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README.DOC
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README.DOC
===============================================================================
= G E T T I N G S T A R T E D =
===============================================================================
Welcome to the Membership Tracking System (M-TRAC). The purpose of this
document is to help you get started using M-TRAC as quickly as possible. The
main topics discussed here are:
STEP 1: Instructions on installing M-TRAC on a hard disk
STEP 2: Instructions on how to print the documentation files
STEP 3: A simple walk through using M-TRAC
LESSON 1: M-TRAC Introduction
LESSON 2: TABLES
LESSON 3: MEMBERSHIP
LESSON 4: COMMITTEES
LESSON 5: AWARDS
LESSON 6: OFFICES HELD
LESSON 7: RESERVATIONS
LESSON 8: BACKUPS
STEP 4: SUMMARY
You can contact us at:
Bucher's PcSofware
P.O. Box 162
Kelso, MO 63758
Phone: (314) 264-2537
STEP 1: INSTRUCTIONS ON INSTALLING M-TRAC ON A HARD DISK
=========================================================
Installing from 3.5 or 5.25 (HIGH DENSITY) floppy:
1) At the C:\> prompt, type MD M-TRAC30
For example: C:\>MD M-TRAC30
2) At the C:\> prompt, type CD\M-TRAC30
For example: C:\>CD\M-TRAC30
3) Place the M-TRAC diskette in Drive A or B
4) At the C:\M-TRAC30> prompt, type A: (or B: if you are
using Drive B)
For example: C:\M-TRAC30>A:
5) At the A:\> prompt, type PKUNZIP M-TRAC C:
For example: A:\>PKUNZIP M-TRAC C:
6) Wait for all of the files to be unzipped from Drive A or B
to Drive C
7) After all files are unzipped to Drive C, remove the M-TRAC
diskette from Drive A or B
8) At the A:\> prompt, type C:
For example: A:\>C:
9) You are now ready to begin using M-TRAC
---------------------------------------------------------------------
| STEP 1: continued |
---------------------------------------------------------------------
Installing from 5 2.5 (DOUBLE DENSITY) floppy:
1) At the C:\> prompt, type MD M-TRAC30
For example: C:\>MD M-TRAC30
2) At the C:\> prompt, type CD\M-TRAC30
For example: C:\>CD\M-TRAC30
3) Place the M-TRAC diskette in Drive A or B
4) At the C:\M-TRAC30> prompt, type A: (or B: if you are
using Drive B)
For example: C:\M-TRAC30>A:
5) At the A:\> prompt, type PKUNZIP M-TRAC C:
For example: A:\>PKUNZIP M-TRAC C:
When asked to put "LAST disk" in drive, put DISKETTE 2
in drive.
When asked to put "DISK #1" in drive, put DISKETTE 1
in drive.
When asked to put "DISK #2" in drive, put DISKETTE 2
in drive.
6) Wait for all of the files to be unzipped from Drive A or B
to Drive C
7) After all files are unzipped to Drive C, remove the M-TRAC
diskette from Drive A or B
8) At the A:\> prompt, type C:
For example: A:\>C:
9) You are now ready to begin using M-TRAC
STEP 2: INSTRUCTIONS ON HOW TO PRINT THE DOCUMENTATION FILES
=============================================================
Please print on your printer the following FOUR files:
PRINTME.DOC - M-TRAC DOCUMENTATION (full documentation available
with M-TRAC PLUS)
ORDER.DOC - ORDER BLANK FOR M-TRAC
WP.DOC - WORDPERFECT INTERFACE (IF YOU ORDERED IT)
123.DOC - LOTUS 123 INTERFACE (IF YOU ORDERED IT)
You can use the DOS command COPY to print the files listed above. At
this time, turn your printer on and follow these steps:
STEP 1: At the C:\> prompt, type CD\M-TRAC30
For example: C:\>CD\M-TRAC30
STEP 2: To print PRINTME.DOC enter COPY PRINTME.DOC PRN
For example: C:\M-TRAC30>COPY PRINTME.DOC PRN
STEP 3: To print ORDER.DOC enter COPY ORDER.DOC PRN
For example: C:\M-TRAC30>COPY ORDER.DOC PRN
STEP 4: To print WP.DOC enter COPY WP.DOC PRN
For example: C:\M-TRAC30>COPY WP.DOC PRN
STEP 5: To print 123.DOC enter COPY 123.DOC PRN
For example: C:\M-TRAC30>COPY 123.DOC PRN
STEP 3: A SIMPLE WALK THROUGH USING M-TRAC
===========================================
---------------------------------------------------------------------
| LESSON 1: M-TRAC INTRODUCTION |
---------------------------------------------------------------------
M-TRAC comes delivered with all files loaded with test information.
