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WorkExpo User Manual

1. El WorkExpo will also automatically save a daily copy of each backup for each day of the week in the same folder you nominate Optionally you save multiple copies of the file Check the Automatic Multiple Backups tab in the Options dialog 12 4 Backing up to a CD You can backup to CD if you are using Windows XP and you have a CD Burner installed If you are using Windows 2000 or earlier versions of Windows you will get a message which says You cannot save in the folder you specified when you try to point to the CD Rom drive as the folder to save in Of course if you don t have a CD burner installed you can t backup to CD Follow these steps to backup your WorkExpo data file to CD under Windows XP 1 In WorkExpo go to the Main Menu and click the large Options button 2 Click the Backup tab 3 In the Save as box enter the path to the CD Rom drive or click the Browse button and navigate to the CD Rom drive 4 Enter a File Name to save as e g DataBackupFriday mdb 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 79 5 Then click the Backup Now button 6 WorkExpo will tell you that the backup is successful but what has happened is that Windows has copied the file to a temporary folder on the C drive as C Documents and Settings lt Username gt Local Settings Application Data Microsoft CD Burning 7 Next a pop up window in the bottom right corner of Windows will appear 8 i You have files waiting to
2. Ficticious employer record please delete Click the above icon next to the Employer address and WorkExpo will find the address on GOOGLE MAPS and open a web browser to show the map In Google Maps you can print the map if necessary 2013 Info Plan Software All Rights Reserved WorkExpo User Manual BMI Direct Marketing RINGWOOD Main Postal Work Types 3 Supervisors 2 User Defined BMI Direct Marketing First Name Maria Note Insert time date Ficticious employer record please delete s eserve P i f Resse oo is ingwood Square a A Eastwoc Primary Sc RC Ne Herman Pump Reserve The Google Map icon is available in WorkExpo adjacent to address fields Click the icon to view the map of the address in a web browser 4 13 Create Custom Documents with Mail Merge Wizard What to do Notes 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 27 1 Start Microsoft Word We will create a custom Student Certificate using a school logo 2 Open a blank document if one is Choose File New Document not already open 3 From the Tools menu select Microsoft W Microsoft Word Document Document Mail Merge ES File Edit View Insert Format Tools Table Window Help Oe SRY amp OY Seling F7 T Language Word Count A AutoSummarize AutoCorrect Normal Times New Romar Track Changes Merge Documents Protec
3. combination nothing 6 5 Delete Employer Records There are different methods you can use to delete employer records Method 1 Delete a single employer record In the employers window navigate to the employer record you wish to delete 1 From the Edit menu choose Delete employer 2 This will delete the employer record and any associated arrangement records Method 2 Delete several employer records in a single step In the employers window From the Edit Delete menu option choose Delete employer records In the Delete Employers wizard select the employers you wish to delete You can select multiple employer records for deletion then single click delete Follow the directions in the wizard Then click the Delete button g AYN a Method 3 Delete all employer records in a single step In the employers window 1 From the Edit Delete menu option choose Delete ALL employers records 2 Then click the Delete button This will delete all employers 3 All employer records and all arrangement records will be deleted A All associated details e g arrangements for deleted employers are also deleted 6 6 Defaults Employer Background Detail You can apply default values to each new employer record in order to save data entry Setting Defaults You can set defaults for background detail information in the employer window This saves having to update individual records if there is likely to be little difference i
4. e Add or customize merge fields in the main document s Merge data from the data source into the main document to create a new merged document e You can use Word s mail merge to create any type of document that maps fields to data not just mailings or lists 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 18 4 9 Email Arrangement Form You can email the work experience and SWPL arrangement forms or the Student Placement form in NSW from within WorkExpo Please note the following points You can only send one email at a time for an individual student You can send via Outlook GMail or a remote mail server e g Bigpond If you send using Microsoft Outlook then before sending you can preview and edit the message You can set email preferences and setting from the OPTIONS MISC tab or directly from Print Preview window 5 The employer the email is to be sent to is displayed at the top of the Email Settings dialog when in Print Preview 6 Only the Arrangement forms can be emailed However all other WorkExpo documents and lists can be saved in PDF format 7 If an employer has an additional email address for a postal contact then the email is sent to the postal contact and cc d to the other 8 Emails can only be sent in text format Bw M a To send a copy of the Arrangement form attached as a PDF document to an email follow these steps Select an individual student from the list in th
5. 4 You can assign this new tracking record with a placement see above vo To delete a tracking record for a student 1 In the Students window click the Track tab 2 Select the tracking record you wish to delete by using the tracking navigation buttons at the bottom of the tracking record Click the Delete blue link 4 The current tracking record is now deleted ie Notes e When you add multiple tracking records for a student the student will appear multiple times in the tracking matrix window e You can assign a placement arrangement to a tracking record if you wish but this is optional e A student may have an unlimited number of tracking records e Try to avoid confusion between the tracking navigation buttons and the student navigation buttons which are identical Note the student navigation buttons are at the very bottom left corner of screen at all times e You can view the outputs for tracking by using the track tab on the right side of the students window This is called the tracking matrix on line documentation 5 14 Customize Tracking In the Customize Tracking dialog you can do the following e Choose the number of tracking items From 1 6 e Determine the text for each tracking item thus the task the student must complete e Reset all tracking ticks for all students back to empty e Set or change the Header and Footer for the simple Tracking report 1 Select the number of tracking items y
6. User defined fields provide a way where you can store information which you determine You can specify the name of the field and you can choose whether the field is a text box or a drop down box If you choose a drop down box you can specify default values for the drop down box For example if you added a user defined field called Sport you could include a drop down box which may contain items such as Football Hockey Cricket etc as possible choices You can add up to ten user defined fields to the Students window and five user defined fields for employers 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 34 CELL EL Ciiiiiitii 1 2 3 4 1 To display field names back on the main student window enter the field names you wish to use here on the left here 2 On the REPORT tab you can enter the Name of the Report and a report description 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 35 5 Students 5 1 Import Student Records Overview You can import records into WorkExpo from any external electronic record keeping system You must however do this as a 2 step process Export the required records from your school s database system to an Excel file Import this file into WorkExpo using the Import wizard File menu Select Import Student or Employer records Follow the Import Wizard s instructions on screen How to import student records 1 In WorkExpo star
7. WorkExpo User Manual 95 You may install and use one copy of the SOFTWARE on a single computer The primary user of the computer on which the SOFTWARE is installed may make a second copy for his or her exclusive use on a portable computer This license is NOT transferrable to any other person at any time Only the person who purchased the SOFTWARE is licensed to use the SOFTWARE iii NETWORK MULTI USER LICENSE You may use as many copies of the SOFTWARE as your multi user license entitles you to in the manner specified above You are also entitled to make a corresponding number of secondary copies for portable computer use as specified above Multi user licenses are not transferrable 2 COPYRIGHT The SOFTWARE is owned by Info Plan Software and is protected by copyright laws and international treaty provisions as well as other intellectual property laws and treaties The SOFTWARE is licensed not sold You must therefore treat the SOFTWARE like any other copyrighted material 3 TERM OF LICENSE The license will continue until you physically destroy all copies of the SOFTWARE and merged portions thereof and return any original program media and documentation to Info Plan Software 4 OTHER RESTRICTIONS i TRANSFER OF LICENSE You may not transfer nor rent nor lease nor share the SOFTWARE with any other person or co worker Each user of the software must be licensed specifically In the case of a multi user licence licensed users mus
8. All Rights Reserved WorkExpo User Manual 85 COPY CTRL C PASTE CTRL V 14 3 Mouse Shortcuts To do this Mouse Shortcut Select an item in a list Double click on name To sort records Right click and select Sort Ascending or sort descending To filter records Right click and choose filter by selection To remove filter or sort Right click and select remove filter sort To cancel a button that appearson Slide the mouse off the button then release the left mouse button the screen after pressing it Most of these shortcuts are use in many Windows programs 14 4 Using Multiple WorkExpo Data Files Follow these steps How do I do this 1 Start WINDOWS EXPLORER Windows Explorer is the Windows File Management Tool that will help you get the most out of WorkExpo 2 Navigate to the WorkExpo folder The default path is C Program Files WorkExpo 3 Create a new folder below the Choose FILE then NEW FOLDER from the Windows Explorer file WorkExpo folder called Files menu Then name the new folder from it s default name 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 86 New Folder to Files 4 Copy the file DATA MDB from the This will close the Options Dialog box and return you to the Main WorkExpo folder to the WorkExpo Files Menu window folder 5 Start WorkExpo and linked back and In WorkExpo choose OPEN from the FILE menu navigate to the data forward between the two data files file
9. Except for the limited warranty set forth herein the SOFTWARE is provided AS IS to the maximum extent permitted by applicable law Info Plan Software disclaims all warranties either express or implied including but not limited to implied warranties of merchantability fitness for a particular purpose and non infringement with respect to the SOFTWARE and the accompanying documentation Without limiting the foregoing provisions Info Plan Software makes no warranty that the SOFTWARE will be error free or free from interruptions or other failures or and makes no guarantee that the SOFTWARE will meet your requirements The foregoing provisions shall be enforceable to the maximum extent permitted by applicable law CUSTOMER REMEDIES Info Plan Software and its suppliers entire liability and your exclusive remedy shall be at Info Plan Software s option either a return of the price paid or b repair or replacement of the SOFTWARE that does not meet Info Plan Software s Limited Warranty and which is returned to Info Plan Software with a copy of your proof of purchase This Limited Warranty is void if failure of the SOFTWARE has resulted from accident abuse misapplication or misunderstanding the purpose of the software Any such warranty period shall be at the entire discretion of Info Plan Software but will not exceed a period of thirty 30 days from purchase date NO LIABILITY FOR CONSEQUENTIAL DAMAGES In no event shall Info Plan Software or i
10. In print preview mode click the FILE menu and choose PAGE SETUP 3 In the MARGINS tab choose smaller or larger margins to move the letter around on the page as necessary E Letters in WorkExpo do not word wrap So if you make the LEFT margin wider or the RIGHT margin wider then check that the body text is not being truncated which may occur 10 7 Troubleshoot Printer Prints Blank Page When printing the work experience arrangement form or the student certificate sometimes the printer may print a blank page If the student or employer certificate is generating two pages the certificate on the first page and a blank second page then your printer has not been set to Australian A4 size paper All printers are initially set to American Letter size paper which is shorter than Australian A4 The blank page is your printer trying to fit the invisible bottom margin of page one onto a second page To fix this problem have your school s IT support person change the printer setup to A4 size 2013 Info Plan Software All Rights Reserved WorkExpo User Manual HP LaserJet 4L Advanced Options i Ti xi 8 HP LaserJet 4 Advanced Document Settings Print Quality 300 x 300 dots per inch TrueType Font Substitute with Device Font 2 1bn Document Options Advanced Printing Features Enabled Halftoning Auto Select Print Optimizations Enabled A Printer Features EconoMode EconoMode Off
11. REC REL On Image Control ImageAdapt Auto Print Density 3 10 8 Print Wizard Use the Print Wizard to print e Multiple documents for an individual student s Multiple copies of a single document for multiple students e Lists and Reports s Documents for Visiting Teachers e Work Experience Arrangement Forms e Statistics relating to work experience e Mailing labels for employers e Blank work experience arrangement forms e Student and employer certificates e Custom one off letters to employers e and more How to start the Print Wizard e Click the large Print button on the main menu OR e Choose Print Wizard from the File menu Sorting and filtering results using the Print Wizard You can sort the results in the Print Wizard by choosing the sort order on the last page of the wizard You can specify a particular year level or homegroup or use a custom group Section 5 18 You can use date parameters in many reports 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 71 The Print Wizard gives you the most options when it comes to printing from WorkExpo 10 9 Employer Evaluation Form You can edit the criteria items in the employer evaluation form Start WorkExpo and go to the Main Menu Click the large OPTIONS button on the Main Menu Click the General tab Click the Edit Criteria Items in Employer Evaluation form link Highlighted in blue There are 2 sep
12. Students 5 1 5 2 5 3 5 4 5 5 5 6 5 7 5 8 5 9 5 10 5 11 5 12 5 13 5 14 5 15 5 16 5 17 5 18 Importing Student Records Find Student Records Sorting student records Optional Tabs Setting Defaults Student Detail Background Information Student Medical And Emergency Information Delete All Student Records Students Under 15 Student Preferences Counselling Students Exit Students Tracking Students Customize Tracking Student Optional Tabs Form And Home Group Update Find Students Using the Find Tool Custom Student Groups 6 Employers 6 1 6 2 6 3 6 4 6 5 6 6 6 7 6 8 Find Employer By Business Name Search Employers By Work Type Search Employers By Key Word Searching Using Wildcards Delete Employer Records Defaults Employer Background Detail Industry Sectors User Defined Fields 7 Arranging Placements 7 1 Arrangements Datasheet View 7 2 RTO 2013 Info Plan Software All Rights Reserved 33 34 35 35 35 35 36 36 37 37 37 37 38 38 38 39 39 40 40 40 41 41 42 42 42 43 43 44 44 44 45 45 45 45 46 46 47 47 47 48 48 49 49 50 50 50 51 WorkExpo User Manual 8 Multiple Users 8 1 8 2 8 3 8 4 8 5 8 5 8 5 8 5 Multiple Users Overview Add Edit Users Delete Users Phone Fax Mobile Numbers Passwords 1 Overview 2 User Passwords 3 Effective Passwords 9 Multiple Schools 9 1 9 2 9 3 9 4 9 5
13. This edition of WorkExpo has all the features of the regular version and additional features for working with multiple schools You can purchase the multiple schools edition of WorkExpo or upgrade to the multiple schools edition This edition of WorkExpo would typically be used by a Local Learning and Employment Network LLENS rather than a school Below is a list of features available in the Multiple Schools Edition e Add Edit Delete schools within WorkExpo e View select students by school in the LIST tab in the Students window e View select students by school in the Statistics tab of the Arrangements window e You can use the WorkExpo registered school s details or the student s current school details when printing documents e You can assign individual students to a particular school or assign many students to a particular school simultaneously e Provides an option to import a school s specific WorkExpo data file into the current data file This would be useful if wanting to merge WorkExpo data files from several different schools into a single large consolidated data file To order or upgrade to the multi schools edition click here 9 2 Working with Multiple Schools Overview WorkExpo Multi Schools MS Edition supports multiple schools where students are assigned to different schools There is no limit to the number of schools you can add within WorkExpo Multi Schools Edition When a new school is added the new school s address and co
14. becomes a private counselling record which you can access on your computer but will not be included in any printed reports Batch Update Wizard You can update multiple student records simultaneously using the Batch Update wizard For example if several students have attended a Careers Night you could update several students records in a single operation thus saving tedious data entry on a student by student basis Click the Batch Update Wizard button and enter the details requested by the wizard The Batch update wizard allows you to update multiple student records simultaneously You can use the Batch Update wizard to update e Student counselling records OR e Student Exit details OR e Student default details Note that student counselling records are separate multiple records A student may have multiple counselling records against their name The Exit details however are simply additional fields against a student record This means that while a student may have many counselling records each student may only have a single set of Exit details 5 12 Exit Students You can capture information in relation to students who have left or are leaving school These Exit students can be followed up at a later date in relation to destinations post school and exit patterns can be established 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 41 To capture information about Exit students 1 In the Students win
