Staff Training Database - Perfect Computer Solutions, Inc.
Contents
1. 16 License Agreement 18 3 OVERVIEW This software package was created to maintain Staff records and their individual training Staff member s personal information and specific training criteria can be easily viewed at a glance Data Migration Staff and Training Courses must be entered in to begin using the Staff Training Database Microsoft Access can import data from other applications Perfect Computer Solutions is not responsible for data that has been imported We at Perfect Computer Solutions can offer the service of importing data and it is recommended that if there is any data to be imported Perfect Computer Solutions shall be the one to do this Networks Perfect Computer Solutions Staff Training Database can be used over a network Additional licenses can be purchase through Perfect Computer Solutions at a discounted rate It is recommended that any network licenses be installed and setup by Perfect Computer Solutions Perfect Computer Solutions is not responsible for other parties network setup failure Customization Perfect Computer Solutions can modify this software package to fit any customized needs Please contact Perfect Computer Solutions for any updates or changes desired 4 SOFTWARE INSTALLATION NOTE Please read the software License Agreement which is located on the CD envelope before2. FIRST RECORD Click LAST RECORD Click 11 DELETING COURSES To delete a Course click the Delete Course icon that is represented by the picture of a garbage can WARNING Once a Course is deleted there is no way of retrieving the information back again There will be extra prompt to make sure this is what was wanted Click OK to delete or Cancel to exit deleting process NOTE It is a good procedure to backup important files daily or more often if necessary It is better to be safe than sorry EDITING EXISTING COURSES To edit a Course record first find the Course See Searching Staff that needs to be changed then make any necessary changes to the fields SEARCHING COURSES To search for a Course click the Search Courses icon that says Find A Find dialog box will appear that looks like this There are a few different ways to search Find What This is where the search text is entered Search All Up and Down are the options Searching will start on the current record Example If the form is on record number 100 out of 200 records and Up is chosen this will search through records 1 100 If Down is chosen this will search through records 100 200 All will search all records from 1 200 This field is mainly used for speeding up searches and normally All is used unless there are thousands of records to search through Match Any Part of Field W
3. KIND THE ENTIRE RISK AS TO THE RESULT AND PERFORMANCE OF THE PROGRAM IS ASSUMED BY YOU SHOULD THE PROGRAM PROVE DEFECTIVE YOU AND NOT PERFECT COMPUTER SOLUTIONS OR ITS DEALERS ASSUME THE ENTIRE COST OF ALL NECESSARY SERVICING REPAIR OR CORRECTION FURTHER PERFECT COMPUTER SOLUTIONS DOES NOT WARRANT GUARANTEE OR MAKE ANY REPRESENTATIONS REGARDING THE USE OF OR THE RESULT OF THE USE OF THE PROGRAM IN TERMS OF CORRECTNESS ACCURACY RELIABILITY CURRENTNESS OR OTHERWISE AND YOU RELY ON THE PROGRAM AND RESULTS SOLELY AT YOUR OWN RISK Perfect Computer Solutions does warrant to the original licensee that the disc s on which the program is recorded be free from defects in materials and workmanship under normal use and service for a period of ninety 90 days from the date of delivery as evidenced by a copy of your receipt Perfect Computer Solutions entire liability and your exclusive remedy shall be replacement of the disc not meeting Perfect Computer Solutions Limited Warranty and which is returned to Perfect Computer Solutions with a copy of your receipt If failure of the disc has resulted from accident abuse or misapplication of the product then Perfect Computer Solutions shall have no responsibility to replace the disc under this Limited Warranty THE ABOVE IS THE ONLY WARRANTY OF ANY KIND EITHER EXPRESSED OR IMPLIED THAT IS MADE BY PERFECT COMPUTER SOLUTIONS ON THIS PERFECT COMPUTER SOLUTIONS PRODUCT THE WARRANTIES OR MERCHANTABILITY AND FIT
4. installing this software Once the License Agreement is read and accepted 1 Please check the System Requirements section on Page 1 of this User Manual to make sure you have all necessary requirements to run this software 2 Open the envelope containing the Staff Training CD Insert the Staff Training CD into the CD ROM This should AUTORUN If it doesn t AUTORUN double click on My Computer then double click the CD ROM drive Double click on the icon Setup 3 Follow Setup prompts to finish installing software 4 If there are multiple user environments contact the system administrator Each user must login and reinstall this software using the above procedures 5 Reboot system If there are any problems regarding this installation please contact Perfect Computer Solutions Tech Support at 914 255 8000 5 STAFF TRAINING MAIN MENU Main Menu Options Staff Training This section is where every Staff member has his or her own specific training record Training for each individual Staff member can be added deleted modified viewed Staff This is where Staff is added deleted modified searched Training Courses This is where the training courses will be added deleted searched Reports Menu All reports are generated from this section Staff List Training Course List Specific Training Lists etc Exit Database This will exit the Staff Training Database to Windows 6 STAFF TRAINING FORM Every Staff member has a