The test information is for your use to help you familiarize yourself
with how M-TRAC works. For example, you may want to run a few of the
reports using the test information so you can see how they print or
call up a test members record and change it. You can delete the test
information when you are done using it (do not delete the information
in the tables). Be sure to step through all of the lessons given.
I M P O R T A N T: As you will soon find out, the M-TRAC system is
all centered around the TABLES. The better you understand them the
more powerful M-TRAC is and the simpler M-TRAC is to use.
Below are instructions on how to sign on and off of M-TRAC.
To sign on M-TRAC:
1) At the DOS prompt C:\>, type CD\M-TRAC30
For example: C:\>CD\M-TRAC30
2) At the C:\M-TRAC30> prompt, type M-TRAC
For example: C:\M-TRAC30>M-TRAC
3) You should now see the MAIN MENU
To sign off M-TRAC:
1) At the MAIN MENU press ESC key or F10 key
---------------------------------------------------------------------
| LESSON 2: TABLES |
---------------------------------------------------------------------
What are TABLES? TABLES are groups of codes that you use to
identify if a member is active, deceased, serves on a bingo committee,
holds some type of office in the organization, and others. To help
you get started quicker, M-TRAC comes delivered with many tables
already set up but you are free to add your own.
An example of a table that is delivered with the M-TRAC system
is the MEMBERSHIP STATUS table. This table contains the following
codes:
A for ACTIVE ---- REMEMBER
AA for ACTIVE ASSOCIATE | YOU
AC for ACTIVE CLERGY | CAN
AM for ACTIVE MILITARY |------- ADD
D for DECEASED | YOUR
T for TRANSFERED | OWN
W for WITHDRAWN ----
Each entry in a table is keyed with an area and type. For example,
the MEMBERSHIP STATUS table is coded as such:
A:MS T:A ACTIVE
A:MS T:AA ACTIVE ASSOCIATE
A:MS T:AC ACTIVE CLERGY
A:MS T:AM ACTIVE MILITARY
A:MS T:D DECEASED
A:MS T:T TRANSFERED
A:MS T:W WITHDRAWN
| |
| ----> T: = TYPE (each type represents a different status)
----------> A: = AREA (MS stands for MEMBERSHIP STATUS)
Notice all the membership statuses have the same area (MS).
As you will see committees, awards, and office held tables are set
up similar to the membership status table.
A:BC T:01 BINGO COMMITTEE #1
A:BC T:02 BINGO COMMITTEE #2
A:BC T:03 BINGO COMMITTEE #3
A:BC T:04 BINGO COMMITTEE #4
A:BC T:05 BINGO COMMITTEE #5
A:BC T:06 BINGO COMMITTEE #6
A:BC T:07 BINGO COMMITTEE #7
| |
| ----> T: = TYPE (each type represents a different bingo
| committee)
----------> A: = AREA (BC stands for BINGO COMMITTEE)
Notice all the BINGO COMMITTEES have the same AREA (BC).
---------------------------------------------------------------------
| LESSON 2: TABLES continued... |
---------------------------------------------------------------------
A:AW T:KM KNIGHT OF MONTH
A:AW T:KY KNIGHT OF YEAR
| |
| ----> T: = TYPE (each type represents a different award)
----------> A: = AREA (AW stands for AWARD)
Notice all the AWARD types have the same AREA (AW).