15. pe ey In the screen shot below the user defined tab has been setup to capture sporting information about students eo Use WorkExpo s user defined fields to capture further information about students or employers 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 50 7 Arranging Placements 7 1 Arrangements Datasheet View You can view Arrangements in DataSheet view from the Arrangements window Click the View Datasheet icon on the toolbar and the Datasheet view is displayed To sort the Datasheet grid 1 Place the cursor in the column you d like to sort on 2 Right click for the shortcut menu 3 Choose sort ASC or DESC 4 The Datasheet is now sorted by the selected field To filter the Datasheet grid 1 Place the cursor in the column you d like to sort on 2 Right click for the shortcut menu 3 Choose sort Filter By Selection 4 The Datasheet is now filtered by the selected field value OR use the options in the drop down box at the top of screen To print the Datasheet grid 1 Sort and or filter the Datasheet as necessary 2 Click the Print button 3 If your settings are set to Print Preview the report will show first in preview To copy the Datasheet grid 1 With the Datasheet grid on screen press CTRL A to select all 2 Open Microsoft Excel 3 Choose Edit Paste to paste the contents into Excel 7 2 Registered Training Organizations In the Arrangements window you can ent
16. 9 6 9 7 9 8 9 9 9 10 9 11 Multi School Edition In Brief Working with Multiple Schools Overview Add a New School Edit School Details Delete a School Delete Students By School Import Data Files Overview Import School Data File Import School Data Files Detailed Information Assign Students to a School Non WorkExpo Schools 10 Printing 10 1 10 2 10 3 10 4 10 5 10 6 10 7 10 8 10 9 Print Work Experience Arrangement form s Sample Documents Letter Sample Certificate Student Statistics Sample Letter Setup and Margins Troubleshoot Printer Prints Blank Page Print Wizard Employer Evaluation Form 11 Import and Export 2013 Info Plan Software All Rights Reserved 52 52 52 52 53 53 53 53 53 54 54 56 57 57 57 58 58 59 59 59 59 60 60 61 61 61 62 62 62 63 64 64 64 66 66 67 67 68 68 69 69 69 70 70 71 71 72 WorkExpo User Manual 11 1 Troubleshoot importing records 11 2 Import Employer records 11 3 Update Import 11 4 Import signature images 11 5 Exporting 12 Backup and Restore 12 1 About The Data File 12 2 Automatic Multiple Backups 12 3 Backup Data File 12 4 Backing up toa CD 13 Archiving 13 1 Archiving Records And End Of Year Rollover 13 2 Archiving Records 13 3 Archive Or Delete 13 4 Auto Archive 13 5 Archive Data Sheet View 13 6 Browse Archives 13 7 Print Archived Arrangement 13 8 Restore Archived Arrangement 14 R
17. Click EDIT MAIN DOCUMENT a new document Word displays this message 13 The wizard disappears and we are returned to the main document Mail Merge E Insert Merge Field Insert Word Field lt 2 lM 4 1 gt K i Ey 85 25 2 La ey The Mail Merge Toolbar appears 14 Now the mail merge toolbar has We use this toolbar to perform the merge process Run your mouse over the appeared toolbar buttons to get acquainted with them 15 Click the INSERT MERGE FIELD button at the left of the toolbar 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 31 Employer_Name Student_First_Name Student_Last_Name Start_Date End_Date Start_Time End_Time Visiting_Teacher Date_Of Birth Year_Level Home_Group Student_Address Student_Suburb Student_Postcode Student_Phone Parent_Name Rae Crone Insert Merge Field Insert Word Field G 4 1 Student Note b i The fields from WORKEXPO are displayed in a list Because there are many fields in WorkExpo this list is very long Click on Student_First_Name Word inserts that field into the Word main document 16 The field is shown enclosed in double brackets called aS SSE e CHEVRONS kan K 17 Press the space bar to create a space after the inserted field 18 Click the INSERT MERGE FIELD button at the left of the toolbar again Mail Merge Insert Merge Field Insert Word Field lt 2 E ELT K T TE Be 19 This
18. Options button 2 In the school details section choose Add Edit Delete WorkExpo Users 3 Add or edit the details for each WorkExpo user The phone fax mobile phone and email for the loggin in user will appear in all documents and letters 8 5 Passwords 8 5 1 Passwords Passwords allow WorkExpo to be password protected To set a password click Options Password from the Main Menu To setor remove a password you must be logged in as the current user 8 5 2 User Passwords 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 54 To add or remove a user password for a single user in WorkExpo e From the WorkExpo Main Menu click the large Options button e Select the Password tab Here you can set change or remove a user password How to add or remove a password for multiple users of WorkExpo 1 Log into WorkExpo as the user you wish to set a password for Note that you can Log Off and change users without having to close WorkExpo To do this choose Log Off from the File Menu 2 From the WorkExpo main menu click the large Options button 3 In the Options dialog click the Password tab 4 Add or edit the password for the logged in WorkExpo user Next time WorkExpo starts you will be prompted for a password You must login as the user you wish to set a password for 8 5 3 Effective Passwords Whether your goal is to protect sensitive WorkExpo data or to keep staff from reading your personal
19. an Individual student to a school in WorkExpo 1 From the WorkExpo main menu click the large Students button or click the Students button on the tool bar 2 In the Students window click the Detail tab In older versions this was called the Background tab 3 Select the school to assign from the School College dropdown box To assign Multiple students to a school in WorkExpo 1 From the WorkExpo main menu click the large Students button or click the Students button on the tool bar 2 In the Students window click the Detail tab In older versions this was called the Background tab In the School College dropdown box double click to bring up the Add Edit schools dialog box 4 Click the Assign Students button to start the Assign students wizard vo You can also start the Assign Students wizard from the Schools Tab in the Options dialog 9 11 Non WorkExpo Schools 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 63 If you wish to import data from a non WorkExpo school here are the options available to you 1 Suggest that the school purchase install and use WorkExpo 2 Import the data manually record by record using your copy of WorkExpo 3 If the data is stored electronically you can contact Info Plan Software for a quote to re work the file into a WorkExpo readable format for import 4 Click the Send comments on this topic link at the top right and include details of the requirements in your m
20. and letter to employer can have your signature embedded in the document This will save you time if there are multiple letters to sign The format of the signature must be a image format Bitmap bmp Check the WorkExpo CD for a sample signature image file called UserSig bmp in the Manual Install Common folder You can use Windows PAINT program to view your image file before saving T 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 76 Follow these steps to import your signature into WorkExpo 1 gt A WwW N 5 6 7 8 9 10 Sign your signature on a small piece of paper Scan the signature and save it as a Windows bitmap file bmp Save the file in MS PAINT as a Windows Monochrome bitmap The image size should be about 1 76 cm wide by about 1 00 cm tall or about 200 x 100 pixels In PAINT choose IMAGE ATTRIBUTES to check the size Save the file with a bmp extension Start WorkExpo and click the Options button from the main menu Click the Signatures tab Select signature being imported either teacher or principal Enter the path and filename to the signature Click the Import Signature button Check the available options under Use Include signatures WorkExpo stores the signature internally in the database for future use You can also export a signature file if necessary from WorkExpo You may wish to do this to check if the signatu
21. be written to the CD X To see the files now click this balloon DC This will offer to burn the file to a CD ROM Of course you must a CD Burner installed to use this feature Finally click on the message balloon to start the Windows CD ROM burning wizard and follow the instructions 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 80 13 Archiving 13 1 Archiving Records And End Of Year Rollover What to do Notes 1 With the WORKEXPO main WORKEXPO can archive student records employer records or arrangement menu on your screen click the records This helps maintain your database TOOLS menu then choose WIZARDS then ARCHIVE wizard 2 The Archive Wizard dialog box will appear You can choose to Archive Wizard archive arrangement records student records or employer records You can archive old student and employer records as well as archiving old arrangemert records In this example we will archive student records This ward wil help you archive records What would you like to archive ve work experience arrangement records Select Work Experience Arrangement records T student records C employer receeds Click on the NEXT button 3 Select the records you wish to archive in the box WORKEXPO archives records by form or year level group 4 Click ARCHIVE Your records are now stored in an archive You can browse the archive at any time by clicking the ARCHIVE button then s
22. column is hidden but if you check the column headers you will notice that the sequence is missing a letter of the alphabet Check the column to the right of the last data column and unhide it Choose Format Column Unhide to see the hidden column Remove this column completely by selecting the entire column and choosing Delete from the Edit menu 11 2 Import Employer records Import employersYou can import employer records into WorkExpo from any external electronic system You must however do this as a 2 step process e Export the required records from your system to an Excel file in xls format e Import this file into WorkExpo by choosing Tools Wizards Import wizard e Select Import Employer records option from the Import wizard e Follow the Import Wizard s instructions on screen Export employer records to an XLS spreadsheet then use that spreadsheet as a template for your import EMPLOYER FIELDS Full List BusinessName ContactSalutation 2013 Info Plan Software All Rights Reserved WorkExpo User Manual ContactFirstName ContactInitial ContactLastName EmplAddress EmplSuburb Emp Postalcode Emp WorkPhone EmplFaxPhone Emp IMobilePhone TypeOfWE EmplNote StateSchool LetterName ReservedText ReservedDate ReservedBoolean ReservedNumber EmplMailAddress EmplMailSuburb EmplMailPostalcode EmplEmail EmplWebsSite EmplIndustrySector EmplIndustrySectorSub EmplSize EmplStatus EmplAttend EmplWorkSafet
23. data file stores all information you enter into WorkExpo The default file name is DATA MDB This file by default is located in c program files workexpo data mdb To backup this file you can copy it using Windows Explorer tools or WorkExpo can create backups for you Follow these steps to backup your WorkExpo data file 1 From the WorkExpo main menu choose the large Options button 2 Click the Back up tab 3 The Backup Options dialog box will be displayed 4 In the File To Be Saved box enter the DATA MDB file and its path This is the file which stores all your WORKEXPO data including student employer and arrangement data 5 In the Save As box enter the location and name of the backup The location must pre exist on your system but the name for the Save As backup file can be new You can also choose to be reminded to backup on close 6 Click CLOSE or press ESC to close off the dialog box and save changes NOTES e Remember that ALL your data is stored in a single file DATA MDB If you have a reliable recent backup of this file you can completely restore WorkExpo with a minimum of fuss s It is recommended that you backup to a network location This is typically the most secure form of backup e You can tell WorkExpo to prompt you to backup when exiting the program You can also restore from a previous backup Click the restore tab e Also be aware that you can browse and use an existing data file Choose Open from the File menu
24. down list Edit the text of each of the items or tasks to track You can include any text you wish Select OK to save your changes or Cancel to undo You can change the number of items or the text of these items at any time G Gn E MA M a To link tracking with an arrangement 1 If a student only has a single placement there is no need to link tracking 2 In the Students window click the TRACK tab 3 Click the Link to Arrangement blue link 4 A drop down box appear at the top of the tracking list Any arrangements the student has will appear here 5 Select the arrangement from the drop down box you d like to associate with this tracking record if more 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 42 than one 6 This tracking record is now linked to this arrangement To UNlink tracking with an arrangement 1 In the Students window click the Track tab 2 Select the student with a tracking record linked to an arrangement 3 Click the delete hyperlink blue to delete the tracking record 4 Anew empty unlinked record replaces the previously linked record 5 This tracking record is now UNlinked to any arrangement To add a new tracking record for a student 1 In the Students window click the Track tab 2 Click the New button looks like a star on the navigation set of buttons at the bottom of the tracking items Anew tracking record is now created for the active student
25. in WINDOWS See above If overprinting onto other paragraphs the problem persists then preview the problem document in WORKEXPO then select PRINT SETUP from the file menu and adjust the margins manually 4 WORKEXPO is not calculating a Go to WINDOWS utility CONTROL PANEL and select REGIONAL student s AGE properly SETTINGS Make sure that AUSTRALIAN date formats are set You may need to check TIME DATE Set your WINDOWS time dates defaults as dd MM yyyy 5 My DATA MDB file is too big to You should backup the data file to a memory stick or a network folder fit on a floppy disk 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 93 a H 15 4 2 Phone and Fax Issues The phone and fax details are related to each WorkExpo logged in user not the school This is by design as there can be multiple users each with different phone and fax details To add edit or delete phone and fax numbers 1 From the WorkExpo Main Menu click OPTIONS 2 In the School Details section you will note that there are no fields for phone or fax 3 Click Add Edit Delete WorkExpo users 4 Each user can have their own phone and fax details You can add edit or delete phone fax and mobile phone numbers here WorkExpo uses the phone fax and mobile details of the current logged in user To change the logged in user without exiting WorkExpo From the File menu choose Log Off From the login dialog box select the user fro
26. out your student and arrangement windows What does Auto Archive do e Automatically archives all student records and all arrangement records within the WorkExpo data file s Empties the records from both the students and arrangements windows so that these areas are ready for new records e This means that after auto archiving there will be 0 students and 0 arrangements in the main system e You can view and or restore your records once archived See Restore Archives Section 13 8 e You can view the archives at any time by selecting ARCHIVES from the VIEW menu Are there any alternatives to Auto Archive e Yes you can archive your records using the archive wizard instead See the Archiving Section 13 1 records tutorial e Alternatively you can archive your records using a file based approach See File based approach to archiving records e Another options is to archive arrangement records only and roll over the student records by performing an update import Section 11 3 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 82 13 5 Archive Data Sheet View You can view Archives in DataSheet view from the Archives window Click the View Datasheet icon on the toolbar and the Datasheet view is displayed To sort the Datasheet grid 1 Place the cursor in the column you d like to sort on 2 Right click for the shortcut menu 3 Choose sort ASC or DESC 4 The Datasheet is now sorted by the selected field
27. shared network drive on a file server It is recommended that you turn on the data file path reminder feature in WorkExpo Here s how 1 From the Main Menu in WorkExpo click the Options button and then click the Data File tab 2 Place a tick in the box Show the WorkExpo data file path in the title bar 3 WorkExpo will now always remind you which data file you are currently using and connected to Why is it so important to know about the data file It is important because you may have more than one data file on your system You need to aviod confusion else you may be writing records to an old or out of date file 12 2 Automatic Multiple Backups WorkExpo can create multiple backups of the data file This means that if you save a bad data file you still have other good backups from which to retrieve data from in case of an emergency WorkExpo will append the day of the week to each file name so you have will have up to seven backups at any one time This setting is optional To turn on multiple backups 1 From the Main Menu click the Options button 2 Click the Backup tab 3 In the backup options place a tick in the box for Automatic Multiple Backups Each backup will have the day of the week appended to the file name creating up to seven backup copies of the data file 12 3 Backup Data File 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 78 IMPORTANT NOTE You should regularly back up your data Your
28. time insert the students Click on the field called Student_Last_Name last name 20 To VIEW the data that the fields represent you click the ABC button as shown below Mail Merge D Insert Merge Field Insert Word Field v 4 gt mt FREY 85 3 3 A et View Merged Data This allows you to check that the data in WorkExpo is successfully being merged You should see a student s first and last name instead of the field names To switch back to the field click the View Merged Data button again 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 32 Mail Merge D Insert Merge Field lt Insert Word Field ed Id 4 1 K KN 39 a BA Next Record 21 Click the NEXT RECORD Similar to the Student and Employer navigation controls in WorkExpo See above button to view the name of the next student 22 You have now set up your main document The next step is to create the merge itself 23 Finally the merge itself occurs This creates the third and final file in the merge process Click the Merge To New Document button see below Mail Merge x Insert Merge Field Insert Word Field S M 4 1 gt n EB LY 35 9 3 A Merge to New Document 24 Word now displays the results This file can be saved or printed Alternatively you can simply click the of the merge in a new document Merge to printer button to produce the output of the merge direct
