user manual
Contents
1. ll Mobile EMail ffranck sopac or fi EMallPie EMail Intranet __ O Record 14 4 1 M of 3 Filtered A typical form such as the one described above contains various buttons and set of buttons described in the following chapters The forms are not resizable and are designed to work on a 800x600 screen The TAB key allows moving between fields Combo boxes provide a list of allowed options If the user double click on any combo box he opens the related list allowing him to extend this list of items A validation field can be easily toggled using the space bar 4 2 The main buttons Close Cancel Save Delete gt e a w These buttons provide the following functions 1 Save the current record It is to be noted that each record is automatically saved when the user moves out of the current record 2 Delete the current record A message requesting the user to confirm the deletion will appear preventing any involuntary loss of data 3 _ Roll back to the original record after modifications 4 Find a record based on the text in the current field 5 Close the form 4 3 Navigation buttons Record 14 4 1HE HI of 3 The following buttons allow the user to move between records In the sample the first record is displayed out of a total of 3 records The last button on the right allows the entry of a new record 4 4 The filter and list form buttons Filter List The first2. Stages e Stage I and Stage II Design specification of the program following the analysis of SPREP requirements e Stage III System Implementation and training e Stage IV Enhancements not detected in Stage I and II as well as finance travel and budget forecasting information e Stage V inclusion of performance information and analysis of such information This report describes the program at the end of Stage III 2 The Menus 2 1 The Opening South Pacific Regional Environment Programme Operations and Administration SUPRC South Pacific Applied Geoscience Commissi Fam EIR E M ail postma stera snpac nng The opening form is an introduction to the system it sets up the default interface and various parameters for the system For instance it defines the page margin used in all reports It also checks that the user is using the SPREP MDW workgroup security file If this file is not detected the system advises how to connect to this security files using the MS Access Workgroup Administrator and quit the application For a use of the MS Access workgroup Administrator please refer to the MS Access Manual During the opening the delegation of authority table is checked and additional rights are added to the user account if the delegation is applicable The rights are cumulative and not exclusive 2 2 The Switchboards 2 2 1 Themain switchboard The main switchboard provides information on who is logged in and w
3. button provides a filter form where the user specifies criteria that will extract the record matching these criteria People Filter To remove the criteria filtering click on clear and then apply The second button provides a listing of the records that the form holds 4 5 The print button Some list forms contain a print button above the filter button that will produce a report similar to the displayed form 4 6 The Current Old All buttons Current All Old pEr Some records have a current field for the user to specify which records are still valid These buttons allows to quickly filter between the current records and the old ones 10 5 Reporting 5 1 Description of a Usual Report A report is the corresponding print out of a form It provides to the user a printed extract of the database The forms are printable but the design and colours are not suitable for black and white printing 6 Security Access95 and SPREP Organisation and administration programmes system require the user to login Access provides an utility which will link access with a security file called a workgroup file This utility the ms access workgroup administrator links to the SPREP MDW file located in the same directory as the database Adding users is made through the people and organisation form and not from the standard Access Security menu As soon that a security ID is attributed in the security tab the user is created with PeopllD as
4. list is used 12 Navigation Buttons In form view at the base of the screen there is a horizontal scroll bar containing buttons that are used to aid navigation through data Go to next record Go to specific record user types which one in box shown o to previous record o to first record One to many Relationship A one to many relationship 1s the most common type of relationship in a relational database In a one to many relationship a record in Table A can have more than one matching record in Table B but a record in Table B can only have one matching record in Table A A typical example of this kind of relationship 1s that between Training Registrar and Trainees in the SPREP Database a Training may have one or more Trainees associated with it but in order for a Trainee to be stored in the database it must be linked to a Training One to one Relationship In a one to one relationship a record in Table A can have no more than one matching record in Table B and vice verse This kind of relationship is unusual but an example might be of a database containing employee salary details with one table containing personal details such as name and address etc and the other table containing the person s name manager and current salary in this instance there would be a one to one relationship between the two tables Ouery Oueries enable the user to retrieve data from their database that matches certain conditions or criteria the dat