A:OH T:FS FINANCIAL SECRETARY
A:OH T:IG INSIDE GUARD
A:OH T:OG OUTSIDE GUARD
| |
| ----> T: = TYPE (each type represents a different office)
----------> A: = AREA (OH stands for OFFICE HELD)
Notice all the OFFICE HELD types have the same AREA (AW).
The next few steps should help you understand TABLES even better.
To print the delivered tables:
1) Sign on M-TRAC
2) At the MAIN MENU, press F7 (TABLES - PRINT)
3) Press F1 to print the tables by area and type
(MARK40 report)
4) To question "1: TABLE AREA: A:", enter ALL to select
all table areas
5) To question "2: TABLE TYPE: T:", enter ALL to select
all table types
6) After the report prints, take a few moments to look
over the report
To add a new membership status such as "I" (for INACTIVE):
1) Sign on M-TRAC
2) At the MAIN MENU, press F6 (TABLES - UPDATE)
3) Press F2 (UPDATE TABLE)
4) Enter MS (for membership status) in area (A:)
5) Press F1 (ADD NEW ENTRY)
6) Enter "I" in T:
7) Enter "O" for OTHER in CATEGORY
8) Enter "INACTIVE" in DESCRIPTION ONE
9) Enter blanks (space bar) in DESCRIPTION TWO
---------------------------------------------------------------------
| LESSON 2: TABLES continued... |
---------------------------------------------------------------------
To add new committee such as Playground Committee:
1) Sign on M-TRAC
2) At the MAIN MENU, press F6 (TABLES - UPDATE)
3) At LIST OF screen, press F1 (ADD NEW TABLE)
4) In A: enter PG for PLAYGROUND COMMITTEE
5) Enter C in SELECT A CATEGORY
6) Enter PLAYGROUND COMMITTEE in NAME OF TABLE
7) Press ENTER to display next screen
8) Press F2 for UPDATE A TABLE
9) Enter PG in A:
10) At TABLE REQUESTED screen, press F1 (ADD NEW ENTRY)
11) In T: enter 01 for PLAYGROUND COMMITTEE #1
12) Enter C in SELECT A CATEGORY
13) Enter the rest of the requested information
In steps 1 thru 6 you are setting up a new table called
PLAYGROUND COMMITTEE. In steps 7 thru 13 you are adding
an entry to the table PLAYGROUND COMMITTEE called PLAYGROUND
COMMITTEE #1. If you decided to add another entry to the
table calling it PLAYGROUND COMMITTEE #2, all you have to
do is repeat steps 8 thru 13.
---------------------------------------------------------------------
| LESSON 3: MEMBERSHIP |
---------------------------------------------------------------------
To PRINT a membership report by member name:
1) Sign on M-TRAC
2) At the MAIN MENU, press F1 to select MEMBERSHIP
3) At MEMBERSHIP MENU, press F6 for reports
4) At MEMBERSHIP REPORTS MENU, press F1 to print report
by member name (MEMB40)
5) Enter the desired selections and the report should print
For example: Enter ALL in "1. DEGREE LEVELS:......"
Enter ALL in "2. MEMBERSHIP STATUS:.."
6) After the report prints, press ESC to return to MAIN MENU
To ADD new member:
1) Sign on M-TRAC
2) At the MAIN MENU, press F1 to select MEMBERSHIP
3) At MEMBERSHIP MENU, press F1 (ADD NEW MEMBER)
4) Enter requested information using the tab key to move
from field to field
5) Press F7 (QUICK ENTRY)
6) Press ESC to return to MAIN MENU
To UPDATE information on a current member:
1) Sign on M-TRAC
2) At the MAIN MENU, press F1 to select MEMBERSHIP
3) At MEMBERSHIP MENU, press F2 (PERSONAL DATA) or
F3 (DEGREE DATA) or
F4 (MISC DATA)
4) To access a members record, enter part of members last
name or members membership number (ID)
For example, enter C in the green box and press ENTER.