29. to view a listing of all employers who offer a particular type of work e g photography 1 In the Employers window select the LIST tab 2 Select the work type from the drop down list 3 WorkExpo finds matching employers who offer this work and displays a list of employer names 4 Click on any name to view the employer detail record OTHER WAYS TO FIND EMPLOYERS e You can find an employer by Name Section 6 1 to find an employer by business name or the first part of the business name e You can also Search Employers by Key Word Section 6 3 e g BANK to find all employers with Bank in the business name e You can also Find Employers by using the FIND tool Find Employer Using the Find Tool in the on line documentation e g Find employers where the contact first name is Robert 6 3 Search Employers By Key Word You can find an employer by Key Word Searching this way allows you to view a filtered sub set of your employer records which contain a lt specified gt key word in the employer name 1 In the Employers window place the cursor in the Business Name field 2 Right click the mouse button to show the shortcut menu 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 46 3 In the shortcut menu choose the Filter For option 4 Enter your keyword surrounded by asterisks e g bank 5 WorkExpo will filter the list of employers to show only those which have the specified keyword in the
30. van Dyke i cee Name E Size Item type Date modifie RE Hailey Bambra Wor R Desktop S Microsoft Outlook 3KB Shortcut 28 12 2010 1 E l P rare E Microsoft Word 2010 3KB Shortcut 28 12 2010 2 your oberota WaikEs E 3 Recent Places _ New Text Documen 1KB Text Document 24 11 2011 3 form keepa copyand retu R Snipping Tool 2KB Shortcut 14 04 2013 3 We would be grateful if ya 9 Libraries fap SQL Server Manage 2KB Shortcut 11 01 2011 6 the College as soon as pos E Documents 55 Visual Studio 2010 KB Shortcut 11 01 2011 5_ ahars Enr 5 ae Music a WorkExpo Shortcut KB Shortcut 4 07 2011 24 students gain great benefit S Pictures 2KB Shortcut 13 04 2013 1 l Should you have any que H Videos 1KB Shortcut 4 07 2011 2 above and I would be very Yours faithfully Filename Gilealeucmcce sei Save as type All Files c Susan Smith a Hide Folders Work Experience Co orditt 4 11 Main School Contact 2013 Info Plan Software All Rights Reserved Ba Cancel WorkExpo User Manual 24 If your school has more than one WorkExpo user you can nominate a Main user or School contact This person s name appears on all documents eee ames 2 WorkExpo Options School General Backup Password Block Dates Work Type Print Settings Misc Enter and or edit your school details School Sample College Address Sample Drive Suburb SAMPLE Public Liabiity cn e O Where are the
31. when new students records are added these defaults will be added to the new records To update existing student records with defaults 1 From the WorkExpo main menu press the large Students button 2 In the Students window click the Background Details tab 3 Click the Set Defaults blue link at the bottom of the tab 4 In the Set Defaults dialog box select the defaults you d like to set 5 In the Apply Defaults for section choose All Students 6 In the Overwrite section choosing Yes will overwrite any existing information amp Note If you choose Overwrite YES then any existing values for all students will be overwritten with the new defaults If you choose Overwrite NO then only student records with empty values for the default fields will be populated 5 6 Student Detail Background Information WorkExpo allows you to capture additional details about students The Detail tab allows you to add additional detailed information about students You can include details such as gender your school s student ID number and many other aspects of a student s background details Detailed information for students may be useful if you require statistical information about your work placement program For example you can provide statistics on e students by placement by gender or e students by country of birth This information is also included in each student s detailed individual report In the Students
32. you can capture counselling information about students Each counselling interaction can be captured to provide a counselling history on a student by student basis See Counselling students Section 5 11 USER DEFINED A tab where you can enter your own user defined fields Section 4 16 When tabs are hidden the information is not deleted only hidden 5 16 Form And Home Group Update WorkExpo uses two different ways to group students By Year Level or by Homegroup If you do want to change it you can do so using the UPDATE tab in the Students window This feature allows you to update the Year Level or Home Group for several students at once in a batch operation From the Main Menu choose Students 2 On the top right click the Update tab ka 3 In the section What do you want to update select either Year or Homegroup Note that you can t update both Year and Homegroup at the same time but you can update each sequentially 4 In the section Which student records are affected you have a choice to include Students in a specific Year HG only or ALL students across the entire Year Level or Homegroup 5 Finally in the Update section choose which Year Level or Homegroup you wish to update 6 In the Update To box enter the new value to replace the one in Find all Students in 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 44 7 Click Update Now and WorkExpo will perform the ba
33. 0 all support strong passwords They also support pass phrases which can be easier to remember Examples of pass phrases might be e I ate mangoes in Cairns e 3 shoes the store cost 92 Another approach is to select a phrase but use only the first character of every word For example e Ocwi13iJ Our cat was 13 in Jan e Mcif amp h 17 My cat is fat amp happy 17 Another trick for creating easy to remember passwords is to string a couple of words together with numbers and symbols For instance e 2potatoes beans 4 e cOws the2ndfArm There are several ways to make pass phrases easier to remember Since you ll be changing them every few months you might want to look to an upcoming event or something that holds special significance for you For instance e Mum amp Dad 25Annivers ry e ruNNing Cty2Surf 1teaM 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 56 Once you ve created strong passwords or pass phrases there are three ways to make sure they remain effective 1 Always log off when you leave your PC unattended 2 Change your passwords at least every 90 days 3 Don t share your passwords with anyone By putting the power of strong passwords to work you ll help ensure your confidential information stays that way 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 57 9 Multiple Schools 9 1 Multi School Edition In Brief WorkExpo offers a Multi School Edition
34. 231 Business access PO Box 188 MOORASBIN Pogoode _ 3189 The Email settings dialog is displayed 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 20 Email Settings for Susan Smith To pilots wemba com au Susan Smith Work Experience Co ordinator susanj anywhere com au Email Mode Outlook Use Outlook Signature No Outlook Signature Name Default Subject Default Body Display Outlook Email Before Sending You will need to configure your preferences for emailing here but you will only need to do this once Your name and title as the logged in user will be displayed Note that you can only send emails as the logged in user and not as the Main Contact for the school This is due to password security issues Here are the settings you can configure Email Mode Select the method or mode by which email messages will be sent from your machine Select either Outlook GMail or Remote Server If you select Outlook then your Outlook email client will handle most of the work and you will be able to preview the email before sending by checking the Display Outlook Email Before Sending option You cannot add edit nor delete entries in this list These are the only options for email servers in WorkExpo Use Outlook Signature In Microsoft Outlook you can store your signature text to append at the end of emails Select YES and enter the name of your Outlo
35. 9 3 Add a New School To add a new school in WorkExpo En d Eo M pe 9 4 From the WorkExpo main menu click the large options button In the School tab click the Add Edit schools button This opens the Add Edit Schools dialog Click the Add New Button Enter or edit the details of the school including address and contact person You can choose to use these school details for students assigned to this school in forms and reports otherwise WorkExpo will use the main registered school s details You can also double click the schools field in the Students window to add a new school Edit School Details To edit a school record in WorkExpo Do E MO M pe 9 5 From the WorkExpo main menu click the large options button In the School tab click the Add Edit schools button This opens the Add Edit Schools dialog Select the school by placing the cursor in the School name Click the Edit Button Edit the details of the school as necessary You can choose to use these school details for students assigned to this school in forms and reports otherwise WorkExpo will use the main registered school s details when printing You can also double click the schools field in the Students window to edit a new school or click on the School College label Delete a School To delete a school in WorkExpo Da AUN pe 9 6 From the WorkExpo main menu click the large options button In the School tab
36. Expo will remember your settings for future How to set specific state postcode lookup 1 In the students or employers window double click the Suburb field 2 The postcode lookup dialog box is displayed 3 Click to include or exclude any combination of States Territories 4 Optionally you can select Don t use Auto Postcode and the feature is disabled 72 The postcode list cannot be edited It is updated with each new version of WorkExpo You can choose multiple states and the postcode lookup will shows all state postcodes selected 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 13 4 3 Using School Logo in Certificates You can use your school logo in certificates and letters in WorkExpo The logo must be an image file bmp or jpg Prepare the image file before adding it to WorkExpo and note the file location of the file Try to keep the file size as small as possible To add a logo to a certificate first bring the certificate up in print preview To display a certificate in print preview mode From the WorkExpo main ment click the Print button to start the Print wizard Choose Students Individual Student then click Next Select any student with a placement from the list and click Next Place a tick in the Student Certificate box 5 Make sure that Print Preview is selected in options for print Bw M a The certificate is displayed in print preview mode To include a school logo wit
37. Info Plan Software User Manual Manage our work experience rogram info Plan Software Manage your work experience program T workexpo t software rk experience managemen wo WORKEXPO VERSION 12 WorkExpo User Manual 1 Table of Contents 1 Table of Contents 2 Introduction to WorkExpo 2 1 2 2 2 3 2 4 2 5 Delete Sample Records School Details How to Register WorkExpo Understanding WorkExpo Single Or Multi User Licence 3 Getting Started 3 1 3 2 3 3 3 4 3 5 3 6 4 T 4 1 4 2 4 3 4 4 4 5 4 6 4 7 4 8 4 9 4 10 4 11 4 12 4 13 4 14 4 15 WorkExpo in a nutshell Adding New Student Records Add New Employer Create New Arrangement Setting fonts and font sizes in letters WorkExpo Options utorials Default Dates Post Codes Using School Logo in Certificates Using School Logos in Letters Assign Teacher Visits Creating and Saving Custom Letters Using Custom Colors with WorkExpo Using Mail Merge Overview Email Arrangement Form Save As PDF Main School Contact Google Maps Create Custom Documents with Mail Merge Wizard Printing Double sided Arrangement Forms Swap Data files between Two Computers 2013 Info Plan Software All Rights Reserved 5 6 7 8 9 10 10 10 10 11 11 11 12 12 12 13 13 14 14 15 15 15 16 16 17 17 17 22 22 23 23 24 24 26 26 32 32 33 33 WorkExpo User Manual 4 16 User Defined Fields 5
38. Info Plan Software s WorkExpo Work Experience Database System Requirements s 512Mb RAM minimum e 65Mb disk space 120Mb while installing e Windows 2000 XP VISTA or Windows 7 32 or 64 bit e Microsoft Office 32 bit only including Microsoft Access Microsoft Word and Microsoft Excel e Office versions supported 2000 2002 2003 2007 and 2010 e Screen resolution minimum 1024 x 768 2 February 2010 15 2 Technical Notes Notes for IT Staff Info Plan Software s WorkExpo Work Experience Database Summary This article provides background notes for IT administrators in schools and colleges and describes the issues that IT managers should consider when installing and configuring the WorkExpo database Note that a multi user licence is required to configure WorkExpo across a network e Introduction e System Requirements e Back End Data File e File Structure e Locked Down Machine e Installation Options e Manual Installation e Network Installation e Display the Data File Path in the WorkExpo Title Bar e Sharing Data Files between Different Users of WorkExpo e Conclusion Introduction WorkExpo is a file based Microsoft Access database application WorkExpo has a single data file data mdb This file is the back end data file and contains all data for WorkExpo There are two front end files 1 WORKEXPO MDE Main program file 2 EMPLOYERS MDB Optional employer lookup utility this file is installed but there
39. Low Importance Clipboard gt Basic Text E Names Include Tags 3 Zoom Tow pilots anywhere com au co Subject Re Work Experience Hailey Bambra 7 12 2009 18 12 2009 Attached work Experience Hailey Bambra pdf 116 KB Dear Mr Jones Re Work Experience Hailey Bambra 7 12 2009 18 12 2009 Thank you for your interest and participation in our program Attached to this email is a copy of the Work Experience placement form for the above student Please complete this form and return to me as soon as possible We would be grateful if you would complete the Student Evaluation Form once the placement concludes If you have time to discuss the report with the student it would be much appreciated as students gain great benefit from such discussion Should you have any queries please don t hesitate to contact me and I would be happy to discuss this with you Sue Smith Work Experience Co ordinator Demonstration Collection Click SEND Work Experience Arrangement Form B Tra titte Renn amp t 2 06 nist i Email the Arrangement form for Hailey Bambra to A1 Pilot Training now Business adess PO Box 188 MOORABBIN 3189 Type of gu sn Transport and Sterane penis Motor Mechanic Students work location address an Rd Hang MOO Pogoose _ 3189 WomkpBce contact person Rer 9 pia Darren Hillier AircraftMantenance Actwities Ne pupil will undertake P Insulficem sp
40. To filter the Datasheet grid 1 Place the cursor in the column you d like to sort on 2 Right click for the shortcut menu 3 Choose sort Filter By Selection 4 The Datasheet is now filtered by the selected field value OR use the options in the drop down box at the top of screen To print the Datasheet grid 1 Sort and or filter the Datasheet as necessary 2 Click the Print button 3 If your settings are set to Print Preview the report will show first in preview To copy the Datasheet grid 1 With the Datasheet grid on screen press CTRL A to select all 2 Open Microsoft Excel 3 Choose Edit Paste to paste the contents into Excel 13 6 Browse Archives 1 From the TOOLS WIZARDS menu select Archive Wizard 2 Select the Browse option 3 In the archive browse window double click a record to view detail for that archived record OR From amywhere withing WorkExpo from the View menu choose Archives You can restore an individual archived record by clicking the restore button on the detail record dialog 13 7 Print Archived Arrangement HOW TO PRINT ARCHIVED ARRANGEMENT RECORDS 1 Go to the archive browse window 2 Then select the the record by double clicking it 3 Click the Print button 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 13 8 Restore Archived Arrangement You can restore an archived arrangement record Here s how 1 Go to the archive browse window 2 Then
41. ace atach separate sheet Meet great and direct clients Only the Arrangement form the SWPL form and the NSW Placement form can be emailed in this way 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 4 10 Save As PDF 23 You can save any document in WorkExpo to PDF format including multiple document runs e g all current letters to employers Please note the following points 1 You must print preview the document before saving it 2 Click the Save As PDF button on the print preview toolbar 3 Documents are saved to a single PDF file including merge documents containing document for several students 4 You can save reports lists forms certificates and letters In fact you can save anything that displays in print preview 5 When you click Save As PDF a browse box is displayed so you can specific the path and name of the PDF output 6 You do not need to add the PDF file extension but can if you wish 7 This feature is not available if you are running versions of Microsoft Office 2003 or earlier Select Save As PDF from the print preview toolbar IG School Logo Settings shu Save As PDF Close Preview g Sample Drive SAMPLE VIC 3212 9555 5555 Fax 9666 6666 Email susanj anywhere com au Dr Sue van Dyke Manager Save As x Al Pilot Training POBox 188 O HE Desktop gt SEDE MOORABBIN VIC 318 Organize v New folder Dear Dr
42. acked up regularly WorkExpo can create multiple backups of the data file This means that if you save a bad data file you still have other good backups from which to retrieve data from in case of an emergency WorkExpo will append the day of the week to each file name so you have will have up to seven backups at any one time This setting is optional To turn on multiple backups 1 From the Main Menu click the Options button 2 Click the Backup tab 3 In the backup options place a tick in the box for Automatic Multiple Backups Each backup will have the day of the week appended to the file name creating up to seven backup copies of the data file Backup It s a good idea to have two or more copies of your data file in case one is lost or unusable WorkExpo has an option to do this for you automatically See Automatic Backups Section 12 2 15 4 Troubleshooting 15 4 1 Trouble Shooting FAQ What to do if 1 Dates don t seem to work Go to WINDOWS utility CONTROL PANEL and select REGIONAL properly in WORKEXPO SETTINGS Make sure that AUSTRALIAN date formats are set You may need to check TIME DATE Set your WINDOWS time dates defaults as dd MM yyyy 2 Pages don t seem to print Go to WINDOWS utility CONTROL PANEL and select PRINTERS properly Select the Printer Properties Make sure that the paper size A4 is the global default setting in WINDOWS 3 Some paragraphs seem to be Make sure that A4 is your standard paper size