5. training record This is where all modifications of their training are made A particular Staff member can be found by searching for them or by using the record selectors and his her training record can be modified There is a View mode and an Edit mode for displaying and modifying the training Clicking this button will toggle to view or edit mode NOTE Modifications can be made to the Staff record in this form Be careful not to overwrite any fields by accident If this happens hit the Esc key on the keyboard to undo any mistyped information This will usually bring back the old information VIEW MODE The view mode will only view the individual Staff record s training courses that were taken within the specified dates StartDate and StopDate To get to the Edit mode Click the View button NOTE Training cannot be added in the View mode EDIT MODE The edit mode will show all training that was taken for the individual Staff record This mode will allow additions to the training courses taken To get to the View mode Click the Edit button NOTE Classes must be added in the Training Courses part of the database Training cannot be added in the View mode TOTAL HOURS In View mode the total hours will be from the specified dates StartDate and StopDate In edit mode the total hours will be ALL hours of training NOTE If there are no training classes take
6. 1 Staff Training Database User Manual PURPOSE This software package was created to maintain Staff records and their individual training Staff member s personal information and specific training criteria can easily viewed at a glance SUPPORT Please direct any technical questions problems comments or suggestions to techsupport perfcompsolutions com or visit our website at www perfcompsolutions com SYSTEM REQUIREMENTS Microsoft Windows NT 95 98 and Microsoft Office 97 with Access This software package was designed to be run at 800 x 600 resolution desktop size or larger If the resolution size is any smaller ie 640 x 480 certain screens will not all fit on one display Note To change desktop settings right click on an empty portion of the desktop click properties then click the Settings tab This is where the desktop area can be changed to 800x600 or larger 2 Staff Training Database Table Of Contents Section Page Overview 3 Software Installation 4 Staff Training Main Menu 5 Staff Training Form 6 Training Courses Form 10 Staff Form 13 Reports Menu
7. Find Next This is used to keep searching through the records if it has not completed searching all records and the specific record was not found The search may find multiple records with the specified search criteria Example There are many courses with the letters pre in them EXIT This will Exit to the Main Menu 13 STAFF FORM ADDING STAFF To add a Staff member either click Add Staff which is represented by the icon or click the button on the lower left hand side of the screen located in the record selector box which looks like this When adding Staff the ID field will auto number to a new ID number There is no need to add one manually VIEWING STAFF To scroll through the records the record selectors may be used by clicking on the buttons as follows Record Selectors PREVIOUS RECORD Click If this button is light gray this means the form is already at the first record NEXT RECORD Click If this button is light gray this means the form is already at the last record FIRST RECORD Click LAST RECORD Click 14 DELETING STAFF To delete a Staff member click the Delete Staff icon that is represented by the picture of a garbage can WARNING Once a Staff member is deleted there is no way of retrieving the information back again So be certain about this There will be extra prompt to make sure this is what was wanted Click OK to delete or Cancel to exit deleting process N
