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Text File | 1993-01-15 | 42.3 KB | 1,046 lines

"GROUPSYS" Boy Scouts Group Committee System ÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕ Version 1.00 January 15, 1993 Developed by Bruce Howson B D H Consultants Bayview Hills Eagles Scouts 212 Waratah Ave Newmarket, Ontario L3Y 5J7 Copyright 1992, B D H Consultants All Rights Reserved. IMPORTANT ˇNOTE: ˇThis is a shareware version of GROUPSYS which may ˇbe copied ˇand ˇdistributed for evaluation purposes as ˇdescribed ˇin ˇthe License Agreement below. ˇHowever, IT MAY NOT BE DISTRIBUTED AS PART OF ANY OTHER SOFTWARE PACKAGE. Please report violations to Bruce Howson at the above address. TABLE OF CONTENTS ÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕ SYSTEM REQUIREMENTS...................................................2 PURPOSE OF "GROUPSYS".................................................3 WHAT IS SHAREWARE.....................................................4 REGISTRATION..........................................................4 SUPPORT...............................................................5 LICENSE AGREEMENT.....................................................5 MAIN MENU OPTIONS.....................................................6 Control File Maintenance Menu.....................................6 Accomplishments Entry Menu........................................6 Reports and Inquiries Menu........................................6 System Utilities Menu.............................................7 CONTROL FILE MAINTENANCE MENU OPTIONS.................................8 Membership Basic Data Maintenance.................................8 Section File Maintenance.........................................10 Training File Maintenance........................................10 Leader - Training Accomplished File Maintenance..................11 Transfer Leader Records from a Section to Another................11 Transfer Youth Records from a Section to Another.................11 Select Contact Leader for a Section..............................11 ACCOMPLISHMENTS ENTRY MENU OPTIONS...................................12 Enter Leader Training Completed..................................12 REPORTS AND INQUIRIES MENU OPTIONS...................................14 Section Member Listing...........................................14 Youth Listing....................................................14 Leader Listing...................................................15 Leader Training Record Listing...................................15 Section Information Listing......................................15 Summary Listing..................................................15 SYSTEM UTILITIES MENU OPTIONS........................................16 Configuration File Maintenance...................................16 Back Up All Data to Floppy.......................................17 Restore All Data from Floppy.....................................17 Re-Index All Data Files..........................................17 Reset System Date and Time.......................................17 Import Data from Floppy..........................................17 GROUPSYS Page 1 SYSTEM REQUIREMENTS ÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕ "GROUPSYS" requires the following minimum system configuration: - DOS Version 3.3 or higher (earlier versions of DOS only allow 20 file handles to open at a time. This includes those file handles used for the Screen, Keyboard, Printer, etc.), - 512K or more of memory, - a hard drive with at least 1.5 megabytes of free space, - a printer which supports the IBM character set (Graphics) In addition, ˇyour CONFIG.SYS file must contain a line showing at least the following number of files: FILES=60 If ˇyou ˇhave ˇa CONFIG.SYS file that does not contain this