5. SOPAC SPREP Administration and Project Management Database _ User Manual SOPAC Miscellaneous Report 281 Franck Martin 2 1 2 2 2 2 1 4 1 4 2 4 3 4 4 4 5 4 6 SPREP Administration and Project Management Database User Manual Table of Contents Tans ete leu le Ta Y O O aa 3 TnheMenuS cei aT GU O DG a al da Od RO 3 Te OpeEniNG YY aaa AAG LLALL LG LLA LLA YL LLW aaa 3 Tne SwWilChbOardS 2 cu RA 4 The main SWIC HD arc TTT 4 System StrUCtUrE cu ua CU YU DR a eia iLa 8 TheUser Irterlace cud a dun WY RA CNW 9 Description of a typical form ses ese eee ee ee eee 9 The main buttons Close Cancel Save Delet6 9 Navigation buttons sse eee 10 Tne filter and lIsuTorm DUIIOnIS au E Ea EEE Ert 10 FAS Orin LLU Ou ade 10 The Current OId All buttons sese eee eee eee 10 PBT Y Ga A Ae 11 Description of a Usual Report sese eee eee 11 SOC UU ori O an 11 COMGIUSION YU A I HT NFED FE 11 Glossary Of Terms uei aana a aaa OO 11 1 Introduction The South Pacific Environment Programme is looking forward to the installation of a program to deliver administrative and project related data to its staff in a user friendly interface SPREP contracted RKS Australia to design the specification of such program It was decided to use these specifications as a development base for MS Access The development of this program is composed of 5
6. a that is retrieved depends on the structure of the query Queries are an efficient way of viewing related data from several different tables at once Read only In the SPREP Database some forms are set to be read only meaning the data cannot be altered but only viewed on screen Record Selector Within a data entry form the left hand side of the form often has a small box containing different symbols denoting the status of a record in the database 1 e Record that is currently being viewed which has already been saved New Record Record edited but not yet saved changes can be undone by pressing Esc Record being edited by another user Relationship An association between common fields columns in two tables For example the People and PeopleLanguage tables are related on People ID Report Output of data from a query or table in Microsoft Access in document form Scroll Bars A typical Windows style control which aids the user to view different parts of the screen or navigate their way through a combo box Scroll bars can either be vertical appearing at the right hand side of the screen or horizontal appearing at the base of the screen Security A set of features used to specify or restrict the access that specified users or user groups have to data and objects in a database 13 Source Each form report guery and every individual field on each of these objects has this property referring to which underlying t
7. able or part of a table its data is derived from Switchboard The initial screen that the user is presented with after logging onto SPREP Database It is from this screen that they navigate their way around the system Tab Order The order in which the cursor moves from one field to the next on a form on pressing the Tab or Enter key Table The fundamental structure of a relational database management system In Microsoft Access a table is an object that stores data in records rows and fields columns The data is usually based on one particular category or entity Text Box A control that provides a place to enter or view text in a form or report Validation Rule A rule that sets limits or conditions on what can be entered in one or more fields Validation rules can be set for a field record or control on a form The rule is checked when the focus moves from one field or control to the next Microsoft Access displays a different message whenever the rule is violated Wizards A Microsoft Access tool that asks the user questions and creates an object according to his or her responses for example tables gueries reports forms and controls on forms such as buttons and combo boxes can all be created guickly using Wizards 14
8. as the approval of various staff reguests 2 2 1 1 3 Administrative Menu The administrative menu contains the definition of all lookups and category tables needed to input the data in other forms It contains also the forms to input selective data reserved to special staff categories such as librarian and legal officer rr k 0 Y Pr Fn 2 2 1 2 System buttons The system buttons provide the following functions e Change user password Change Password e Record information about database ownership g System Options South Pacific Regional Environment Pro SPREP P D Box 240 Westem Samoa MestemSamoa pani CM yy mw e ob Til x At i ie a The Director i e Log a reguest or a problem for the IT staff to prioritise and plan the future enhancements of the system ystem equests Change Enhancement o New Feature E Normal Priorite PE 19 02 96 13 22 04 Problem Next Upgrade Emor Message OLE Automation error Whenever IErrer Humber 2147221477 Module Procedure tE Error Line U Curent Access Environment Information ee et i u priori es only when Date 19 02 98 13 22 04 a aa Reports Tasks Travel OG System Structure H Password Options Requests Switchboard General Menu General Lookups Financial Personal N Even
9. ate Time and Yes No but there are many more Datasheet Data from a table form or query displayed in a row and column format similar to a spreadsheet Design View A window displaying the design of a table form query or report In this view existing objects can be modified and new ones can be created Entity Term used in database design to describe something about which information is known For example A Project is an Entity and its attributes include the Project Number Budget Line Percentage completed etc Focus This refers to the most current cursor position on a form Whichever field on a form has the cursor in it is said to have the focus Form A form is a screen where a user can input and edit information The form is based on a table meaning that when data is typed into the form it is stored in the underlying table Forms may sometimes be based on more than one table 1 e a query Form View This is the view of the form that the user sees when opening a form and entering data Forms have two other kinds of views design view which is the layout of the form s design without the display of underlying data and datasheet view which is a view of the data the form is based on in row and column format similar to a spreadsheet List Box This is a simple list of values that the user can select from instead of having to type them in The main advantage is that data will always be input correctly and consistently if a