8. NESS FOR A PARTICULAR PURPOSE ARE HEREBY DISCLAIMED BY PERFECT COMPUTER SOLUTIONS AND ALL OTHER PARTIES INVOLVED IN THE CREATION PRODUCTION OR DELIVERY OF THIS PROGRAM THIS WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS AND YOU MAY ALSO HAVE OTHER RIGHTS THAT VARY FROM STATE TO STATE NEITHER PERFECT COMPUTER SOLUTIONS NOR ANYONE ELSE WHO HAS BEEN INVOLVED IN THE CREATION PRODUCTION OR DELIVERY OF THIS PROGRAM SHALL BE LIABLE FOR ANY DIRECT INDIRECT CONSEQUENTIAL OR INCIDENTAL DAMAGES ARISING OUT OF THE USE THE RESULTS OF THE USE OR INABILITY TO USE SUCH PRODUCT EVEN IF PERFECT COMPUTER SOLUTIONS HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES OR CLAIM SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES SO THE ABOVE LIMITATION MAY NOT APPLY TO YOU 6 MISC This License Agreement shall be governed by the laws of the State of New York and shall insure to the benefit of Perfect Computer Solutions its successors administrators heirs and assigns 7 ACKNOWLEDGEMENT YOU ACKNOWLEDGE THAT YOU HAVE READ THIS AGREEMENT UNDERSTAND IT AND AGREE TO BE BOUND BY ITS TERMS AND CONDITIONS YOU ALSO AGREE THAT THIS AGREEMENT IS THE COMPLETED AND EXCLUSIVE STATEMENT OF AGREEMENT BETWEEN THE PARTIES AND SUPERCEDES ALL PROPOSALS OR PRIOR AGREEMENT VERBAL OR WRITTEN AND ANY OTHER COMMUNICATIONS BETWEEN THE PARTIES RELATING TO THE SUBJECT MATTER OF THIS AGREEMENT Should you have any questions concerning this A
9. OTE It is a good procedure to backup important files daily or more often if necessary It is better to be safe than sorry EDITING EXISTING STAFF To edit a Staff record first find the Staff member See Searching Staff that needs to be changed then make any necessary changes to the fields SEARCHING STAFF To search for a Staff member click the Search Staff icon that says Find A Find dialog box will appear that looks like this There are a few different ways to search Find What This is where the search text is entered Search All Up and Down are the options Searching will start on the current record Example If the form is on record number 100 out of 200 records and Up is chosen this will search through records 1 100 If Down is chosen this will search through records 100 200 All will search all records from 1 200 This field is mainly used for speeding up searches and normally All is used unless there are thousands of records to search through Match Any Part of Field Whole Field Start of Field are the options Any Part of Field This will find records if any part of the field matches what was typed in Find What Whole Field This will find records with exactly what was typed in Find What Start of Field This will find records that the field starts with what was typed in Find What Examples Using field First Name and Find W
10. PR Course was taken YDS Report The Training Dates report will list all Staff members and when their latest most recent YDS Course was taken ART Report The Training Dates report will list all Staff members and when their latest most recent ART Course was taken Toxics Report The Training Dates report will list all Staff members and when their latest most recent Toxics Course was taken Staff Report The Staff Report will list all Staff members in the database EXIT This will Exit to the Main Menu 18 LICENSE AGREEMENT CAREFULLY READ ALL THE TERMS AND CONDITIONS OF THIS AGREEMENT PRIOR TO OPENING THIS DISC PACKET OPENING THIS DISC PACKET INDICATES YOUR ACCEPTANCE OF THESE TERMS AND CONDITIONS If you do not agree with these terms and conditions return the unopened disc packet and the other components of this product to the place of purchase and your money will be refunded No refunds will be given for products that have an opened disc packet or missing components 1 LICENSE You have the non exclusive right to use the enclosed program This program can only be used on a single computer You may physically transfer the program from one computer to another provided that the program is used on only one computer at a time You may not electronically transfer the program from one computer to another over a network You may not distribute copies of the program or documentation to others You may not modify or translate
11. greement please contact in writing Perfect Computer Solutions 700 N Ohioville Rd New Paltz NY 12561 Or via E Mail techsupport perfcompsolutions com
12. hat as john Any Part of Field will find records containing john in the text Johnboy John and Johnny would be found Whole Field will find records only containing John Nothing else Johnboy would not be found because it does not match exactly Start of Field will find records with the first letters starting with john Johnboy John and Johnny would all be found because they all start with john 15 Search Only Current Field Whatever field the cursor is on at the time will be searched if this item is checked It will disregard all other fields If the cursor is on the First Name field it will only search through the first names on all records Match Case The text entered will match each letter by whether it is upper or lower case when searching If Johnny is the search text it will not find johnny because the lower case j does not match the uppercase J Again this check box is only used to speed up searching Find Next This is used to keep searching through the records if it has not completed searching all records and the specific record was not found The search may find multiple records with the specified search criteria Example There are many people with the name John EXIT This will Exit to the Main Menu 16 REPORTS MENU NOTE All reports will show a preview before printing All Training Report The All Training rep