line ˇ( ˇor FILES are less than 60), you must edit your CONFIG.SYS file so it does. Use any ASCII text editor or your DOS editor to modify the file. ˇRefer to ˇyour ˇDOS manual if necessary. ˇBe sure to reboot your computer ˇto implement the changes. A note on the FILES= ˇin CONFIG.SYS. ˇDOS uses file handles to ˇcontrol the ˇcomputer ˇand ˇrun programs. ˇThe default number of Files with ˇno FILES= statement is 20. Dos uses about 10 of these to control the basic operation of your computer (keyboard, ˇscreen, floppies, parallel port, etc.). ˇˇGROUPSYS needs about 25 ˇfile handles to run. ˇIf you have any resident programs or are using a multi-tasking program, you may need to increase ˇthe ˇnumber of file handles by increasing the number ˇin ˇthe FILES= ˇline in your CONFIG.SYS. As each system is run differently, ˇwe cannot determine the optimum number of Files. ˇIf you get an Error such as : DBFNTX/1003 Open Error : ????????.NTX or DBFNTX/1006 Create Error: ????????.NTX then you MUST increase the number of Files in your CONFIG.SYS file. "GROUPSYS" ˇhas been tested on 4.77 Mhz IBM XT's, ˇ286 ˇcompatibles,386 compatibles ˇand 486 ˇcompatibles. ˇObviously the response time on ˇthe 486's ˇwas ˇsuperb, ˇbut even on the XT's the response time ˇwas ˇgood. Every effort has been made to ensure that "GROUPSYS" ˇwill run properly on any size machine with the minimum system requirements shown above. GROUPSYS Page 2 THE PURPOSE OF "GROUPSYS" ÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕ GROUPSYS was written to: Speed ˇthe ˇregistration process. ˇCountless hours are spent ˇgathering data from each of the Sections ( Beavers, Cubs, Scouts, etc.) ˇand then consolidating it prior to sending it to District. ˇGROUPSYS enables you to ˇˇimport ˇdata ˇfrom ˇa ˇdiskette ˇprovided ˇby ˇeach ˇSection ˇˇand consolidating ˇit ˇautomatically. ˇˇThe only requirement is ˇthat ˇeach Section is using one of our sister products (BEAVSYS, CUBSYS, SCOUTSYS, VENTSYS, ˇˇROVESYS ). ˇRegistration can be done in a matter of ˇminutes each year. ˇIn our Group we were able to complete registration in ˇless than ˇan hour. ˇTen minutes for importing data for 8 Sections ˇand ˇ165 Youths and the rest waiting for the printer to finish printing. Reduce ˇconsiderably ˇthe time, ˇeffort ˇand ˇco-ordination required to maintain ˇthe training records for leaders by the Group Committee. ˇˇAs any Scouter knows, this can take a lot of time to do properly. GROUPSYS will ˇenable you to keep the records up to date in only a ˇfew ˇminutes each week. Improve the accuracy of the records. ˇThis is by far the hardest ˇthing to co-ordinate. ˇRecords are kept on wall charts, in 3 ring binders, in individual ˇrecord ˇbooks, ˇˇeven ˇit sometimes seems on ˇthe ˇback ˇof envelopes. ˇˇWith ˇGROUPSYS ˇall ˇrecords are ˇstored ˇin ˇone ˇcentral location. ˇReports can be printed to verify the accuracy of input data. Corrections are simple and fast. The registered version is different in the following ways: The ˇlicensed ˇversion ˇdoes not have those nagging 4 ˇscreens ˇat ˇthe beginning of the program. Registered ˇusers ˇare regularly informed of new upgrades and ˇany ˇnew software availability. Registered ˇusers ˇwho submit any enhancement suggestions will ˇhave ˇa better chance of having that suggestion implemented. The ˇlicense agreement doesn't allow you to distribute ˇthe ˇregistered version ˇto other people. ˇYou can, ˇhowever, ˇdistribute the Shareware version freely. GROUPSYS Page 3 WHAT IS SHAREWARE ÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕ "GROUPSYS" ˇˇis ˇa ˇcopyrighted program developed and owned ˇby ˇB ˇD H Consultants and the Bayview Hills Scout Troop in Newmarket, Ontario. "GROUPSYS is distributed as Shareware. Shareware does not mean free and it does not mean public domain. ˇShareware is a distribution method not a type