAT THE ROSTERNR THAT YOU ENTER FOR EACH RECORD CORRESPONDS TO THE ROSTERNR FOR THE SCOUTER WHOSE TRAINING YOU ARE ENTERING. TIP: Before BULKADDing Training to the dataset, select the option to edit data from the TRAINING TRACKER Master Menu and view the Scouter to whom this Training will belong so that you can get the correct ROSTERNR for that Scouter. This number will be the number you enter for all Training for that Scouter. Then enter the BULKADD option and proceed to add records, entering the correct ROSTERNR number for each record. For additional safety, NEVER BULKADD ANY TRAINING TO THE DATASET UNTIL YOU HAVE ADDED THE SCOUTER TO THE ROSTER DATASET. -6- 4.0 EDIT DATA IN THE TRAINING TRACKER SYSTEM Mechanics of Editing TRAINING TRACKER Data. At the TRAINING TRACKER Main Menu, press the "2" key and you will be presented with a submenu so that you may select the data you wish to edit. After selecting which dataset you wish to edit, you will be asked to type in either the LAST NAME or UNIT NUMBER that you wish to edit. After verifying the desired Scouter or Unit, you will be presented with an editing screen where you can make the desired changes. In two of these displays ["Specific Scouter's Roster Data" and "Specific Unit's Roster Data"], you can move around the data table and, thusly, edit more than one record at a time. 5.0 DELETE DATA FROM THE TRAINING TRACKER SYSTEM Mechanics of Deleting Data from the TRAINING TRACKER System. At the TRAINING TRACKER Master Menu prompt, type in the number "3" to activate the deletion module. WARNING: BE SURE THIS IS WHAT YOU WANT TO DO BEFORE YOU PROCEED TOO FAR INTO DELETE. You will be presented with a submenu where you can select the data you wish to delete. The system will go to that record and verify that this is the individual or unit you want out before proceeding. Upon verification, TRAINING TRACKER will delete ALL references to that individual from all datasets and will then move the name, date the individual joined the District [DATEREGIS] and date you are making this deletion into the Former Member Dataset. This is a main reason to insure that the systems clock is correct before entering TRAINING TRACKER. Occasionally, when deleting a Unit, you might forget to delete the Scouters associated with that unit. TRAINING TRACKER will search the ROSTER dataset and give you a list of any Scouters who need editing because the unit has disappeared. TIP: Prior to deleting a Scouter from your roster, print two copies of his training record so that you will have a paper record of the training he received in your District. 6.0 UPDATE SCOUTER'S TRAINING RECORD Mechanics of Updating a Scouter's Training Record. At the TRAINING TRACKER Master Menu prompt, press the "4" to invoke the portions of the program which will update the TRAINING dataset. You will be presented with a submenu in which you will be offered the option to "Enter a Training Attendance Report" or "Correct a Specific Scouter's Training Data." Depending upon the option you select at this second menu, you will then be prompted for various pieces of information that the system will require to add data to a specified dataset. NOTE: Adding data to the TRAINING Data Set WILL NOT change the status of an individual Scouter in the ROSTER. You must edit the Roster data for a specific Scouter to reflect a change in Training Status. -7- 7.0 PRINTING SPECIFIED REPORTS 7.1 Mechanics of printing reports. At the TRAINING TRACKER Master Menu, select option "5" to activate the printing module. At the secondary menu, select the desired report and respond to system prompts as appropriate. In general, TRAINING TRACKER is set up to deliver 75 characters of print across a page with a 5 character margin. 7.2 Summary of the Reports available from TRAINING TRACKER. 7.2.1 District Training Listing. This is an informal report which presents, either on paper or the screen, a list of all training conducted between a specified start date and the date at the time of the request. TRAINING TRACKER will ask for a begin date (in a MM/DD/YY format; e.g., 04/02/90 = February 4th, 1990) and select only the training conducted since that date as subject to reporting. 7.2.2 Individual Scouter's Training Record. This report will print all training details of a Scouter as reflected in District records. The data is presented so that this report can serve as a Transfer Sheet for an individual as it contains a place for a certifying signature from the Training Chairman. 7.2.3 Unit Inventory of Training. To produce this report, TRAINING TRACKER will ask for type and number of the unit you are interested in. It will then search the TRAINING dataset and present the data in a tabular report. 7.2.4 District Summary of Trained Leaders. This report, produced in the format specified by BSA in Pamphlet 4169, presents separate pages for the PACKS, TROOPS, TEAMS, and POSTS and SHIPS, and DIST. 7.2.5 Trained Status of Top Leaders. This report, produced in the format specified by BSA in Pamphlet 4169, presents a one-page count of all trained and untrained Leaders for the Packs, Troops, Teams, and Posts and Ships of the District. 8.0 PRINTING ROSTERS OR LABELS 8.1 Mechanics of printing rosters or labels. At the TRAINING TRACKER Master Menu, select option 6 to activate this module. You will be presented with a secondary menu that will offer you a selection of three different label formats or four roster formats, discussed below. -8- 8.2 Printing Rosters. TRAINING TRACKER will prepare a roster of all District Scouters, all Trained District Scouters, or all Untrained District Scouters which will include for each entry: Name Unit & Position in Unit Address In addition to these rosters, TRAINING TRACKER will also produce a roster of former members of your District which includes their name, the unit they worked with, the date they joined the unit, the date they were removed from your roster, and their Training Status. 8.2.1 The printing function invoked here includes an imbedded command to your printer to use the compressed print mode. This allows TRAINING TRACKER to print four roster entries across a line of the printed page. [NOTE: This imbeded command may not function with all printers. You may have to control print width at your printer.] 8.3 Printing Labels. TRAINING TRACKER is designed to produce labels using labels of the following dimensions: Label width: 35 characters (3.5 inches) Label height: 5 lines Left Margin: 0 Lines between labels: 1 (a total of 1 inch per label) Labels across the page: As determined by you. You may choose 1, 2, or 3 labels across. 8.3.1 TRAINING TRACKER will print three types of labels: A set of labels for all Trained Scouters Only. A set of labels for all Untrained Scouters Only. A set of labels for all District Scouters 9.0 BACKING UP TRAINING TRACKER DATA TO FLOPPY DISK. 9.1 THIS PROCEDURE IS DESIGNED TO BE USED ONLY BY HARD DISK SYSTEMS. Double floppy disk systems can achieve the desired level of data security by simply copying the diskette with the various .DBF files onto a blank, formatted diskette using DOS. 9.2 Backing up data is a procedure that is seldom appreciated until a tragic accident or electronic malfunction reminds people that they should have backed up. WE STRONGLY URGE DISTRICT AND COUNCILS TO MAINTAIN SECURE COPIES OF ALL DATA. In fact, we recommend that YOU maintain a two- or three-tiered backup system so that you have a somewhat redundant backup disk collection. -9-