13. hole Field Start of Field are the options Any Part of Field This will find records if any part of the field matches what was typed in Find What Whole Field This will find records with exactly what was typed in Find What Start of Field This will find records that the field starts with what was typed in Find What Examples Using field Course Title and Find What as pre Any Part of Field will find records containing pre in the text Pre service pressure and preservice would be found Whole Field will find records only containing pre Nothing else Pre service would not be found because it does not match exactly Start of Field will find records with the first letters starting with pre Pre service would probably be the only one found because this may be the only field that starts with pre 12 Search Only Current Field Whatever field the cursor is on at the time will be searched if this item is checked It will disregard all other fields If the cursor is on the Course Title field it will only search through the first names on all records Match Case The text entered will match each letter by whether it is upper or lower case when searching If Johnny is the search text it will not find johnny because the lower case j does not match the uppercase J Again this check box is only used to speed up searching
14. ing up searches and normally All is used unless there are thousands of records to search through Match Any Part of Field Whole Field Start of Field are the options Any Part of Field This will find records if any part of the field matches what was typed in Find What Whole Field This will find records with exactly what was typed in Find What Start of Field This will find records that the field starts with what was typed in Find What Examples Using field First Name and Find What as john Any Part of Field will find records containing john in the text Johnboy John and Johnny would be found Whole Field will find records only containing John and nothing else Johnboy would not be found because it does not match exactly Start of Field will find records with the first letters starting with john Johnboy John and Johnny would all be found because they all start with john 9 Search Only Current Field Whatever field the cursor is on at the time will be searched if this item is checked It will disregard all other fields If the cursor is on the First Name field it will only search through the first names on all records Match Case The text entered will match each letter by whether it is upper or lower case when searching If Johnny is the search text it will not find johnny because the lowe
15. n there will be an Error in View mode This is normal 7 TRAINING DATES These training date fields cannot be edited These are the latest most recent dates of training that were taken for each particular type of course This quickly shows what training a Staff member may need to take or when their last training dates were without having to scroll through them in View or Edit mode These dates change when Training Courses are added or modified according to the Course grouping See Training Courses Form Course Grouping VIEWING STAFF To scroll through the records the record selectors at the lower left hand side of the screen may be used by clicking on the buttons as follows Record Selectors PREVIOUS RECORD Click If this button is light gray this means the form is already at the first record NEXT RECORD Click If this button is light gray this means the form is already at the last record FIRST RECORD Click LAST RECORD Click ADDING TRAINING COURSES To add a Training Course make sure the mode is in Edit then go to a blank record in the course box which looks like This is where the HRC ID must be chosen first To do this click on the button Once the HRC ID is chosen the Course Title and Course will automatically be added If this is not the right one the HRC ID can be re chosen If the HRC ID is not there the course must be added in the Training Courses section first The Date and H
16. ort will show all training of the current Staff member chosen on this form To choose a new Staff member Click on the of the Staff ID field and choose out of the list of Staff Training Dates Report The Training Dates report will show all training of the current Staff member chosen on this form between the dates specified in StartDate and StopDate To choose a new Staff member Click on the of the Staff ID field and choose out of the list of Staff Airborne Report The Airborne Report report will list all Staff members and when their lastest most recent Airborne Course was taken Bloodborne Report The Bloodborne Report report will list all Staff members and when their latest most recent Bloodborne Course was taken FirstAid Report The FirstAid Report report will list all Staff members and when their latest most recent FirstAid Course was taken CPR Report The CPR Report report will list all Staff members and when their latest most recent CPR Course was taken REDBook Report The Training Dates report will list all Staff members and when their latest most recent REDBook Course was taken Suicide Prevention Report The Training Dates report will list all Staff members and when their latest most recent Suicide Prevention Course was taken 17 CMPR Report The Training Dates report will list all Staff members and when their latest most recent CM