of software. ˇThe Shareware system enables you to try before you buy. ˇˇIf ˇyou try a Shareware program, ˇfind it suits your ˇneeds ˇand continue ˇusing it, ˇyou are expected to register it. ˇThose who ˇdon't find the program useful are free to junk it or better yet pass it on to a ˇfriend. ˇThe Shareware distribution method keeps overheads ˇlow ˇand hence ˇprices ˇare also low. ˇShareware has the ˇultimate ˇmoney ˇback guarantee--if you don't use it, you don't pay for it. Copyright ˇlaws apply equally to both commercial software and Shareware software ˇand ˇthe author retains all rights except ˇas ˇstated ˇbelow. "GROUPSYS" is copyrighted and owned by the authors and only the authors have the right to sell it. ˇHowever, "GROUPSYS" ˇmay be copied and used freely ˇfor ˇevaluation ˇpurposes only. ˇFirms ˇinvolved ˇin ˇShareware program ˇdistribution may distribute it and only charge a fee to ˇcover copying and handling costs. GROUPSYS is a "shareware program" ˇand is provided at no charge to you for evaluation. ˇFeel free to share it with your friends. ˇThe essence of ˇ"user-supported" ˇsoftware is to provide you with quality ˇsoftware without ˇhigh ˇprices, ˇˇand yet to give us incentive ˇto ˇcontinue ˇto develop new products. REGISTRATION ÕÕÕÕÕÕÕÕÕÕÕÕ If ˇyou plan to use GROUPSYS to maintain your Groups records you ˇmust send a registration payment of $30.00 (plus applicable taxes) to: Bruce Howson B D H Consultants Bayview Hills Eagles Scouts 212 Waratah Ave. Newmarket, Ontario L3Y 5J7 Your ˇ$30.00 ˇregistration will license one copy of GROUPSYS for use by your ˇGroup. ˇThis means you may freely copy the program and files ˇfor use by more than one Group Leader as long as they are involved with the same Group. ˇPrint an order form from the Main Menu Option #5. ˇPlease, cheques or money orders only. GROUPSYS is a fund raising project for our Troop. ˇYou are ˇencouraged to ˇpass a copy of GROUPSYS along to your friends and fellow ˇScouters for evaluation, ˇbut please encourage them to register their ˇcopy ˇif they like and use it. Thank you for supporting Scouting ! GROUPSYS Page 4 HOW TO REACH US FOR SUPPORT ÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕ We have made GROUPSYS as easy to use as possible. However, if you have a problem, or find our documentation inadequate, ˇwe would like to hear from you. You can reach us via Mail at: B D H Consultants Bayview Hills Eagles Scouts 212 Waratah Ave. Newmarket, Ontario L3Y 5J7 You will get faster service from us via electronic mail : Our CompuServe ID number is 70031,3047. On FidoNet our Node is 1:229/15. LICENSE AGREEMENT ÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕ The ˇ"GROUPSYS" ˇˇprogram and its documentation are ˇcopyrighted ˇworks protected by Canadian and international copyright law. ˇYou are granted a ˇlicense ˇto ˇuse ˇyour copy of GROUPSYS only ˇunder ˇthe ˇterms ˇand conditions specified in this license agreement. GROUPSYS is a commercial software product. It is not free, nor is it in the public domain. It is distributed as Shareware, which means that you may ˇtry ˇthe software before you pay for it. ˇHowever, ˇyou must ˇstop using ˇGROUPSYS and remove it from your computer if you decide not ˇto pay the license fee. You ˇmay freely copy GROUPSYS and give copies of GROUPSYS to others ˇif they also agree to the terms of this agreement. USERS OF GROUPSYS MUST ACCEPT THIS DISCLAIMER OF WARRANTY: ˇGROUPSYS IS PROVIDED ˇAS ˇIS, ˇWITHOUT WARRANTY OF ANY KIND, ˇEXPRESS ˇOR ˇIMPLIED, INCLUDING, BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. THE ENTIRE RISK AS TO THE QUALITY AND PERFORMANCE IS WITH YOU. B D H CONSULTANTS ASSUMES NO LIABILITY FOR DAMAGES, ˇˇDIRECT OR CONSEQUENTIAL, ˇWHICH MAY RESULT FROM THE ˇUSE ˇOF GROUPSYS. GROUPSYS Page 5 Main Menu Options ÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕ At ˇall ˇmenus you can either move the highlight to the desired ˇoption and hit "Enter" or simply select the desired menu option number. …ÕÕÕÕÕÕ GROUP COMMITTEE FILE SYSTEM ÕÕÕÕÕª ∫ Version 1.00 ∫ ∫ ∫ ∫ 1. Control File Maintenance Menu ∫ ∫ ∫ ∫ 2. Accomplishments Entry Menu ∫ ∫ ∫ ∫ 3. Reports and Inquiries Menu ∫ ∫ ∫ ∫ 4. System Utilities Menu ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ 5. Print Registration Form ∫ ∫ ∫ ∫ ∫ 6. Print Suggestion Form ∫ ∫ ∫ »ÕÕÕÕÕÕÕÕÕÕÕÕÕÕ Esc to QUIT ÕÕÕÕÕÕÕÕÕÕÕÕÕº 1. Control File Maintenance Menu This ˇoption ˇwill ˇlead you to a menu allowing ˇyou ˇto ˇmaintain ˇthe necessary control files required to effectively run the system. This is where ˇall ˇYouth ˇand Leader Basic Data, ˇTraining ˇdefinitions, ˇˇand Contact Leaders are ˇspecified. ˇˇIn ˇaddition, this ˇis ˇwhere you can maintain a Leaders individual Training record. 2. Accomplishments Entry Menu This is where you enter all training accomplishments by your Leaders. 3. Reports and Inquiries Menu This ˇis ˇwhere you will find yourself most often. ˇThere ˇare ˇseveral Member's listings available. ˇIn addition there is a Leader's ˇtraining record and a listing of Section data. All reports can be printed to the GROUPSYS Page 6 Main Menu Options con't ÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕ Screen, to the Printer or to a Disk File for future reference. 4. Systems Utilities Menu Here ˇis ˇwhere ˇyou will find a set of System Utilities. ˇThere ˇis ˇa Configuration File where you specify your Group name, ˇwhether you have a colour monitor or monochrome, ˇand can specify your specific ˇprinter type. ˇIn addition, ˇthere are routines to Back-up your data, ˇˇRestore your data, ˇRe-Index your data files if you feel it is necessary, Reset the System ˇDate & Time, and Import data from diskettes supplied by the Sections. GROUPSYS Page 7 Control File Maintenance Menu Options ÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕ …ÕÕÕÕÕÕÕÕÕÕÕ CONTROL FILE MAINTENANCE MENU ÕÕÕÕÕÕÕÕÕÕÕÕª ∫ ∫ ∫ 1. Membership Basic Data ∫ ∫ ∫ ∫ 2. Section File ∫ ∫ ∫ ∫ 3. Training File ∫ ∫ ∫ ∫ 4. Leader - Training Accomplished File ∫ ∫ ∫ ∫ 5. Transfer Leader Records from a Section to Another ∫ ∫ ∫ ∫ 6. Transfer Youth Records from a Section to Another ∫ ∫ ∫ ∫ 7. Select Contact Leader for a Section ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ »ÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕ Esc to Return ÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕº 1. Membership Basic Data Maintenance This ˇis ˇwhere ˇyou ˇadd, ˇedit or delete ˇall ˇpertinent ˇinformation relating to each member of the Group - Leader or Youth. When you select this ˇoption ˇyou ˇwill be prompted for whether you ˇwant ˇto ˇmaintain Leader ˇdata or Youth data. ˇEnter "Y" ˇor "S" ˇto specify. ˇThroughout "GROUPSYS" the "ESC" key acts to escape the last request or to step one level back to the previous screen. Keep this in mind. Next you ˇwill be presented with a list of Sections. Select the Section whose members you wish to maintain. A list of members either Youths ˇor Leaders ˇwill ˇbe ˇpresented next. ˇIf you are just ˇbeginning ˇto ˇuse "GROUPSYS", ˇˇthis ˇlist will be empty. ˇ"F2" ˇwill allow you to add ˇa record for a new member. ˇIf ˇyou have existing data, ˇmembers will ˇbe listed ˇalphabetically. ˇˇBeside each name is an "A" ˇor an "I". ˇˇThis signifies whether a member is Active or Inactive. ˇInactive Members ˇdo not ˇshow ˇup ˇanywhere ˇwithin the system except ˇin ˇMembership ˇFile Maintenance. ˇTheir records, ˇhowever, ˇare kept on file. Youth records will always contain an "A" since only active youths are registered each year.