43. after each session Back up strategies WorkExpo will create a backup copy of your data file when you exit the program To ensure this select OPTIONS then Backup maintenance It s a good idea to have two copies of your data file in case one is lost or unusable You should have a backup copy of your data file on floppy as well as a separate backup copy on the hard drive or preferably on the network You can open data files directly in WorkExpo Follow these instructions to do so 1 In WorkExpo select OPEN from the FILE menu 2 Navigate to the data file you wish to use 3 The default file DATA MDB normally resides in C Program Files WorkExpo or wherever you store the WorkExpo data file How to copy a WorkExpo data file from one computer to another Make sure WorkExpo is closed Use Windows Explorer to copy the file DATA MDB to a floppy disk Place the floppy disk in the drive of the second computer Use Windows Explorer to copy the file DATA MDB to C Program Files WorkExpo or wherever you store the WorkExpo data file Rw M a The path to the data file you re using can be displayed in the title bar Select OPTIONS Settings to set this 2 5 Single Or Multi User Licence The licencing structure for WorkExpo has changed recently Prices for the stand alone products have not altered but a multi user licence have been introduced as more schools share WorkExpo among work education teachers VCAL and VET coordinators MIPS offi
44. anced security is achieved by allowing permission restricted access to registry branches and hard disk folders on NTFS formatted disks connected to the same computer running these operating systems When this restrictive access is enabled on a computer the computer configuration is known as locked down With a locked down configuration only someone with administrative permissions to the registry and system related folders on the hard disk where the operating system resides can make changes to the configuration of the computer Locking down a system helps to prevent users from installing new software removing existing software changing currently configured application settings updating system files to different levels and viewing other users files Installation Options Installing a fresh copy of WorkExpo You have two options when installing WorkExpo Install WorkExpo using setup exe or install WorkExpo manually Setup will detect the last run version of Microsoft Access on the machine If the machine does not have a copy of Microsoft Access installed then setup will show a message then close Office versions 2000 2002 2003 2007 and 2010 are supported Start Windows Insert WorkExpo CD ROM in drive Choose RUN from the START menu Type lt DRIVE gt Setup and press ENTER Recommended install path c program files workexpo S MO M a Installation Options Installing an upgrade to an existing installation of WorkExpo When install
45. and click OK WorkExpo will link to that file and remember it next time you start You now have two WorkExpo data files This can be useful if you need to make changes but worry about making mistakes You can also use this method as an alternative to archiving 14 5 What Teachers Say About WorkExpo Thank you for the fantastic WorkExpo training session yesterday I thought it was very well run informative and enjoyable the most useful professional development I have done Kasia Kinsky Careers Counsellor Camberwell Girls Grammar T have been a satisfied customer of WorkExpo for five years now WorkExpo continues to get better and better Nigel Murray Cleeland Secondary College T have been doing wonderful things with WorkExpo and I think it is fabulous Kerri Farrell Copperfield College T ve found WorkExpo to be a lifesaver Over 100 students took up optional work experience this year so it saved me lots of time Very user friendly Julie Ripon Careers Advisor Gippsland Grammar As a fairly ordinary computer user I found WorkExpo very easy to learn and use It has the NSW forms and documents as an option I highly recommend it A lot of work has been done to make this software idiot proof Brian Dean Eden Marine Technology College NSW May I thank you for both your products and your service they have been tremendously valuable in assisting me in my work Peter Astin Mazenod College Mulgrave North Victoria The n
46. any further software You can turn the demo into a full working version Follow these steps 1 Start WorkExpo and click the OPTIONS button on the main menu 2 In the SCHOOL DETAILS tab make sure that your school name is correctly entered 3 Click the REGISTER button 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 4 Enter the WorkExpo registration code This can be found on the front of the WorkExpo CD cover Ensure that the school name is entered correctly before attempting to register using the registration code The code itself is linked to the name of the school and internally converts the name of the school to a number which must match the registration code A Ifyou have already registered and are trying to change the name of the school this is not possible You need to contact Info Plan Software on 03 9531 1091 if you need to change the name of the school after it has previously been registered 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 2 4 Understanding The WorkExpo Database Structure Notes about the DATA MDB file All the information that you enter into WorkExpo is stored in a single data file This file s default name is DATA mdb although you can name it anything you like and it normally resides in the C Program Files WorkExpo folder This file contains all your important WorkExpo information and should be carefully backed up regularly Always back up the data file
47. appear on letters generated by WorkExpo Add Edit Delete WorkExpo Users In previous versions of WorkExpo the school phone numbers were stored with the school details With the introduction of multiple users in WorkExpo these details are now stored on a user by user basis To add edit or delete school phone fax and email details 1 From the WorkExpo main menu click the large Options button 2 In the school details section choose Add Edit Delete WorkExpo users 3 Add or edit the details for each WorkExpo user The phone fax mobile phone and email for the logged in user will appear in all documents and letters How to add a password for a particular user 1 Log into WorkExpo as the user you wish to set a password for Note that you can Log Off and change users without having to close WorkExpo To do this choose Log Off from the File Menu 2 From the WorkExpo main menu click the large Options button 3 In the Options dialog click the Password tab 4 Add or edit the password for the logged in WorkExpo user Next time WorkExpo starts you will be prompted for a password E You can add up to 5 users if you have a network licence 2 3 How to Register WorkExpo In version 10 and later of WorkExpo you no longer need to register or unlock the software If you are using a version of WorkExpo prior to Version 10 then the following information may be useful If you have already installed the WorkExpo demo there is no need to install
48. arate sets of criteria items One for work experience placements and another set for non work experience placement e g VET VCAL Edit the criteria item s here Cn AUN a NOTE You are not able to add or remove the number of criteria items but they all can be changed You able not to change the overall layout of the document 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 11 72 Import and Export 11 1 Troubleshoot importing records Follow these steps to troubleshoot problems when trying to import records into WorkExpo from a Microsoft Excel spreadsheet Possible Resolution problem Column missing Header missing or not spelled correctly Hidden column or row within the data Hidden data in spreadsheet File format conflict In Microsoft Excel check that all required columns are present If a column is missing then the import will fail More Detail The required columns are FirstName LastName DateOfBirth Form Homegroup Street Suburb Postalcode ParentName ParentPhone and Note All columns must be present including HomeGroup even if your school does not have homegroups In this case include the Homegroup column and column header but leave the column itself empty Also ensure that columns are in the correct sequence as in the above list Check that all headers are correctly spelled with no spaces in any of the header names More Detail Ensure that that there ar
49. business name 6 To remove the filter choose Remove Filter Sort from the records menu OTHER WAYS TO FIND EMPLOYERS e You can find an employer by Name Section 6 1 to find an employer by business name or the first part of the business name e You can also Search Employers by Work Type Section 6 2 to find a list of employers who offer a particular type of work e You can also Find Employers by using the FIND tool Find Employer Using the Find Tool in the on line documentation e g Find employers where the contact first name is Robert 6 4 Searching Using Wildcards About using wildcard characters to search for partial or matching values You use wildcard characters as placeholders for other characters when you are specifying a value you want to find and you s Know only part of the value e Want to find values that start with a specific letter or match a certain pattern You can use the following characters in the Find and Replace dialog boxes or in queries commands and expressions to find such things as field values records or file names Character Usage Examples Character Usage OOO O O Example O O ed any number of characters It can be used as the ed finds what white and why first or last character in the character string Matches any Matches any single alphabetic character alphabetic character Bll Bell finds ball bell and bill ball bell and bill ee any ee oe character within
50. cers and a range of other administration staff who have a need to share the WorkExpo student employer database in schools often across a network You should have a single user licence if e You are the only person in your entire school college or multi campus college who uses WorkExpo AND e You are using WorkExpo on a stand alone PC A single user licence entitles you to install WorkExpo on one desktop PC and you may also install a copy of WorkExpo on your notebook PC You may move the data file to a network drive for security reasons but you are not able to share the data file across the network with other users You should have a multi user licence if e There is another staff member s who wishes to have access to or use WorkExpo on their own PC OR e You need to install WorkExpo on more than one desktop PC for use across a network OR e You are job sharing with another staff member and you both are using WorkExpo A multi user licence is 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 8 required if WorkExpo is installed on a single machine but two or more people use it Note that you can select either a 2 user or 5 user licence g A multi user licence allows for up to 5 five users Each user may install a copy of WorkExpo on their desktop PC and another copy on their notebook PC A single user licence entitles the user to install a copy on their desktop machine and a laptop for their own use 2013 Info P
51. click the Add Edit schools button This opens the Add Edit Schools dialog Select the school to delete by placing the cursor in the School name Click the Delete Button Enter or edit the details of the school including address and contact person You can choose to use these school details for students assigned to this school in forms and reports otherwise WorkExpo will use the main registered school s details Ifyou want to delete a school and there are students currently assigned to that school WorkExpo won t allow this operation until you delete or re assign all existing student members of that school Delete Students By School You can bulk delete students by a chosen school or you can choose to delete say all Year 10 students from a particular school 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 60 To delete students by school and or Year Homegroup 1 In the Students window from the Edit menu choose Delete Delete Students Wizard 2 In the first page of the wizard select the school from which you d like to delete students 3 You can choose to delete ALL students a particular year or homegroup or selected students 4 Click Finish and student records are deleted NOTES e Deleting a student record also deletes all information associated with the student including any arrangements e The Delete Wizard will display a count of any arrangements that will be deleted before changes are
52. committed e Once the records are deleted they cannot be un deleted 9 7 Import Data Files Overview Importing WorkExpo data files from several different schools has the effect of combining the student employer and arrangement records into a single file Using this single consolidated file you could print multi school reports and or gather Work Placement information for detailed analysis across a range of schools Here are some things to be aware of when importing WorkExpo data files from other schools 1 Before importing any school data file it s a very good idea to ensure that you have a good backup of your current data file 2 The information you import from a particular school data file is only as good as has been entered into that file in the first place For example it duplicate records exist in the original then the consolidated database will also contain duplicates 3 Only the student employer arrangement and school details records are imported No lookup tables are imported neither are any support tables containing information about visiting teacher lists work experience type lists supervisor lists student tracking student preferences student counselling exit details or user defined information 4 When you import a school data file all student records imported with that data file are assigned as members of the imported school Of course you can change this once the records are imported 5 Once the records have been impor
53. criptions in WorkExpo Industry sector descriptions are broad over arching descriptions of industries and the world of work Difference between Work Types and Industry Sector Work Types describe the general duties a student might undertake while on work placement e g e Receptionist e Teacher Aide e Aircraft Mechanic e Food Area worker Industry Sector descriptions are the agreed general broad Industry categories such as e Manufacturing e Transport amp Storage e Finance and Insurance e Hospitality and Tourism e etc Both listings within WorkExpo can be edited Double click the text box to edit the drop down list To add Industry Sector descriptions to Employers At the Main Menu click the EMPLOYERS button Inthe EMPLOYERS window click the DETAILS Background Details tab You will see that there s an INDUSTRY SECTOR field drop down the list to view the possible items To add edit or delete items in this list double click the INDUSTRY SECTOR field To ADD a new item click into the last row and type the item e g Automotive To DELETE an item select the item by clicking the little grey box at the left of the item To EDIT an item simply click into the item and edit Changes are saved automatically 0 m KM M p 72 You can print arrangement lists by grouped by Work Type or grouped by Industry Sector Select Arrangement Lists in the Print Wizard 2013 Info Plan Software All Rights Reserved WorkE
54. dow click the Options tab at top right of screen 2 Make sure there s a tick next to EXIT Capture details of school leaving 3 This displays an EXIT tab in the student details area 4 Add information regarding the Exit student here To print information about Exit Students 1 Click the PRINT button on the Main Menu 2 Choose Other Lists EXIT Students lists To see statistics about EXIT students 1 Click the PRINT button on the Main Menu 2 Choose Miscellaneous Program Statistics 3 In the Program Statistics dialog choose EXIT Students 4 Select the statistic you like figures for from the drop down list To view a list on screen about Exit Students 1 In the Students window choose the VIEW menu option 2 Next choose View Exit Students 3 In the View Exit Students grid choose options as necessary El Note In WorkExpo a student is an Exit student when they have an Exit Date assigned to them 5 13 Tracking Students You can track a student s progress towards work experience using a checklist style approach This may be useful if you d like to keep track of how students are progressing with their arrangements for placement A student may have more than one placement and WorkExpo allows you to track each of these separately To customize the tracking feature In the Students window click the TRACK tab Click the Customize button Select the number of items you d like to keep track of from the drop
55. e Print Wizard Individual Student and click NEXT Z Individual Student L Select a student then dick Next gt Type the first letter of the name to find Sample College Sa Show list options Info Systems Technology Ltd No arrangement Magistrates Law Court Bunnings Clayton no arrangement BMI Direct Marketing Horace Rumpole Yamaha Motorcydes Quick Couriers Travis University Bunnings Ringwood No arrangement The Fixture Newspaper A1 Pilot Training Quick Couriers DD arrangement Sports Medicine Centre It is important that you select an individual student for email You cannot select groups of students for email 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 19 Choose the Arrangement form option for the currently selected student Holland Brad at BMI Direct Marketing VET Placement 89 Select document s to print then dick FINISH Sample College Sa Letters Documents Forms To students Arrangement form O Letter to parent O Employer evaluation form O Letter to student U Class teachers proforma U Reminder letter to student O Visiting teachers proforma To employers O Certificate for student o Letter to employer O Request for evaluation form O Front cover sheet for student O Thank you letter to employer O Student detail report OO Certificate for employer O Employer detail report Edit text of ab
56. e mail passwords will help But not just any password will do Learn how to create the best type Passwords can keep prying eyes from seeing what they shouldn t if you take the time to create strong ones and if you follow some simple rules of password maintenance Follow our small business advice and make yourself less prone to security breaches when running a business or starting a business How effective are the passwords you currently use Ask yourself a few questions to check your current computer security TIP You should change your PC password regularly and Windows XP makes it easy to do Simply open User Accounts in the Control Panel and pick the user account where you want to make the password change Click on the option to change or reset your password the wording may vary depending on which version of Windows XP you use You can also create a password for your account if you don t currently use one Do I use passwords that someone could easily guess like my birthday or my child s name 6 e Do I use common words found in the dictionary for my passwords e Do L routinely tick the box next to Remember this password so I don t have to type them in every time e Are my passwords written down where someone might find them e Do I use the same password for everything If you answered yes to any of the questions the data on your computer is vulnerable Your passwords are not working as hard as they could be Why Am I Vu