To select "Cox, Mark B.", enter 02 in ENTER LINE NUMBER:
5) Use the tab key to move from field to field and locate
the information you want to change
6) After information is changed, Press F7 (QUICK ENTRY)
7) Press ESC to return to MAIN MENU
---------------------------------------------------------------------
| LESSON 4: COMMITTEES |
---------------------------------------------------------------------
To PRINT a committee report by member name:
1) Sign on M-TRAC
2) At the MAIN MENU, press F2 to select COMMITTEE
3) At COMMITTEE MENU, press F6 for reports
4) At COMMITTEE REPORTS MENU, press F1 to print report
by member name (COMM40)
5) Enter the desired selections and the report should print
For example: Enter ALL in "1. DEGREE LEVELS:......"
Enter ALL in "2. MEMBERSHIP STATUS:.."
Enter ALL in "1. SELECT BY ID'S......"
Enter ALL in "1. COMMITTEE AREAS....."
Enter ALL in "2. COMMITTEE TYPES....."
6) After the report prints, press ESC to return to MAIN MENU
To ADD member to committee:
1) Sign on M-TRAC
2) At the MAIN MENU, press F2 to select COMMITTEE
3) At COMMITTEE MENU, press F1 (ADD MEMBER TO COMMITTEE)
4) To access a members record, enter part of members last
name or members membership number (ID)
5) Enter requested information using the tab key to move
from field to field
6) Press F7 (QUICK ENTRY)
7) Press ESC to return to MAIN MENU
To UPDATE committee information on member:
1) Sign on M-TRAC
2) At the MAIN MENU, press F2 to select COMMITTEE
3) At COMMITTEE MENU, press F2 for UPDATE COMMITTEE
4) To access a members record, enter part of members last
name or members membership number (ID)
5) Use the tab key to move from field to field and locate
the information you want to change
6) After information is changed, Press F7 (QUICK ENTRY)
7) Press ESC to return to MAIN MENU
---------------------------------------------------------------------
| LESSON 5: AWARDS |
---------------------------------------------------------------------
To PRINT an AWARDS report by member name:
1) Sign on M-TRAC
2) At the MAIN MENU, press F3 to select AWARDS
3) At AWARDS MENU, press F6 for reports
4) At AWARDS REPORTS MENU, press F1 to print report
by member name (AWAR40)
5) Enter the desired selections and the report should print
For example: Enter ALL in "1. DEGREE LEVELS:......"
Enter ALL in "2. MEMBERSHIP STATUS:.."
Enter ALL in "1. SELECT BY ID'S......"
Enter ALL in "1. AWARD AREAS........."
Enter ALL in "2. AWARD TYPES........."
6) After the report prints, press ESC to return to MAIN MENU
To ADD an AWARD to members record:
1) Sign on M-TRAC
2) At the MAIN MENU, press F3 to select AWARDS
3) At AWARDS MENU, press F1 (ADD AWARD TO MEMBERS RECORD)
4) To access a members record, enter part of members last
name or members membership number (ID)
5) Enter requested information using the tab key to move
from field to field
6) Press F7 (QUICK ENTRY)
7) Press ESC to return to MAIN MENU
To UPDATE AWARD information on members record:
1) Sign on M-TRAC
2) At the MAIN MENU, press F3 to select AWARDS
3) At AWARDS MENU, press F2 (UPDATE AWARD INFORMATION)
4) To access a members record, enter part of members last
name or members membership number (ID)
5) Use the tab key to move from field to field and locate
the information you want to change
6) After information is changed, Press F7 (QUICK ENTRY)
7) Press ESC to return to MAIN MENU
---------------------------------------------------------------------
| LESSON 6: OFFICES HELD |
---------------------------------------------------------------------
To PRINT an Office Held report by member name:
1) Sign on M-TRAC
2) At the MAIN MENU, press F4 to select OFFICES HELD
3) At OFFICE HELD MENU, press F6 for reports
4) At OFFICE HELD REPORTS MENU, press F1 to print report
by member name (OFFC40)
5) Enter the desired selections and the report should print
For example: Enter ALL in "1. DEGREE LEVELS:......"