ˇThis field is to accomodate those Leaders who do not re-register, but ˇat ˇa ˇfuture date decide to re-join. ˇSaves typing ˇby ˇjust ˇre- activating them and no training data will be lost GROUPSYS Page 8 Control File Maintenance Menu Options con't ÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕ Your options at this point are: - "F2" to add a new record - "F4" to delete an existing record (and all associated records) - "Enter" to edit an existing record - "Esc" to return to the Menu Seeking ˇis ˇa feature found throughout "GROUPSYS". ˇTo use it all ˇyou need to do is key the first letter of, ˇin this case, the last name and the cursor will jump ˇto the first record ˇmeeting ˇthat criteria. ˇFor example, ˇkeying a "B" would jump to the first name beginning with "B". If there is more than one name beginning with a "B", ˇthen key the next letter of the desired name. For example, "B" then "A" would jump to the first ˇname beginning with "BA". ˇAnd so on. ˇˇSeeking Leader names can speed ˇup ˇdata entry significantly. ˇCumulative keystrokes ˇwill ˇwork until you hit "Enter" ˇor any cursor control key - Up, Down, Home, End, Page UP, or Page Down. Cursor ˇcontrol keys also work the same throughout "GROUPSYS". ˇUp will move ˇup one record in the list, ˇDown will move down one record in the list, ˇHome will take you to the first record in the list, ˇEnd to ˇthe last record in the list, ˇPage Up will move up one page in the list ˇor to ˇthe first record if too close to the top, ˇand Page Down will ˇmove down ˇone ˇpage in the list or to the last record if too close ˇto ˇthe bottom. Wise ˇuse of the Seeking capability as well as smart use of the ˇcursor control keys can speed up your data entry or inquiry substantially. Back to Membership Maintenance. a. Add a Record To ˇadd ˇa record simply hit "F2". ˇYou will be presented with ˇa ˇdata input screen. ˇEnter all pertinent data. The cursor "Up" ˇkey will move you ˇback ˇone field at a time. ˇThe cursor "Down" ˇkey will ˇmove ˇyou forward ˇone ˇfield ˇat a time. ˇThe Health Card ˇNumber ˇis ˇcurrently formatted for Ontario residents. This can be easily changed if there is enough out of province interest. Escape will return you to the Select Member List and WILL NOT save ˇthe data ˇyou entered. ˇTo save the data, ˇyou must either enter all fields (even if blank) ˇor hit "Ctl-W" ˇafter you have entered as much data as you want. Be sure to exit the last field before hitting "Ctl-W". GROUPSYS Page 9 Control File Maintenance Menu Options con't ÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕ b. Edit a Record To ˇedit existing data simply place the highlight over the ˇname ˇwhose data ˇyou wish to edit and hit return. ˇThe same rules as for adding ˇa record apply. c. Delete a Record To ˇdelete a record, ˇplace the highlight over the name whose data ˇyou wish to delete and hit "F4". You will be prompted to confirm you really do ˇwant ˇto delete the record. ˇThis deletion will delete the all ˇthe member's ˇrecords from the database. ˇThis includes the basic data ˇand all ˇTraining completed.ˇIt is recommended that you print a full Record Sheet for each Leader you wish to delete before final deletion. Leaders have been known to change their minds and return to Scouting. ˇHaving a hard copy of their record eases re-entering their data. Deletion ˇis ˇmeant for those cases where there is no chance ˇa ˇmember will ˇre-join the Group. ˇIf you are uncertain, ˇit is better to simply mark ˇthe member as Inactive in the database. ˇThis way the records are kept ˇand that member will not appear anywhere else in the system. ˇYou can always delete the member when you become certain. 2. Section File This ˇoption ˇallows ˇyou to enter or maintain data ˇrelating ˇto ˇeach Section. The same mechanism and methods of adding, editing, or deleting Badges apply as for Membership Maintenance. One note on the fields for Number ˇof Youths this year. ˇThis field ˇis maintained automatically as you add, ˇdelete or transfer youths ˇeither manually or by importing. The last year number is transferred from this year at your discretion when importing ˇdata from a Section's diskette. If you are not using the companion programs (BEAVSYS, CUBSYS, SCOUTSYS, VENTSYS, ˇROVSYS), ˇthereby allowing you to import data, ˇthen you will need to maintain these fields manually. 