57. e no spaces in any header row name The header row must always be Row 1 Compare the spelling of header row names with the following FirstName LastName DateOfBirth Form Homegroup Street Suburb Postalcode ParentName ParentPhone and Note Check that there are no hidden rows or hidden columns in your spreadsheet Hidden rows or hidden columns within the data will cause the import to fail More Detail Select the data area in your spreadsheet by choosing Select All from the Edit menu Then from the FORMAT menu choose Column then Unhide Then from the FORMAT menu choose ROW then unhide Now deselect the data area and check if there are any empty rows in the data area or empty columns If so delete these empty columns by selecting the column to delete and choosing DELETE from the EDIT menu In Excel check that there are no columns to the right of the last data column NOTE containing blank information More Detail If there is hidden data anywhere in the spreadsheet even in columns outside the data area the import will fail Try deleting several columns to the right of the last column Usually the NOTE column To delete these columns select the entire columns by clicking on the column headers and dragging to include several columns Then choose DELETE from the EDIT menu Save the spreadsheet and try again Also check for rows below the last data row in the spreadsheet WorkExpo is a Microsoft Access database There may be file format a
58. eference 14 1 Getting Help 14 2 Keyboard Shortcuts 14 3 Mouse Shortcuts 14 4 Using Multiple WorkExpo Data Files 14 5 What Teachers Say About WorkExpo 14 6 What s New In version 10 0 15 Technical amp Support 15 1 System Requirements 15 2 Technical Notes 15 3 Data File Overview 15 4 Troubleshooting 15 4 1 Trouble Shooting FAQ 2013 Info Plan Software All Rights Reserved 72 73 73 75 75 75 76 76 77 77 77 77 78 78 79 80 80 80 81 81 81 82 82 82 83 84 84 84 85 85 85 86 86 87 87 88 89 89 89 91 91 92 92 92 93 WorkExpo User Manual 15 4 2 Phone and Fax Issues 15 4 3 Certificate Printing On Two Pages 15 5 Software Support 15 6 Licence and Copyright 2013 Info Plan Software All Rights Reserved 93 93 93 94 94 96 WorkExpo User Manual 2 Introduction to WorkExpo 2 1 Delete Sample Records You can delete the sample records in WorkExpo even if you have added your own records 1 Make sure that you have a good backup of your data file 2 In the Main Menu from the menu bar at the top of screen choose Tools Utilities Delete sample records This option removes the sample student and employer records but does not delete any other records 2 2 School Details On the School Details page you can enter the school details for your school or college Enter the address details for the school indicate what the public liability is and Principal name and Title These details will
59. electing Id like to browse the archives NOTE Records can be restored or deleted from the archive 13 2 Archiving Records WorkExpo provides three separate methods for archiving your data e The Archive Wizard e Advanced Archiving e The End Of Year Rollover wizard Each of these methods has pros and cons and depending on your situation you may choose one method over the other becuase it suits the way you work and your particular requirements The most efficient and effective way to archive your data is to always archive your arrangement records first 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 81 Then archive student or employer records as a second step This means that if you wish to restore at a later stage you can restore the student and employer records first then restore the arrangement record If you try to restore an arrangement record without first restoring the corresponding student or employer record you will delete the arrangement record rather than restore it This is because an arrangement can t exist without both related student and employer records s The automatic archive wizard will always archive records in the correct order so that there s no likelihood of losing data e You should archive all arrangement records for a period of at least five years You can always print a copy of an archived arrangement record even if you have deleted the relevant student and employer records e Co
60. ements window click the large NEW button at the top left of screen Anew empty arrangement record is created and ready for input Place the cursor in the Student field and type the first few letters of the student s last name WorkExpo finds the student and populates the field Press the tab key on the keyboard WorkExpo moves to the Employer field Enter the first few letters of the employer name and press tab Continue to complete the fields in the Arrangements window in this way Once the record has been entered click the Save button on the toolbar or move off the record to another record WD MON Do AUN a The minimum fields are student employer start date end date and work type 3 5 Setting fonts and font sizes in letters When setting up letters in WorkExpo you are able to choose fonts and or font sizes Certificates reports pro formas and lists continue to use WorkExpo font defaults Follow these instructions to set up fonts and font sizes for all letters 1 From the WorkExpo Main Menu click the large Options button 2 Click the Print Settings tab 3 Click the Set Fonts For Letters blue hyperlink 4 Select the Font and font size as necessary The selected font will be used in all letters in WorkExpo Notes s Certificates have built in fonts and can t be changed e Lists and other internal documents have built in fonts and can t be changed e The default font for WorkExpo letters is Times New Roma
61. er the registered training organization RTO for a student s placement On the DETAILS tab in the Arrangements window drop down the box labelled RTO and select the relevant training organization from the list To Add A New Training Organization 1 Double click in the RTO field 2 A Pop up box appears and you can add a new RTO on the bottom row 3 Click OK and the new RTO is now available from the drop down box as a choice To EDIT a Training Organization 1 Double click in the RTO field 2 A Pop up box appears and you can add a new RTO on the bottom row 3 IN the Pop up box place the cursor in the row of the RTO you wish to edit 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 4 Double click the left mouse button 5 An RTO Edit box is now available Enter the details of the RTO here 6 Click OK and the new RTO is now available from the drop down box as a choice To DELETE a Training Organization 1 Double click in the RTO field 2 A Pop up box appears and you can delete any RTO from this list 3 Select the RTO to delete by clicking the gray box to the left of its name 4 Press the DELETE key on the keyboard 2013 Info Plan Software All Rights Reserved 51 WorkExpo User Manual 52 8 Multiple Users 8 1 Multiple Users Overview WorkExpo supports multiple users For example several teachers could share WorkExpo with each logging into the database as a different user The advantage of this is t
62. essage 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 64 10 Printing 10 1 Print Work Experience Arrangement form s What to do Notes 1 With the WORKEXPO main WORKEXPO can print on the official department forms or print a facsimile menu on your screen click on the PRINT button 2 The Print Wizard dialog box will x appear You can choose to print an Work Experience Arrangement forms arrangement form for an individual Select cgtion s then dich FRESH A student or a group of students Choose optioeds below In this example we will print for a Fiter options Sort order group of students R BD or Select the print for several Students with arrangements by date 2i est Nave students option 7 stuents without arrangements by date fanme J c C A students by date Click NEXT C Arrangements of 5 or fewer days by date Print options Preview Custom student group pa ee Date fiter Mare antions R Between 01 01 2000 and 30 12 2005 nb Cancel lt e u geb 3 Select WE Arrangement forms and click NEXT 4 Select students You can select students by date or alternatively print forms for all students in WORKEXPO 5 Select to print on official Do this by clicking I want to print on official department forms Choosing department forms this option will print data only so that you print on the official forms 6 Choose Preview or print and click FINISH 10 2 Samp
63. etters You can use your school logo in certificates and letters in WorkExpo The logo must be an image file bmp gif jpg or png Prepare the image file before adding it to WorkExpo and note the location of the file Try to keep the file size as small as possible To add a logo to a letter first display the document in print preview To display a letter in print preview mode From the WorkExpo main menu click the Print button to start the Print wizard Choose Students Individual Student then click Next Select any student with a placement from the list and click Next Place a tick in one of the letter options e g Letter to Employer 5 Make sure that Print Preview is selected in options for print AUN a The letter is displayed in print preview mode To include a school logo with the letter 1 Click the School Logo button on the Print Preview toolbar 2 This displays the School Logo settings dialog box 3 Here is where you set properties for the logo Property settings for formatting school logo See also Setting Up Logo Setting Up Logo On Page in the on line documentation ooops ince rom the top magni centimeters 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 15 Logo mode Image mode defaults to Best Fit Notes e WorkExpo will remember your logo settings from session to session e Each letter can have its own separate logo This means that you need to add the logo se
64. ew additions are fantastic I will document all interviews using the counselling section rather than keep a separate written record Mark Paynter Marist Sion College The best bit of software I ve ever bought Melinda Savino Nazareth College Noble Park Tve used several work experience software programs but WorkExpo is definitely the best Jacqui Dods Billanook College WorkExpo prints out my arrangement forms in a snap John Frawley Rowville Secondary College 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 87 Tve been using the WorkExpo software for some time now I don t know how I managed without it Lainie Carroll Mount Waverley Secondary College Without WorkExpo there is no way in the world that I would have managed all the paperwork for sending 263 Year 10 students out on block release for two weeks Judith Clarke St Monica s College Epping Victoria Indispensable Can t live without it Especially like the block list report WorkExpo generates Gives me a complete overview of my block Charles Hogarth Our Lady of Sion College Box Hill 14 6 What s New In version 10 0 WorkExpo Version 10 0 introduces a range of new features and functionality that make it easier than ever to manage you work experience or work placement program at your school or college Some of the new features include Support for Vista And Office 2007 Windows Vista WorkExpo s digital signature avoids security is
65. ffect our ability to resolve it The more information you can provide about your environment the steps to reproduce and any other relevant information the better Obtaining WorkExpo Product Updates and Patches You can download any updates available to you directly from the Info Plan Software web site at http www infoplan com au workexpo 15 6 Licence and Copyright WORKEXPO END USER LICENCE AGREEMENT AND COPYRIGHT By installing this SOFTWARE you have agreed to this license agreement when you clicked I Agree when you ran the install wizard By proceeding to install this SOFTWARE you have indicated your acceptance of all the terms and conditions stated in this agreement This is a legal agreement between you either as an individual or a single entity and Info Plan Software for this software product which includes computer software and may include associated media printed materials and online or electronic documentation the SOFTWARE By installing copying or otherwise using this SOFTWARE you are agreeing to be bound by the terms of this agreement If you do not agree to the terms of this Agreement do not install or use the SOFTWARE 1 GRANT OF LICENSE This agreement grants you the following rights Gi EVALUATION LICENSE You may install and use an unlimited number of evaluation copies of the SOFTWARE on an unlimited number of machines ii SINGLE USER LICENSE 2013 Info Plan Software All Rights Reserved
66. field value OR use the options in the drop down box at the top of screen 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 40 To print the Datasheet grid 1 Sort and or filter the Datasheet as necessary 2 Click the Print button 3 If your settings are set to Print Preview the report will show first in preview To copy the Datasheet grid 1 With the Datasheet grid on screen press CTRL A to select all 2 Open Microsoft Excel 3 Choose Edit Paste to paste the contents into Excel 5 11 Counselling Students The Counsel tab in the Student s window provides a way to capture an individual student s counselling history You can log each interaction with an individual student including things like counselling sessions attendance at careers nights attendance at lectures or to hear guest speakers work related excursions etc These counselling records form part of a student s overall individual pathways plan and also provide evidence of the part you have played in counselling and providing for students Each student may have multiple counselling records Each counselling record can include the following e The TYPE of counselling provided e g one on one information provision e The date counselling was provided e Details of the counselling provided e Who provided the counselling A private field determines whether or not the specific counselling detail record is published If private is ticked it
67. h the certificate 1 Click the School Logo button on the Print Preview toolbar 2 This displays the School Logo settings dialog box 3 Here is where you set properties for the logo There are two certificates in WorkExpo one for students and one for employers Each Certificate can have its own logo Therefore you need to add the logo to each certificate Property settings for formatting school logo See also Setting Up Logo Setting Up Logo On Page in the on line documentation 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 14 Extra Page Depth Makes the page longer but can create a second page Notes e WorkExpo will remember your logo settings from session to session e Each Certificate can have its own logo Therefore you need to add the logo to each certificate e You can set the margins for the certificate by choosing File Page Setup when in print preview e You have can different settings and or different logos for the student certificate employer certificate and letters e Image formats supported bmp or jpg are supported e You can turn logos on globally from Options Print Settings but the settings you make in print preview override these e Becareful using the Extra Page Depth setting as it can create too much space at the bottom of the page an extra blank page may be created Teacher and Principal signatures are added in Main Menu Options Signatures 4 4 Using School Logos in L
68. hat each user s name and contact details would appear on letters to parents and or employers You can login and log off from within WorkExpo as well From the File menu choose Log Off Note that the phone fax and email numbers are associated with each login user Edit these phone details from Options School Add Edit WorkExpo Users S If there is only one user and that user does not have a password then the login dialog box does not show 8 2 Add Edit Users UsersTo add or edit a user in WorkExpo e From the WorkExpo Main Menu click the large Options button e Inthe school tab click the link to Add Edit Delete WorkExpo users Here you can add edit or delete WorkExpo users 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 53 8 3 Delete Users To delete a user in WorkExpo e From the WorkExpo Main Menu click the large Options button e Inthe school tab click the link to Add Edit Delete WorkExpo users The WorkExpo Users dialog box is displayed Le ere L CH Here you can delete WorkExpo users Select the user row and press Delete on the keyboard 8 4 Phone Fax Mobile Numbers In previous versions of WorkExpo the school phone numbers were stored with the school details With the introduction of multiple users in WorkExpo these details are now stored on a user by user basis To add edit or delete school phone fax and email details 1 From the WorkExpo main menu click the large
69. here someone might see it isn t a good alternative either We ll talk about ways to create memorable passwords later But if you have lots of passwords you might consider storing them in an encrypted format on your PC Protect them with a really good password that you ll be able to remember Using the same password Many people use the same password or some variation of it for everything That reduces the need to remember lots of different passwords However it also means if someone figures out your password once they can access everything you ve password protected Not only is it a good idea to have different passwords it s also a good idea to change them frequently What s a Strong Password A strong password will typically have the following characteristics e It s at least eight characters long and the longer the better e It includes upper and lower case letters as well as numbers and symbols e Itis changed frequently e Anew password is significantly different than the previous one Based on these criteria the following are examples of strong passwords e d amp C24 Zp gt gt 8 e M a09 b aTQ Those passwords would be difficult to crack but they d also be difficult to remember especially if you have a number of passwords with that level of complexity Creating Strong and Memorable Passwords Computers running Microsoft Windows XP Professional Windows Small Business Server 2003 as well as Windows NT and Windows 200
70. icense any of the rights of this agreement for any reason In the event of the breach by you of this Agreement you shall be liable for all damages to Info Plan Software and this Agreement shall be terminated If any provision of this Agreement shall be deemed to be invalid illegal or unenforceable the validity legality and enforceability of the remaining portions of this Agreement shall not be affected or impaired thereby In the event of a legal proceeding arising out of this Agreement the prevailing party shall be awarded all legal costs incurred This Agreement constitutes the entire agreement between the parties for the supply of the SOFTWARE and its associated documentation and supersedes all prior arrangements agreements representations and undertakings This Agreement may not be changed or modified except by a written instrument duly executed by each of the parties hereto MISCELLANEOUS This Agreement shall be governed by and construed in accordance with the laws of Australia without reference to conflict of laws principles If any provision of this Agreement is held invalid the remainder of this Agreement shall continue in full force and effect ACKNOWLEDGEMENTS You acknowledge that you have read this Agreement understand it and agree to be bound by its terms and conditions 2013 Info Plan Software All Rights Reserved