10. hich Workgroup file is used The switchboard also provide to the director and heads of divisions information on the number of leave travel and orders that need approval The main switchboard is separated in 2 zones The first zone gives access to user menus that organises the different databases objects in categories The second zone allows the user to specify some system parameters and also change the login password SPREP SwitchBoard efe Se Ss lt lt ZO SPREP Switchboard Franck Martin General Henu Management Menu Administration Menu Workgroup File CAUSERSSFRANCEASPAREPSSPREP MDM Change Password System Options South Pacific Applied Geoscience Commission Tel 679 381377 Fas 679 370 O40 E Mail postmaster zopac org f System Request Exit 2 2 1 1 User menus 2 2 1 1 1 Staff Menu The staff menu provides basic operation for each individual staff It contains the forms for the applications of leave and travel in the personal section The lookup section allows consultation of SPREP general information such as the information provided by the library General Tasks Henu SPREP Switchboard Ke Franck Martin Financial General Lookups Personal Reports 2 2 1 1 2 Management Menu The management menu provides to the Director and the Heads of Division the possibility to manage the delegation of Authority as well
11. login and with no password The user 19 automatically promoted as staff The database manager then specifies the various groups the user belongs to A staff security report is provided under the administration menu to keep track of the access user and their permissions If the PeopleID needs to be changed it is recommended to delete first the security ID then to modify the PeopleID and then to retype the security ID 7 Conclusion If the database is now operational it has been detected that some features are not related to SPREP operations Some designs were fortunately changed during the presence in SPREP but some will require further developments This is particularly true with the subscription database and the flight table Also some users requested a warning and information system through the use of an e mail package Some rudimentary warning system was coded inside the database to palliate the non integration with an e mail system It is to be noted that at the time the specifications were written SPREP wasn t yet committed to a particular e mail system Fortunately Stage IV was designed to correct such implementations which were not defined in the specifications one year ago and hopefully the system will be more and more user friendly and include more corporate data 8 Glossary of Terms Attribute Term used in database design to describe different pieces of information about an entity for example a Project is an Entity something
12. that information is stored about and an example of one of its attributes would be the Project Number Bound Control An object on a form or report whose contents is based on a field in an underlying table or query Command Buttons A button on a form that carries out a certain function for example all forms in SPREP Database have a Close button Some forms have other buttons on them that open other forms Caption The name that is displayed at the top of a form or report window or the label of a field on a form 11 Check Box A control on a form that stores a Yes No value For example the Leave Form has check boxes on it in order to record whether or not a leave has been approved When checked a cross appears in the box which is stored as a Yes Combo Box This is a scrolling list of values that the user can pick from when inputting data and its advantages are similar to a List Box except with many Combo Boxes the user can input a new value if the required one is not already in the list Criteria A set of limiting conditions used in a query to restrict the output to a specific group of records For example many of the filters in SPREP Database require the user to select a value from a list prior to running their selected filter Data Type This determines what kind of values are allowed in a field For example text cannot be stored in a field with the Number data type Common data types include Text Number D
13. ts O Projects i Leave Environment mines Funding a Application Inventory ba h Leave Events Snapshots Baas People Leave Entitlements Orders Delegation Leave Management of Authority Applications Graer eae Men Staff Travel enu Applications Administration Menu General Activities Orders Calendars Travel Events Inventory Leave Categories activities Media Lookups Accuracy Freguency Activity Islands Levels Y Airports Languages Project Countries Roles Travel Country Bi Languages Divisions Maintenance oe Special Convention Days Currency Staff E Staff Leave Flight ho Holidays Reports Diary Na Tasks a Inventory Visas Orders ex Subscriptions Subseribrs S ete Hotels UU a subscriptions a Travel pplications 4 The User Interface 4 1 Description of a typical form People amp Organisations People amp Organisations enl Old FRANCE Franck Martin General Address Details Details 2 Comments Security PeoplelD FRANCK Person M Current M Last N ame or Martin Organization First Name Franck Known By Gender Male a DOB 2F Oct 68 Phone 679 381 377 Phone AHT gt Z gt Fax BET Fas AH
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