3. Training File This ˇˇfile ˇcontains ˇa list of all training courses available to ˇthe Leaders. ˇˇThe ˇfile ˇhas been pre-loaded with ˇmost ˇof ˇthe ˇTraining available. As ˇwith ˇBadge Maintenance, ˇthe same methods as ˇused ˇin ˇMembership Maintenance apply. GROUPSYS Page 10 Control File Maintenance Menu Options con't ÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕ 5. Leader - Training Accomplished File This ˇfile was originally intended to input, ˇedit or delete a ˇLeaders individual ˇtraining ˇaccomplished.ˇbut a better method to do this ˇwas found. This ˇimproved ˇmethod is found on the Accomplishment Entry Menu (from ˇthe ˇMain ˇMenu). ˇˇThis maintenance ˇhas ˇbeen ˇleft ˇhere ˇfor continuity ˇonly and only inquiry is allowed. ˇNo data may be ˇentered, changed or deleted here. 6. Transfer Leader Records from a Section to Another This ˇoption allows you to transfer a leaders records from one ˇSection to another. ˇThis is done typically as a Leader moves from one ˇSection to ˇanother ˇas ˇhis son or daughter moves up. ˇBy ˇusing ˇthis ˇoption integrity ˇof the data base is maintained and no training ˇrecords ˇare lost. 7. Transfer Youth Records from a Section to Another Same as #7. (My way of saving typing). Usually done as a youth moves up during the Scouting year rather than at the end of the year. 8. Select Contact Leader for a Section This ˇallows you to easily select the Contact Leader for each ˇSection. You ˇshould ensure that this is done as each listing containing Leaders or ˇSections ˇspecifies the Contact Leader. ˇAll Scouters in the ˇGroup should be aware of the Contact Leaders for each Section. GROUPSYS Page 11 Accomplishments Entry Menu Options ÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕ …ÕÕÕÕÕ ACCOMPLISHMENT ENTRY MENU ÕÕÕÕÕÕÕÕª ∫ ∫ ∫ 1. Enter Leader Training Completed ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ »ÕÕÕÕÕÕÕÕÕÕÕÕÕ Esc to Return ÕÕÕÕÕÕÕÕÕÕÕÕº 1. Enter Leader Training Completed This option is where you will do most of your data entry. Not much, eh! It has been designed to speed this process as much as possible. When you select this option, ˇa ˇcalendar will appear. ˇSelect the date the training was completed by using the cursor control keys. A reminder of these cursor control keys has been put at the bottom of the calendar for reference. ˇI ˇdecided to use a calendar rather than just inputting the ˇdate because I quite often am tardy in entering data and was tired of running to the wall calendar. ˇLet's see. ˇThey did that on the last weekend last month. ˇWhat was the date again? ˇOr I tried counting back on my fingers. ˇThey did that at a meeting on Tuesday. ˇIf today is the 27'th then Tuesday was the...27, 26, 25, 24, ˇ23'rd. It is a lot easier to just select a date from the pop-up calendar. Next ˇyou ˇwill be prompted for the Training which was completed. ˇThis enables you to update all Leader records for that specific training. ˇA list ˇof ˇSections ˇappears next. ˇSelect the Section ˇwhich ˇa ˇLeader belongs to. Next a list of Leaders will appear. If any Leader has already completed that training an asterisk (*) ˇwill appear next to their name. ˇYou can determine when they completed that requirement by highlighting their GROUPSYS Page 12 Accomplishments Entry Menu Options con't ÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕ name and hitting "F5". ˇThis is a useful feature if you need to reverse the completion of training for any particular Leader Simply by highlighting a Leaders name and hitting "Enter" ˇwill ˇrecord that ˇtraining ˇas ˇbeing ˇcompleted ˇon the ˇdate ˇselected. ˇˇIf ˇyou inadvertently select the wrong Leader ˇdon't worry. "Enter" ˇagain will remove that training record from the records. ˇThe asterisk will toggle as you do this. You cannot toggle any existing completed training if it has a different date ˇthan the one selected on beginning data entry. ˇIf ˇyou ˇneed ˇto reverse a previous entry, check the completed date by using "F5", ˇthen exit and re-enter using that date. GROUPSYS Page 13 Reports and Inquiries Menu Options ÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕ …ÕÕÕÕÕ REPORTS AND INQUIRIES MENU ÕÕÕÕÕÕÕª ∫ ∫ ∫ 1. Section Member Listing ∫ ∫ ∫ ∫ 2. Youth Listing ∫ ∫ ∫ ∫ 3. Leader Listing ∫ ∫ ∫ ∫ 4. Leader Training Record Listing ∫ ∫ ∫ ∫ 5. Section Information Listing ∫ ∫ ∫ ∫ 6. Summary Listing ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ »ÕÕÕÕÕÕÕÕÕÕÕÕÕ Esc to Return ÕÕÕÕÕÕÕÕÕÕÕÕº 1. Section Member Listing This ˇoption gives a list of Youths Addresses and Phone Numbers as well as ˇthe Leaders Addresses and Phone Numbers by Section. ˇYou can choose to print the listing for all Sections or for only one selected Section. The Contact Leader is indicated with a "*" beside their name. Output ˇcan be to the Screen, ˇto the Printer, ˇor to a file for ˇlater printing. I frequently print to a file(s) ˇand then copy the files to a diskette. ˇˇThe files on the diskette can then be printed on ˇa ˇbetter quality printer. 2. Youth Listing This listing lists all the Youths in the Group with Addresses and Phone Numbers. ˇˇYou ˇcan ˇchoose to print the report ˇalphabetically ˇor ˇby Section. Again output can be to the Screen, Printer or to a disk File. GROUPSYS Page 14 Reports and Inquiries Menu Options Cont'd ÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕ 3. Leader Listing This ˇlists ˇthe Names, ˇAddresses and Phone Numbers for all Leaders in the Group. They can be listed alphabetically or by Section. The Contact Leader is indicated with a "*" beside their name. 4. Leader Training Record Listing This is simply a Record of all Training Completed on file for a Leader. 5. Section Information Listing This ˇoption prints all general information on file for a Section. ˇˇIt lists Meeting place, Meeting times, Contact Leader, etc. 6. Summary Listing This option lists the number of Youths and Leaders by Section with sub- totals by Section Type (Beavers, Cubs, etc.) and Grand Total. ˇIt shows the ˇnumber ˇof ˇYouths this year as well as last year ˇfor ˇcomparison purposes. ˇˇIn ˇaddition, ˇˇin order to keep the ˇrecords ˇstraight ˇit recalculates the number of youths on file for this year and adjusts the numbers in the Section File if necessary. GROUPSYS Page 15 System Utilities Menu Options ÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕ …ÕÕÕÕÕÕÕÕ SYSTEM UTILITIES MENU ÕÕÕÕÕÕÕÕÕª ∫ ∫ ∫ 1. Configuration File Maintenance ∫ ∫ ∫ ∫ 2. Back Up All Data Files to Floppy ∫ ∫ ∫ ∫ 3. Restore All Data Files from Floppy ∫ ∫ ∫ ∫ 4. Re-Index All Data Files ∫ ∫ ∫ ∫ 5. Reset System Date and Time ∫ ∫ ∫ ∫ 6. Import Data from Floppy ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ ∫ »ÕÕÕÕÕÕÕÕÕÕÕÕÕ Esc to Return ÕÕÕÕÕÕÕÕÕÕÕÕº 1. Configuration File Maintenance This ˇoption allows you to specify some basic data about ˇyour ˇsystem. Your ˇGroup ˇname is specified here. ˇThis is what will ˇprint ˇon ˇall reports. ˇYour province is specified here as well. This will be used to accommodate ˇˇdiffering ˇHealth ˇCard ˇNumbering ˇsystems ˇin ˇˇvarious provinces in future releases (if there is any interest). If you have a Colour Monitor, ˇspecify it here and all screens will ˇbe in ˇcolour. ˇA ˇhint. ˇIf you have a laptop computer with a ˇmonochrome monitor and colour graphics capability (256 ˇshades of grey?), ˇspecify "N". The screens will show up better. Your ˇprinter