71. ing an upgrade to an existing installation you do not need to uninstall the previous installation The same disk used for installing a fresh copy of WorkExpo will also upgrade an existing installation This will work if the previous version is 8 9 or 10 of WorkExpo To install an upgrade to an existing WorkExpo installation 1 Choose RUN from the START menu 2 Type lt DRIVE gt Setup and press ENTER 3 WorkExpo will detect the install path of the previous version and install an upgrade in the same path by default c program files workexpo 4 WorkExpo will not overwrite a user data file if found Manual Installation WorkExpo can be installed or upgraded manually by copying files from the CD to the workstation To set up WorkExpo manually follow these steps IMPORTANT Do NOT overwrite the data file data mdb if found All other files can be overwritten whether installing a fresh copy or upgrading an existing installation 1 Create a folder c program files workexpo workexpo destination folder if it does not exist 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 91 2 Copy all files in the COMMON folder on this CD into destination folder 3 Select the Access version which matches the user s installed version of Office by using the matching folder on the WorkExpo CD and copying these files into the destination folder 4 Create a shortcut on the desktop pointing to WorkExpo mde and change the desk
72. ing data in WorkExpo Multi Schools Edition Section 9 9 Dealing with schools that do not support WorkExpo Working with non WorkExpo schools Section 9 11 Working with the School data file and Multi school projects Working with the School data file and Multi school projects Section 9 9 Generating statistical information from multi school sources Generating statistical information from multi school sources Generating Statistical Information in the on line documentation 9 8 Import School Data File You can import WorkExpo data files from different schools This may be useful if you want to merge WorkExpo data files from several different schools These files could be merged into a single large consolidated data file Once this consolidated file had been created you could print multi school reports and gather Work Placement information for detailed analysis across a range of schools To import a school data file into WorkExpo 1 From the WorkExpo main menu choose FILE from the menu then IMPORT 2 Then choose import school data file 3 Browse to the data file This will have an mdb Microsoft Data Base extension 4 Click OK to import the file As an alternative to importing data files you can connect to a particular data file and open it To do this choose File Open from the file menu All student employer and arrangement records are imported In addition the imported school s details are also imported a
73. ing to it each session Display the Data File Network Path in the WorkExpo Title Bar WorkExpo displays the current data file path in the title bar This option may be toggled on or off To do so AN An AUN He m e Open WorkExpo at the Main Menu Click the Options button In the Options dialog click the DATA FILE tab Click checkbox to enable Show data file path in the title bar WorkExpo displays the current data file path in the title bar Navigating to a WorkExpo Data file Follow these steps to navigate between different WorkExpo data files Start WorkExpo From the FILE menu choose OPEN Navigate to a WorkExpo data file e g myserver teacher careers workexpo data mdb 11 WorkExpo will persist links for subsequent sessions Sharing Files between Different Users of WorkExpo Users of WorkExpo can also share their data file data mdb across a LAN so that updates and deletes flow to all users WorkExpo will handle any read write conflicts internally Conclusion WorkExpo deployed across a LAN may run slower than if deployed on the user s hard drive 15 3 Data File Overview 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 92 All the information that you enter into WorkExpo is stored in a single data file It s default name is Data mdb and it normally resides in the C Program Files WorkExpo folder This file contains all your important information and should be carefully b
74. is no shortcut by default System Requirements e 512 MB RAM minimum e 65 MB disk space 120 MB while installing e WINDOWS XP VISTA Windows 7 or 8 32 or 64 bit e Microsoft Office 32 or 64 bit including Microsoft Access Microsoft Word and Microsoft Excel Minimum Office version 2003 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 90 e Screen resolution minimum 1024 x 768 File Structure WorkExpo has a single back end data file and a single front front end file The front end file is workexpo mde The back end file is named data mdb These files could both be renamed but it is recommended they are not These two files comprise the central core components of WorkExpo A desktop icon is created when installing the program The default install path is c program files workexpo Note there is an additional optional front end file employers mdb this file does NOT contain any employer information which is front end user interface for student use You may create a shortcut to this file if students require access to employer information You can also create this additional icon by clicking a button within WorkExpo itself Options Misc Create a desktop shortcut for Employers Employers mdb is found in the default install path is c program files workexpo employers mdb Locked Down Machine The Microsoft Windows operating systems provide security enhanced working environment for multiple users This enh
75. k kehela ss BS 11H Yran rr hy Tom Sheriden sme perak 2013 Info Plan Software All Rights Reserved WorkExpo User Manual Winun naii j II mandie N You can print all these documents directly from WorkExpo 10 3 Letter Sample 2013 Info Plan Software All Rights Reserved 66 WorkExpo User Manual 67 DEMONSTRATION COLLEGE Lakeside Drive WEST HILL AUS 1234 Phone 7555 1233 Fax 7555 4321 Email sves adu vic gov au 4 April 2005 Dr Sam Pepper 56 152 Travis Street AIRPORT WEST 3042 To Dr Sam Pepper Arrangement details for Jane Pepper below YEAR HOMEGROUP 10C GRA TYPE OF PLACEMENT Work Experience EMPLOYER Quick Couriers ADDRESS 234 Landsdowne Street CARLTON 3053 CONTACT Mr Ben Graham SUPERVISOR Ben Graham PHONE S Tel 9675 1234 Mobile 014 276 2345 TYPE OF WORK Administration DATES 12 12 2005 16 12 2005 TIMES 10 00 5 00 LENGTH 5 day s MAP REF Map 56 Ref J6 Please complete the enclosed Work Experience Arrangement Form and retum to the College IMMEDIATELY so that we can finalise all the arrangements for the placement Should you have any concerns during your childs work placement please contact me onthe school phone number above since the contractual agreement requires the school to negotiate with employers directly Tf you have any queries regarding our work experience program please do not hestate to contact me All students MUST pho
76. k the Options button 2 In the General tab click Flag or Group Students for Printing 3 In the Custom Student Group dialog you can add or remove students from the group Click the custom student button to choose to print or group students by custom group when printing Only students with arrangements can be members of a custom group 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 45 6 Employers 6 1 Find Employer By Business Name You can find an Employer by Name or by PART of the employer or business name You can enter the first few characters and WorkExpo will try to find a match For example type in COMM and WorkExpo will locate for example Commonwealth Bank 1 In the Employers window select the GENERAL tab 2 Enter the Name of the Employer and press enter 3 WorkExpo finds the employer and shows the employer record in the list OTHER WAYS TO FIND EMPLOYERS e You can also Search Employers by Work Type Section 6 2 to find a list of employers who offer a particular type of work e You can also Search Employers by Key Word Section 6 3 e g BANK to find all employers with Bank in the business name e You can also Find Employers by using the FIND tool Find Employer Using the Find Tool in the on line documentation e g Find employers where the contact first name is Robert 6 2 Search Employers By Work Type You can find an employer by Work Type Searching this way allows you
77. lan Software All Rights Reserved WorkExpo User Manual 3 Getting Started 3 1 WorkExpo in a nutshell In simple terms there are three basics steps to creating a new student arrangement record within WorkExpo Add a new student record in the Students window Some things to be aware of when adding records in WorkExpo e Records are saved automatically but you can explicitly save a record by pressing the save button on the toolbar e These three windows are the central work areas in WorkExpo and where you spend most time in WorkExpo e It s important to understand that deleting an arrangement record DOES NOT delete the related student or employer records s A student may have more than one arrangement 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 10 s An employer may have more than one student undertaking work experience at the same time 3 2 Adding New Student Records To add a new student record manually 1 In the Students window 2 Select EDIT then Add new student from the menu or click the STAR button on the WorkExpo ToolBar 3 Once you have added the details the new record is saved when you move off the record or when the Save button on the toolbar is clicked To delete a student record 1 In the Students window 2 Select Delete student record from the EDIT menu 3 The currently displayed student record will be deleted 4 If the student has any placements these are also deleted Wo
78. le Documents WorkExpo can generate the following documents 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 65 DEP RE THEN TOF SOHO EDUCATION N WORK EXPERIENCE vemm ng nuri K emean soe nrm maamin marmi RAN C EMPLOYER S REPORT ON STUDENT W ORK EXPERIENCE tl Sapa PETSEQOHDARY COL LECE CES S kee Ri Hadi IDS Ti red KK K eda h ded d K E d sie K dad eld A Kad d KIK dard He h e K KA KIK hel WORE EITEK ER E tt a HEET mwne SEE HAY e nent SAt meZ Ha lars ae N biel 28 Tela De BMK HLM Krez LR ar bd pcd Proba NEIN Come r d A Bue SE Come lie H T H HT RA ad dee AA ot ae D H A A E Kise driik shili Damms E Bihia Baad ere Rujit ate fins memento be be at sam P gr te sv s Employer report form Work experience arrangement form iim i J MACLEODTECHNICAL COLLEGE nui k M H EE KL K 08 FTESE L Skde Hela Wad Coprire e ead akr Jar kaine Adake Das 23 Tadke Don HAK Ha sa Dra lam Thisieks emilee bd armen kek mak bres AQ EOD TEHACA COLLET md NAK Dr pafar Eley Jls lde part x Beruerkeaprrreme pene Thrusrbraprrirem tle Libe plar Gel l ask hns SAAIE snl 18H AE Whibes wet p dee l dh doar dodao dik K rapbyre d Nn Leam le mri iadan tee ge A dprd mm stbri vd br otes Bevar fom be bevelalged ud Ilr abal Tc orke cep a mbad Ite dd b kek Klay parlo bromornwari oflle vel pakas ord lw sram lal skd 1 dx arko slal S
79. lnerable Here s why the very common password practises noted above put you at risk and what you can do to fix them Easy guesses If someone in your office has access to your computer it s likely they also know something about you So avoid using your name or the names of family members or pets as passwords Avoid using information 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 55 that s commonly known or readily available such as your address birthday or hobby Common words Hackers can use programs that identify passwords based on dictionary words in multiple languages Avoid using common words for your password It is safer to use a combination of letters numbers and symbols Automated passwords When you tick the Remember this password boxes often encountered on websites you ll typically see logon screens pre populated with dots or asterisks instead of your password when you visit these sites This can be dangerous if others have access to your computer Inexpensive even free programs are readily available that can decode the dots and asterisks The best option is to avoid using stored passwords but either way make sure your Windows logon is configured with a strong password that you type in each time That way you eliminate the opportunity for someone to snoop around Writing passwords down Passwords are only useful if you can remember them but writing them down on a piece of paper and leaving the paper w
80. ls here See pricing for costs Network Multi User version If you share the WorkExpo database at your school with other teachers and or across campuses you need to upgrade to the Network edition of WorkExpo This Multi User edition of WorkExpo allows for either 2 or 5 simultaneous users Network support is also included The stand alone version may only be used by a single nominated teacher and does not include network support User Profiles and Software Settings During the upgrade your data file will be modified structurally but the content of the data file will remain unchanged All of your user settings will also be migrated during the upgrade If you share WorkExpo with other users you will need to run the software upgrade on each user machine separately Setting the Defaults The defaults settings which you have stored in your Windows registry will not be changed All settings will remain in the same hive place in the Windows registry Improved Installation experience WorkExpo 10 0 will detect your version of Microsoft Office and install the correct version files In the past version issues with Microsoft Office and particularly Microsoft Access caused some problems for school IT support staff The new installer detects versions and settings and installs the correct files seamlessly 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 89 15 Technical amp Support 15 1 System Requirements Applies To
81. ly to the printer 25 Save the main document for This saves all merge information so that next time you won t need to use the later re use merge wizard 26 Check out some ofthe merge Or under the My Documents folder samples on the CD under the TRAIN folder 4 14 Printing Double sided Arrangement Forms Double sided arrangement forms are causing some difficulty and paper wastage in some schools Teachers have requested that they be able to print the first page only of the work experience arrangement form so that they can photocopy a single blank Page 2 and print all of page 1 information directly from WorkExpo Thus producing a single document for each student WorkExpo allows you to print the FIRST PAGE ONLY if required 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 33 7 per kd pm sted w a ee e e RR o Follow these steps to print a single double sided form for each student 1 Photocopy page 2 of your master copy of the Arrangement form 2 Feed this photocopy blank side up into your printer 3 Ensure that First Page Only is checked as shown above 4 All arrangement forms printed from WorkExpo will now only ever print the first page El WorkExpo can print both sides of work experience arrangement form if you are using a duplex printer 4 15 Swap Data files between Two Computers You can transfer the WorkExpo data between two computers g AYN G 4 16 User Defined Fields
82. m the drop down list Enter a password if necessary You are now logged in as the selected user and WorkExpo will use the logged in user details in all documents and letters E Q M a 15 4 3 Certificate Printing On Two Pages The student and employer certificates are designed to print on one page only If the certificate is generating two pages the certificate on the first page and a blank second page then your printer may not have been set to Australian A4 size paper e All printers are initially set to American Letter size paper which is shorter than Australian A4 e The blank page is your printer trying to fit the invisible bottom margin of page one onto a second page e To fix this problem have your school s IT support person change the printer setup to A4 size If you are using a school logo with the certificate it may be that you have set the paper length for the certificate too long To fix this display the certificate in print preview mode then 1 Click the Logo Settings button on the Print Preview toolbar 2 In the Logo settings dialog box make sure that Extra Page Depth is set to o cm 15 5 Software Support Standard single user support Every single user licensed WorkExpo user is entitled to e 12 months phone email based product support e Unlimited access to the on line support materials available on the Info Plan Software web site s Critical bug fix updates for the version of software purchased 2013 I
83. n size 12 3 6 WorkExpo Options WorkExpo is very customizable and offers many options and settings so that you can spend the minimum time with data entry and the maximum time with analysis and outputs The following is a list of items or features which offer customization within the program including e Setting the date which appears on letters e Setting up your own user defined fields e Maintaining Work Type pick lists e Setting passwords for multiple users e Configuring warnings while you are working e Using an ink jet printer e Show or Hide the School Details information in letters e Set up your own custom letters e Using signature images in letters e Warning you of various errors or possible conflicts while you work 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 12 4 Tutorials 4 1 Default Dates In the Arrangements window you can set a default start date and a default end date so that each newly created arrangement record has the start date and end date filled in with your current block dates as defaults To set a default start date and a default end date for each new placement 1 In the Arrangements window click the OPTIONS tab in the upper right of screen 2 In the section Defaults for each new Arrangement enter the start and end date you d like each new arrangement to default to 3 You can double click these date fields to pop up a calendar Choose a date from the calendar and click it a
84. n the values stored for many of your employers If you wish to apply defaults that you have set you have three choices e Apply defaults for the current employer e Apply defaults for all employers e Apply defaults only to new records Make your selection in the Defaults dialog You can set defaults in WorkExpo so that when new records are added certain fields you nominate are automatically populated with default values To set defaults for employer records in WorkExpo 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 48 From the WorkExpo main menu press the large Employers button In the Employers window click the Details tab Click the Set Defaults blue link at the bottom of the tab In the Set Defaults dialog box select the defaults you d like to set and press OK Now when new employer records are added these defaults will be added to the new records gn d EG M pe To update existing employer records with defaults From the WorkExpo main menu press the large Employers button In the Employers window click the Details tab Click the Set Defaults blue link at the bottom of the tab Inthe Set Defaults dialog box select the defaults you d like to set In the Apply Defaults for section choose All Employers In the Overwrite section choose Yes or NO as necessary Don fF MO M pe 6 7 Industry Sectors You can add edit or delete the industry sector des
