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Robert XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Copyright
Barrentine XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 1991
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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.
-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-