17. ours need to be filled in after the course has been chosen To move from field to field the Enter key or the Tab key on the keyboard can be used EDITING TRAINING COURSES To edit an existing training course the Staff Training form must be in Edit mode The training courses can be scrolled through and can be modified by choosing a new Course ID or clicking on the date or hours and typing in the new changes 8 ADDING STAFF Staff can be added into the database from this form by clicking on the button on the lower left hand side of the screen located in the record selector box which looks like this When adding Staff the ID field will auto number to a new ID number There is no need to add one manually NOTE It is recommended to add Staff members in the Staff section and not from this Staff Training form SEARCHING STAFF To search for a Staff member click the Search Staff icon that says Find A Find dialog box will appear that looks like this There are a few different ways to search Find What This is where the search text is entered Search All Up and Down are the options Searching will start on the current record Example If the form is on record number 100 out of 200 records and Up is chosen this will search through records 1 100 If Down is chosen this will search through records 100 200 All will search all records from 1 200 This field is mainly used for speed
18. r case j does not match the upper case J Again this check box is only used to speed up searching Find Next This is used to keep searching through the records if it has not completed searching all records and the specific record was not found The search may find multiple records with the specified search criteria Example There are many people with the name John 10 TRAINING COURSES FORM COURSE GROUPING Course Grouping is very important Each Training Course must be grouped by the appropriate Course Grouping number Reason There may be 10 different Courses that are considered First Aid the only way of telling what dates the last First Aid Course was taken would be by the Course Grouping It is important to categorize them appropriately ADDING COURSES To add a Course either click on Add Course which is represented by the icon or click the button on the lower left hand side of the screen located in the record selector box which looks like this When adding Courses the ID field will auto number to a new ID number There is no need to add one manually VIEWING COURSES To scroll through the records the record selectors may be used by clicking on the buttons as follows Record Selectors PREVIOUS RECORD Click If this button is light gray this means the form is already at the first record NEXT RECORD Click If this button is light gray this means the form is already at the last record
19. the program or related documentation without the prior written consent of Perfect Computer Solutions YOU MAY NOT USE COPY MODIFY OR TRANSFER THE PROGRAM OR DOCUMENTATION OR ANY COPY EXCEPT AS EXPRESSLY PROVIDED IN THIS AGREEMENT 2 BACKUP AND TRANSFER You may make one 1 copy of the program solely for backup purposes You must reproduce and include the copyright notice on the backup copy You may transfer and license the product to another party if the other party agrees to the terms and conditions of this Agreement and completes and returns a Registration Card to Perfect Computer Solutions If you transfer the program you must at the same time transfer documentation and backup copy or transfer the documentation and destroy the backup copy 3 COPYRIGHT The program and its related documentation are copyrighted You may not copy the program or its documentation except for backup purposes and to load the program into the computer as part of executing the program All other copies of the program and its documentation are in violation of this Agreement 4 TERM This license is effective until terminated You may terminate it by destroying the program and documentation and all copies thereof This license will also terminate if you fail to comply with any terms or condition of this Agreement You agree upon such termination to destroy all copies of the program and documentation 5 LIMITED WARRANTY THE PROGRAM IS PROVIDED AS IS WITHOUT WARRANTY OF ANY
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