85. nd the selected date will appear back in the Arrangements window s default date box To edit the dates which appear in the start and end date drop down boxes perform the following 1 In the Arrangements window click the large DATES button at the lower left of screen 2 This pops up the dates edit dialog box where you can add edit or delete a series of start and end dates It is recommended that you enter all possible start and end dates which may occur during the year so that you can easily select a particular start date or end date from the drop down boxes For example if you have a two week block for work experience you should enter BOTH Monday dates as possible start dates and BOTH Friday dates as possible end dates This will mean that when you are entering arrangement records for students undertaking one week placements you will have the start and end dates readily available from the drop down boxes 4 2 Postcodes WorkExpo is designed primarily for Australian schools In both the student and employer windows there s an automatic postcode lookup feature This feature allows you to type a suburb name and WorkExpo finds the postcode and populates the postcode field automatically You can specify which state to use by double clicking in the Suburb field When you do this a postcode selection dialog box is displayed You can choose any combination of Australia postcodes or choose to disable the automatic postcode lookup feature altogether Work
86. nd the students are assigned as members of the imported school However no counselling tracking EXIT follow ups or archive information is imported E You cannot import school data files which are themselves multi school data files 9 9 Import School Data Files Detailed Information You can import WorkExpo data files from different schools This may be useful if you want to merge WorkExpo data 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 62 files from several different schools These files could be merged into a single large consolidated data file Once this consolidated file had been created you could print multi school reports and gather Work Placement information for detailed analysis across a range of schools Adding editing and deleting schools Adding Editing and Deleting School Records in WorkExpo Section 9 3 How to import data files into WorkExpo from several schools Importing data in WorkExpo Multi Schools Edition Section 9 7 Dealing with schools that do not support WorkExpo Working with non WorkExpo schools Section 9 11 Working with the School data file and Multi school projects Working with the School data file and Multi school projects Generating statistical information from multi school sources Generating statistical information from multi school sources Generating Statistical Information in the on line documentation 9 10 Assign Students to a School To assign
87. nd version issues depending on the configuration of your machine and the version of Microsoft Excel you have In this case save the spreadsheet in an earlier version of Microsoft Excel Save your spreadsheet as an Excel 5 0 95 spreadsheet More Detail Systems are backwards compatible in Microsoft Office Try saving the spreadsheet in Microsoft Excel version 5 0 format To do this within Excel choose FILE then SAVE AS and in the Save As 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 73 Type drop down box choose Microsoft Excel 5 0 95 workbook Then try importing again Corrupt The workbook may be corrupt If all else fails create a new blank spreadsheet and copy and paste workbook the selected data records into the new spreadsheet More Detail When you export from your school s database system into Microsoft Excel sometimes additional unnecessary macros and code modules are also exported and these may interfere with the import process Open the spreadsheet containing the data you wish to import Select ALL then choose COPY Create a new workbook and paste the data into the new workbook Save then new workbook and try importing from this new file Error You are getting the error message Field ROW1 doesn t exist in the destination table message tblImportHeaders Field ROW1 doesn t exist When school data is exported to Excel it sometimes exports a ROW1 column as the last column in the spreadsheet This
88. ne their employer AT LEAST 2 weeks before the placement to confirm dates what they should wear and other details Yours fathfully Sue Sample Work Experience Coordinator 10 4 Certificate Student 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 68 DEMONSTRATION COLLEGE Work Experience Certificate This is to certify that Jane Pepper Year 10C has successfully completed the Work Experience Program Dates 12 12 2005 16 12 2005 with Quick Couriers Sue Sample Mrs Jessica French Work Experience Coordinator Principal 10 5 Statistics Sample 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 69 Demonstration College Lakeside Dnve WEST HILL AUS 1234 Phone 7555 1233 Fax 75554321 Email sues edu vic gov a WorkExpo Statistic Report By placement type employer size and school Placement Type amp E mployer Size School Totak VCAL Placement Small medium 20 to 99 Demonstration Colleze 1 Large 200 Demonstration Colleze 1 VET Placement Small medium Q0 to 99 Demonstration College 1 Work Experience Small medium 20 to 99 Demonstration Colleze 1 Small 6 19 Demonstration College 2 Micro 2 to 5 employees Demonstration Colleze 5 Large medium 100 to 199 Demonstration Colleze 2 10 6 Letter Setup and Margins You can change the setup of letters and documents in print preview mode 1 Select the letter or document you wish to change and view it in Print Preview 2
89. nfo Plan Software All Rights Reserved WorkExpo User Manual 94 e Telephone support for the registered single user of WorkExpo Network Multi User Support 2 or 5 users Every licensed multi user level user of WorkExpo is entitled to s Unlimited email based support for the duration of the multi user license e Unlimited access to the on line support materials available on the Info Plan Software web site e Critical bug fix updates for the duration of the subscription license e Telephone support for each member of the multi license agreement Refund Policy The refund policy is fully detailed in the End User License Agreement Section 15 6 section The following is a summary e Users must agree to the end user licence agreement before installing the software e An evaluation version of the software is provided upon request to allow users to evaluate the software e Users should fully evaluate the software before purchasing e The software is provided as is No guarantees or warranties are provided e Info Plan Software does not provide refunds once software has been purchased Submitting Suggestions and Reporting Issues If you wish to make a suggestion or report an issue you have discovered using WorkExpo you can do so on line or by phone Alternatively you can email Info Plan Software support at support infoplan com au The amount of information you can provide us with about the nature of a problem you are having will directly a
90. nsider archiving student records for a period of one to two years before deleting them e Consider archiving employer records who no longer offer work experience placements or for some other reason are no longer part of the program e You can restore delete or print an archived arrangement record once in the archive e Archived records can be restored or deleted from the archive Once deleted from the archive they cannot be restored e Archived records are part of the file Data mdb When you save or backup this file you will also be backing up your archives e Double clicking on any archived record in an archive will show details for the record in addition to further options G Arrangement records First Into the Archive Last Out of the Archive 13 3 Archive Or Delete In general terms you should archive records rather than delete them Why e By archiving records you have a permanent record of past programs e You can print an arrangement record for a past student if the record has been archived e You can compare past programs with present day programs e Archiving records allows you to undo or un archive the record if you make a mistake e You can delete records directly from the archive if necessary 13 4 Auto Archive You should archive your data so that you may refer to it in the future if necessary At the end or beginning of a year is the usual time to archive your data The Auto Archive wizard will archive your data and clean
91. ntact details are also captured Once the school details have been added you can assign students as members of the new school Each student record in WorkExpo must be assigned as a member of a school By default students are assigned as members of the default or registered school The registered school is the default school or college to which the WorkExpo software is registered WorkExpo Sa can D Multi Schools Edition When you add a new student record you can assign the student as a member of a particular school If you don t assign a student WorkExpo will automatically assign the student as a member of the default registered school Student records can be assigned to schools individually or you can assign multiple students to a particular school in a batch operation thus saving time You can edit or delete existing schools However if you want to delete a school record and there are students currently assigned to that school WorkExpo won t allow this operation until you delete or re assign all existing student members of that school A student may only be assigned as a member of one school only 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 58 When printing documents for students WorkExpo will default to using the registered school s details Optionally you can use the particular details of the specific school when printing for students assigned to that school For example say that the registered school i
92. o match individual student preferences with employers See Student Preferences Section 5 10 Displays TWO tabs called TRACK On the left side of screen the TRACK tab is used to capture information relating to tracking a student s progress towards work placement The other TRACK tab on the right of screen provides a matrix where tracking outcomes are visible See Tracking Overview Section 5 13 TRACK COUNSEL Provides a tab where you can capture counselling information about students Each counselling interaction can be captured to provide a counselling history on a student by student basis See Counselling students Section 5 11 USER DEFINED A tab where you can enter your own user defined fields Section 4 16 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 37 When tabs are hidden the information is not deleted only hidden 5 5 Setting Defaults You can set defaults in WorkExpo so that when new records are added certain fields you nominate are automatically populated with default values i e the gender field is automatically populated as female To set defaults for student records in WorkExpo 1 From the WorkExpo main menu press the large Students button 2 In the Students window click the Background Details tab 3 Click the Set Defaults blue link at the bottom of the tab 4 In the Set Defaults dialog box select the defaults you d like to set and press OK 5 Now
93. o Plan Software All Rights Reserved WorkExpo User Manual 16 letters you have written and saved Custom letters are designed to allow you to create and saved one off letters e g a Cancellation letter which you might use occasionally Custom letters can only be sent to employers and they can t be merged or bulk generated They are designed to be sent to a single employer at a time With the WORKEXPO main menu on your screen click on the PRINT button The Print Wizard dialog box will appear Select Custom letters to employers and click NEXT Follow the steps that WorkExpo walks you through Each letter that you write must be given a name which you enter in the Letter Type box while the text is entered in the Letter Text area 5 When writing a new letter include only the body text of the letter Do not include AUN a e Recipient e Address e Date WorkExpo will take care of these parts of the letter e s To delete a custom letter press DELETE The currently displayed letter will be permanently deleted Custom letters are designed to be sent to a single employer at a time You can t add edit or delete WorkExpo s in built letters and documents 4 7 Using Custom Colors with WorkExpo In WorkExpo you can set up the main windows so that the color of the Header area changes depending on the placement status of the current student or employer This is useful as the change in color gives a visual clue as to the current s
94. ok signature to add to the end of all emails sent Use Outlook Name The name of your Outlook signature Select from the drop down box or leave blank You should not enter free form text here If you want to add a signature do that in Microsoft Outlook first Default Subject The default subject of your email message If you leave this blank WorkExpo will automatically create a header containing the Arrangement type the name of the student and the dates e g Work Experience Joe Bloggs 12 12 2013 22 12 2013 Alternatively if you enter your own default subject header WorkExpo will not create a header Default Body The default body text of your email message If you leave this blank WorkExpo will use your default Letter To Employer boilerplate text depending on the Arrangement type for the current student If you enter your own default body text WorkExpo will not create body text SMTP Server The name of the SMTP server to use if you have chosen Remote Server as the email mode e g mail bigpond com 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 21 SMTP User name The name of your existing account on the SMTP server If you do not have an existing account then use a different email mode or save the document to PDF format and email manually SMTP Password The name of your existing password on the SMTP server GMail Address The name of your existing Gmail email address e g JoeBloggs gmail com GMail
95. ou d like to set by choosing a number 1 6 from the drop down 2 Enter text alongside each tracking item describing the task to be completed by the student 3 Click OK Note that you can change this at any time 5 15 Student Optional Tabs 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 43 In the students window you can show or hide additional information for students This information is available on tabs which either are displayed or hidden depending on your choices in the Options tab in the students window Settings for optional student information DETAIL Provides a DETAIL tab which shows detailed information for the current student Fields such as gender and language spoken at home are available To make this tab visible place a tick in the DETAIL check box See Setting Defaults Defaults Student Background Detail in the on line documentation for students PREFER Displays a tab PREFER where students can indicate a preference for work experience WorkExpo will try to match individual student preferences with employers See Student Preferences Section 5 10 Displays TWO tabs called TRACK On the left side of screen the TRACK tab is used to capture information relating to tracking a student s progress towards work placement The other TRACK tab on the right of screen provides a matrix where tracking outcomes are visible See Tracking Overview Section 5 13 TRACK COUNSEL Provides a tab where
96. ove letters More options Email settings Preview Print Help Cancel lt Back Next gt ma and select PREVIEW then click FINISH The document displays in print preview mode You will notice the email options on the toolbar Before you can send emails for the first time you will need to check your email settings Click Email Settings on the toolbar i File Window Help ig gug og pnr e4 EmailSettings A Email Save AsPDF Close Preview perience angement Form STUDENT DETAILS Sumame Bambra Sre ene Hailey Bian Date 0705 1993 School Name and Adaress Sample Drive SAMPLE VIC Postcode _ 3212 TeBpnone 9556 5555 Tesonerin cnarge of Work Expemence _ Terry Jones Student Year Level 10C IN CA SE OF EMERGENCY THE EMPLOYER SHOULD CONTACT THE STUDENTS PARENT OR GUARDIAN Name Parent Guardian _ Susan Bambra Aness 2 Jinks Ave BRUNSWICK Poacoce _ 27 Tel Home _ 8555 1243 Wom _ 9555 5467 Mole 042 441 560 Emergeng contact Name and Tel EMPLOYER DET AILS Emolover to complete PRIVACY INFORMATION The Information provided on tis form ts for te administration of Wok Experence Amangements only and is not to De used for any Otmerpurpose Health Information will De provided F Ne stucent nas a TEO EAT conction or requires meditation that may be evar to thelr employment This Information must be kept confUential Employer business name A41 Pilot Training Tel S687 1
97. ows the student record 5 Press the PAGE DOWN key to see the next closest match AUN a You can also Find Students by using the FIND tool Section 5 17 e g Find students where the post code 1234 5 3 Sorting student records 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 36 Sort student records by FIRST Sarid ual NAME and filter student records i ea for Year 10A students only 14 Term Dates Select State Postcodes Then remove filtering and sorting by choosing remove filter sort from RECORDS menu paste Enno Z Sort Descending Right click for shortcut menu 5 4 Optional Tabs In the students and employers window you can show or hide additional information for students employers This information is available on tabs which either are displayed or hidden depending on your choices in the Options tab In this way WorkExpo allows you to hide any information which is not essential to the running of your program Settings for optional student information Tab name DETAIL Provides a DETAIL tab which shows detailed information for the current student Fields such as gender and language spoken at home are available To make this tab visible place a tick in the DETAIL check box See Setting Defaults Defaults Student Background Detail in the on line documentation for students PREFER Displays a tab PREFER where students can indicate a preference for work experience WorkExpo will try t
98. parately to each letter e You can set the margins for the letter by choosing File Page Setup when in print preview e You have can different settings and or different logos for the student certificate employer certificate and letters e Image formats supported are bmp gif jpg and png e You can set logos on globally from Options Print Settings but settings you make in print preview override these e Becareful using the Extra Page Depth setting as it can create too much space at the bottom of the page an extra blank page may be created e Each letter can have its own separate logo This means that you need to add the logo separately to each letter Teacher and Principal signatures are added in Main Menu Options Signatures 4 5 Assign Teacher Visits You can assign teachers to visit students on Work placement You can do this at the time of creating the arrangement or add this information later Follow these instructions to assign teacher visits Go to the Arrangements window Choose VISITS from the VIEW menu Select the visiting teacher from a drop down list Click the PRINT button on the bottom right to view a hard copy document Rw M a 4 6 Creating and Saving Custom Letters WorkExpo allows you to write a custom letter to a selected employer and save the custom letter to be re used later You can choose to create new custom letters or edit your own existing custom letters You can also print custom 2013 Inf