Enter ALL in "2. MEMBERSHIP STATUS:.."
Enter ALL in "1. SELECT BY ID'S......"
Enter ALL in "1. OFFICE HELD AREAS..."
Enter ALL in "2. OFFICE HELD TYPES..."
6) After the report prints, press ESC to return to MAIN MENU
To ADD an OFFICE HELD to members record:
1) Sign on M-TRAC
2) At the MAIN MENU, press F4 to select OFFICES HELD
3) At OFFICES HELD MENU, press F1 (ADD OFFICE HELD)
4) To access a members record, enter part of members last
name or members membership number (ID)
5) Enter requested information using the tab key to move
from field to field
6) Press F7 (QUICK ENTRY)
7) Press ESC to return to MAIN MENU
To UPDATE office held information on members record:
1) Sign on M-TRAC
2) At the MAIN MENU, press F4 to select OFFICES HELD
3) At OFFICES HELD MENU, press F2 (UPDATE OFFICE HELD)
4) To access a members record, enter part of members last
name or members membership number (ID)
5) Use the tab key to move from field to field and locate
the information you want to change
6) After information is changed, Press F7 (QUICK ENTRY)
7) Press ESC to return to MAIN MENU
---------------------------------------------------------------------
| LESSON 7: RESERVATIONS |
---------------------------------------------------------------------
To PRINT a RESERVATION report:
1) Sign on M-TRAC
2) At the MAIN MENU, press F5 to select RESERVATIONS
3) At RESERVATIONS MENU, press F6 for reports
4) At RESERVATION REPORTS MENU, press F1 to print report
of reservations by date (RESV40)
5) Enter the desired selections and the report should print
6) After the report prints, press ESC to return to MAIN MENU
To ADD a reservation:
1) Sign on M-TRAC
2) At the MAIN MENU, press F5 to select RESERVATIONS
3) At RESERVATIONS MENU, press F1 (ADD RESERVATIONS)
4) Enter requested information using the tab key to move
from field to field
5) Press F7 (QUICK ENTRY)
6) Press ESC to return to MAIN MENU
To UPDATE information on a RESERVATION:
1) Sign on M-TRAC
2) At the MAIN MENU, press F5 to select RESERVATIONS
3) At RESERVATIONS MENU, press F2 (UPDATE RESERVATIONS)
4) Use the tab key to move from field to field and locate
the information you want to change
5) After information is changed, Press F7 (QUICK ENTRY)
6) Press ESC to return to MAIN MENU
---------------------------------------------------------------------
| LESSON 8: BACKUPS |
---------------------------------------------------------------------
It is recommended that you back up the M-TRAC data files on a
regular basis. You can request a backup by following these
steps:
STEP 1: Sign on M-TRAC
STEP 2: At MAIN MENU, press F8 (BACK UP DATA FILES)
STEP 3: Answer YES to back up data files
STEP 4: Place a diskette in Drive A or B
STEP 5: Answer A or B to question on DISK DRIVE
The M-TRAC program will initiate a TIMED BACKUP periodically.
When the backup process is automatically invoked by M-TRAC,
just follow steps 3 thru 5.
It is also suggested you use 3 to 5 different diskettes and
rotate them. After a diskette is used to back up the M-TRAC
files enter the current date on the diskette label. Always
use the oldest dated diskette. If you have any questions,
don't hesitate to call.
STEP 4: SUMMARY
================
Hopefully by now you are starting to get familiar with how you move
from screen to screen and can find the information you want. Please
read PRINTME.DOC, the complete documentation for M-TRAC. In addition,
spend time to understand the section on TABLES. Please don't hesitate
to call if you need help understanding how the TABLES work.