ˇname will be shown. ˇIf you wish to change your ˇprinter then ˇhit ˇ"Y". ˇA ˇlist of known printers will be displayed. ˇIf ˇyour printer ˇis ˇlisted simply select it. ˇIf not you can add your ˇprinter type to the list. Hit "F2". To add a new printer to the list, you will need your printer manual for the necessary control codes. Add ˇyour ˇprinter ˇname. ˇˇAdd the control ˇcodes ˇfor ˇNormal ˇPrint, Compressed Print, Expanded On Print and Expanded Off Print as a 3 GROUPSYS Page 16 System Utilities Menu Options Cont'd ÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕ character ˇdecimal numbers separated by "\". ˇFor example to enter "Esc M", it would be entered as "027\077\". There are far too many printers out there for me to pre-load them ˇall. This option allows you to tailor your specific printer to the system. 2. Back Up All Data Files to Floppy This ˇoption ˇallows you to back-up your data to floppy ˇdisk. ˇˇIt ˇis highly recommended that you do so frequently. ˇRe-entering all ˇrecords and reconstructing records can be a nightmare. Be prepared. Back up. It is also an easy way to transfer data among Leaders for planning. ˇIt is recommended that one Leader be responsible for updating the ˇrecords but each Leader could use the data for planning. 3. Restore All Data Files from Floppy This ˇoption ˇallows ˇyou ˇto ˇrestore all ˇdata ˇfrom ˇfloppy ˇif ˇthe unthinkable ˇhappens. ˇˇIt is also a good way to ˇtransfer ˇdata ˇamong Leaders. 4. Re-Index All Data Files This option should not be required. ˇHowever, experience has shown that sometimes indexes get corrupted (probably from hard drive problems). If your ˇdata ˇseems screwy or disorganised then the indexes have ˇsomehow become corrupt. Re-indexing will put order back into the system. If you use the DOS COPY to move files, ˇyou MUST re-index or the system will ˇlose it's integrity. ˇWe recommend using the Back-up and ˇRestore functions ˇfrom the menu since files are automatically re-indexed ˇwhen necessary. 5. Reset System Date and Time This has been included for older systems which do not have an ˇinternal clock. ˇˇIt simply sets the system Date and Time so that ˇthe ˇcalendar used ˇfor ˇdata ˇentry is reasonably correct and that the date ˇon ˇall printed reports is correct.. 6. Import Data from Floppy This option will append or replace records to your data base from data GROUPSYS Page 17 System Utilities Menu Options Cont'd ÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕÕ base ˇfiles ˇon diskette. ˇThese files will have been created by ˇyour associated ˇSections using BEAVSYS, ˇCUBSYS, ˇSCOUTSYS, ˇVENTSYS, ˇˇand ROVSYS. It is intended to reduce keypunch time during registration. You ˇwill ˇbe ˇprompted for the drive containing the ˇfloppy ˇdiskette, whether ˇyou are importing Leader or Youth data, ˇwhether you want ˇto replace the data on file or simply append records to the existing data, and if replacing Youth data whether you wish to move the current ˇcount of Youths by Section to the Last Year field in the Section File. Generally speaking you will replace youth data once per year moving the current counts to last year. If you find it easier to replace data more than once during the registration process, ˇbe sure you answer "NO" ˇto the move to Last Year prompt or the counts will be incorrect. ˇYou can, however, ˇˇadjust ˇthose counts using Section File Maintenance ˇin ˇthe Control File Maintenance Menu. Leader ˇrecords should be appended or transferred! ˇIf you replace ˇthe Leader records for a Section, ˇALL Training data on file for Leaders in that Section will be lost. Only use replace when initially starting the system. ˇˇFrom that point on you should append new Leaders or ˇtransfer existing ˇLeaders from one Section to another. ˇThis will preserve ˇthe Training records of each current Leader. GROUPSYS Page 18