99. phone fax numbers Sarah Kelly Vice Principal Susan Jones Support Staff Jane Smith Work Placement Officer Mancontact aeS O O O O O OO O o The main contacts name and details wil appear in al documents and letters Add te W users Add Edit Schools This allows you to log into WorkExpo under your own name and title yet print documents bearing the name and contact details of another nominated member of staff i e the Main contact at the school or college For example in the above sample dialog box Susan Jones is logged into WorkExpo but all documents will show Jane Smith s name This may be useful if you have a multi user licence for use with WorkExpo and you need to nominate one contact person at the school despite several staff using WorkExpo To do this from the Main Menu click OPTIONS SCHOOL DETAILS and select the Main contact from the drop down list of current WorkExpo users 4 12 Google Maps You can choose to show Google maps for a current employer in WorkExpo You can do this from the Employers screen or the Arrangements screen Click the Google Maps icon to display a map of the current employer 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 25 BMI Direct Marketing RINGWOOD Employer BMI Direct Marketing Non profit employer ares vow tno Gay 202 Heathmont Road 35 556 667 253 9867 1234 mari emba com au Note Insert time date
100. r data source so choose OPEN DATA SOURCE 10 Navigate to the WorkExpo folder By default this folder is C PROGRAM FILES WORKEXPO IMPORTANT NOTE In the Files of type drop down box make sure that MS Access databases is selected Mail Merge Helper The next step in setting up the mail merge is to specify a data source Choose the Get Data button S Main document Create 7 Edit 7 Merge type Form Letters Main document Document 1 ps 2 Data source Get Data 7 Create Data Source 3 Open Data Source S Ele BOOR L Header Options Open Data Source Look in E WorkExpo gt Find Files that match these search criteria File name Files of type MS Access Databases mdb Z Word Documents 5 doc 5 file s Four p Text Format rtf MS FoxPro Files dbf 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 30 11 Word now creates a link to the Microsoft Access database file and displays its contents Tables Queries EE Microsoft Access Click the Tables tab then choose Tables in data mdb under Tables in data mdb AEN MSysIMEXColumns l MSysIMExSpecs Arrangements for Mail Merge MSysModules MSysModules2 MSysObjects MSysQueries Microsoft Word C Word Found no merge fields in your main document Choose the Edit Main Document button to insert merge fields into your main document 12 Because the main documentis
101. re is correct 11 5 Exporting You can export from WorkExpo Use the Export wizard for best results To start the Export wizard choose Export from the File menu Also be aware that all data for WorkExpo is stored in a single file by default c program files workexpo data mdb If you have a copy of Microsoft Access you can open this file directly and copy and paste rows from the tables 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 7 12 Backup and Restore 12 1 About The Data File The single file DATA MDB is the most important one as far as WorkExpo is concerned This single file contains ALL your WorkExpo information including e School details e User details e Teacher information e Employers e Students e Everything Else If you look in the WorkExpo folder on your hard drive you will see several files which together make up WorkExpo However all these files are replaceable except for one DATA MDB It is important to be aware at all times where you WorkExpo data file is How can you find out Here are a few different ways s Click the yellow light bulb a few times and it will tell you the name and path of your current data file e From the Main Menu in WorkExpo click the Options button and then click the Data File tab e Using Windows Explorer you can navigate to the WorkExpo folder c program files workexpo and see the Data file In a network environment it may not be there but rather in a
102. rkExpo will warn you if this is the case When you delete a student or employer record all arrangements and all other details associated with that student or employer are also deleted WorkExpo will always you of this 3 3 Add New Employer To add a new employer record manually 1 In the employer window 2 Select EDIT then Add new employer from the menu or click the STAR button on the WorkExpo ToolBar 3 Once you have added the details the new record is saved automatically or you can click the save record button on the toolbar To delete a employer record 1 In the employer window 2 Select Delete employer record from the EDIT menu 3 The currently displayed employer record will be deleted 4 The employer record is deleted Notes You can import employer records into WorkExpo from many external sources You can delete sample employer records easily See Delete Sample Records Section 2 1 You can delete multiple employers with just a few clicks See Deleting Employer records Section 6 5 3 4 Create New Arrangement The student and employer must already exist in WorkExpo before an arrangement can be created In the student or employer does not current exist then they will need to be added via the student or employer screens 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 11 To create a new arrangement in WorkExpo From the WorkExpo main menu click the Arrangements button Inthe Arrang
103. s Demo High and you have imported student records from Sample College When you print the Work Experience Arrangement form for students of Sample College you can choose to use the school details of Demo High School or Sample College As well as being able to import student records in the usual way you can also import WorkExpo data files from different schools This may be useful if you want to merge WorkExpo data files from several different schools These files could be merged into a single large consolidated data file Once this consolidated file had been created you could print multi school reports and gather Work Placement information for detailed analysis across a range of schools Adding editing and deleting school records Adding Editing and Deleting Schools in WorkExpo Section 9 3 How to import data files into WorkExpo from several schools Importing data in WorkExpo Multi Schools Edition Section 9 7 Dealing with schools that do not support WorkExpo Working with non WorkExpo schools Section 9 11 Working with the School data file and Multi school projects School data files and Multi school projects Section 9 7 Generating statistical information from multi school sources Generating statistical information on line documentation WorkExpo Multi School Edition is available as an upgrade from the regular edition 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 59
104. select the the record by double clicking it 3 Press the RESTORE button If you want to restore ALL records press the RESTORE ALL button NOTE Be aware of the problems of restoring archived arrangement records Tell me more Section 13 2 2013 Info Plan Software All Rights Reserved 83 WorkExpo User Manual 84 14 Reference 14 1 Getting Help What to do Notes With the WORKEXPO main menu WORKEXPO has its own built in on line Windows help files on your screen click on the HELP menu at the top of the screen Select CONTENTS from the drop down menu Click on the topic heading to move Topic heading appear in green and are underlined to that topic You can also select SEARCH to If you are unable to find a topic select CONTENTS and click on What I want search for information on a is not listed This displays a range of further options particular topic 14 2 Keyboard Shortcuts To do this Keyboard Shortcut To move from record to record Page Up or Page Down Zoom in a text box SHIFT amp F2 To move from field to field TAB Forward SHIFT Tab Backwards To move from tab to tab in a tabbed dialog box CTRL Tab Close Print Preview ESC Close a dialog box ESC Undo a record Press Esc twice Close a window CTRL W To show the Windows print dialog box CTRL P To open a drop down list F4 To tick an item in a tick box Spacebar To select the record number F5 CUT CTRL X 2013 Info Plan Software
105. sues in Vista Office 2007 Works with the new version of Microsoft Office 2007 User Interface Redesigned Higher resolution for today s high resolution monitors The minimum screen resolution required for WorkExpo is now 1024 x 768 Major Safe At Work Enhancement Add both general and industry modules in either window and WorkExpo synchronizes between windows for you New Work Experience Forms Includes the new Work Experience Forms as released in 2008 New Fields Several new fields including Placement status student mobile phone number and parent email address Mail Contact Details Allows you to address employer correspondence to a specific person other than the main contact at the same or a different location Flag A Placement Quickly and easily find a placement later by setting a simple flag Attach a flag note to remind you why you wanted to follow it up Sort and group by flags New Students Under 15 Report Quickly identify students under fifteen years of age at any given date Lots of Minor Enhancements Quick Overview Tips and Tricks component Improved screen layout Counselling enhanced Tips suburbs and school holiday lists updated Continued Support Each new purchase or upgrade of WorkExpo includes comprehensive support for schools and teachers using the program Purchasing and upgrading WorkExpo always includes personal priority support via direct phone email or fax If you choose not to upgrade then your WorkExpo s
106. t Document E Envelopes and Letter Wizard Macro Templates and Add Ins Customize Options 4 The Mail Merge Helper Mail Merge Helper Wizard appears u Use this checklist to set up a mail merge Begin by choosing the Create button l a Main del pe 2 Data source setata t 5 The Mail Merge Helper has 3 Step 1 is CREATE new document steps 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 28 6 Click CREATE Mail Merge Helper ME button Use this checklist to set up a mail merge Begin by choosing the Create Main document Mailing Labels Envelopes Catalog Restore tat ormel Wor Document 2 3 Merge the data with the document Cancel 7 Select Form Letters Form Letters are a way to create a page for every record in our data source This means a page for each student record for example Microsoft Word 1 C To create the form letters you can use the active document window Document1 or a new document window New Main Document 8 Next the wizard asks if you d Click Active Window like to use the Active Window 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 29 9 Click the GET DATA button This is the second step in the wizard In this step you can create a new data source or open an existing data source Our WorkExpo data file is ou
107. t be nominated at the purchase date Multi user licenses may not be transferred leased rented or shared Gii REVERSE ENGINEERING You may not reverse engineer decompile or disassemble the SOFTWARE Gii SEPARATION OF COMPONENTS The SOFTWARE is licensed as a single product Its component parts may not be separated for use on more than one computer or accessed in any way other than through the provided user interface iv TERMINATION Without prejudice to any other rights Info Plan Software may terminate this agreement if you fail to comply with the terms and conditions of this agreement In such event you must destroy all copies of the SOFTWARE and all of its component parts 5 ENHANCEMENTS AND UPDATES From time to time at its sole discretion Info Plan Software may provide enhancements updates or new versions of the SOFTWARE on its then standard terms and conditions thereof This Agreement shall apply to such enhancements You may not remove any proprietary notices labels trademarks from the SOFTWARE or associated documentation You may not modify de compile disassemble reverse engineer or translate the software LIMITED WARRANTY You assume all responsibility for the selection of the SOFTWARE as appropriate to achieve the results you intend and for the installation of use of and results obtained from the SOFTWARE Info Plan Software warrants that the media on which you obtained SOFTWARE shall be free of manufacturing defects
108. t date The list can be printed In Victoria there are certain requirements for students under the age of 15 For details of these requirements visit the Victorian Government website Criminal Record Checks are required for Employers amp Supervisors of students under 15 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 39 A Victoria Police form is needed only when applying to Industrial Relations Victoria for a Child Employment Permit See Victoria Police Police Records Checks http www police vic gov au content asp Document_ID 274 There is no change for criminal record checks handled through the Australian Government you should continue to use the government form see Consent to Check and Release National Police Record form PDF 152Kb For more information also see e Ministerial Order 56 Work Experience Arrangements Word 120Kb e Circular 158 2008 New Ministerial Orders and Arrangement Forms for Work Experience and Structured Workplace Learning Word 58Kb e Frequently Asked Questions on Criminal Record Checks Word 38Kb e School Guidelines to Criminal Record Checks Word 74Kb includes letter to Victoria Police e Risk Assessment Form Word 71Kb includes a completed sample form 5 10 Student Preferences In WorkExpo you can capture information relating to preferences students may have for work experience Students can express up to three preferences for work experience When
109. t the import wizard from the File Import menu Print the list of fields required in Step 2 of the Import wizard Then cancel the wizard Contact your school s central database administrator Give the field list to the database administrator and request an export file of all Year x records Request that all fields set out in the field list are included Open the export file using Microsoft Excel Format the file as set out in the field list instructions o xy Da A WDN Once the Excel file has been saved with an xls extension re start the WorkExpo import wizard and follow the instructions You can import student records in a special update import to update records reather than replace them 5 2 Find Student Records You can find student records by Last Name or by First Name You can enter the first few characters of the name and WorkExpo will try to find a match For example type in SAR and WorkExpo will locate for example SARAH or SARA WorkExpo sorts the records into Last Name order if you search by last name and first name order if you search by first name This means that if the first record found is not the one you re looking for you can page through the records using the PAGE DOWN key In the Students window select the MAIN tab Choose to search by Last Name or by First Name by selecting the appropriate check box Enter the Name of the Student and press enter WorkExpo finds the student and sh
110. tate of the placement When you turn on this color setting you can choose to accept the pre defined WorkExpo colors or set your own colors Follow these instructions to activate color settings in WorkExpo Go to the Arrangements window Choose the OPTIONS tab on the right of the screen Click the set colors link The Add Edit Placement Type Add a new Placement Type called VCAL for example Victorian Certificate of Applied Learning Set colors as preferred using the Windows Color Picker dialog G Gn fF MO M a 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 17 4 8 Using Mail Merge Overview MailMail merge What to do Use Microsoft Word s Mail Merge Wizard to create form letters mailing labels lists and envelopes for distribution rd MAIN DOC N 1 Data source with recipient information such as student or employer information 2 Main document with merge fields that are placeholders for WorkExpo information 3 Resulting merged document Word s wizard guides you through all of these steps If you prefer to work outside the wizard you can use the Mail Merge toolbar Either way the end result is that each row or record in the data source produces an individual form letter mailing label envelope or directory item Notes To complete the basic process you e Open or create a main document e Open or create a data source with individual recipient information
111. tch operation updating all relevant student records E When WorkExpo was originally developed the Year Level was the only way to sort and group students In later versions the Home Group field was added This mean that the Year Level field is best to use if you only require one way to group students as it was part of the original database design since its inception 5 17 Find Students Using the Find Tool You can find a student record by searching for any part of the student name or any search on any other field in the Student Window For example you could find student records where the Suburb SPRINGFIELD 1 In the Students window choose FIND from the EDIT menu 2 Enter the characters you d like to find and click the FIND button 3 WorkExpo finds the first match and displays the found student record 4 If this is not the record you were looking for click the FIND NEXT button You can use the asterisk wildcard in your search For example SAR will find SARA and SARAH 5 18 Custom Student Groups You can create a custom student group and use this group of students for printing and grouping purposes For instance say that there are half a dozen students going out on work experience during an odd week You could create a custom student group and print reports just for these few students even though they may be all in different year levels and or home groups To create a custom student group 1 From the WorkExpo main menu clic
112. ted and you try to re import the same data file again WorkExpo will warn you that the school s records have already been imported but will allow you to proceed if you choose This of course will lead to several duplicate records including duplicate arrangement records 6 You cannot un import a data file 7 It is recommended that if you are dealing with a large number of schools you create a schools folder under the WorkExpo data file folder This will make working with the data file easier 8 You can always create a new blank WorkExpo data file easily Select File New from the WorkExpo menu bar This create a blank empty data file and links to it then opens it If sample records records are not required they can easily be deleted Choose Delete Sample Records from the Tools Utilities menu in WorkExpo g You can generate statistical information showing trends across a range of schools See generating statistical information on line documentation 10 You can assign students as members of a particular school within WorkExpo See assigning students to schools Section 9 10 You cannot import school data files which themselves contain multiple schools 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 61 To learn more about See Adding editing and deleting school records Adding Editing and Deleting School Records in WorkExpo Section 9 10 How to import data files into WorkExpo from several schools Import
113. the brackets B ae ll finds ball and bell but not bill call Matches any character not in the brackets b ae ll finds bill and bull but not bell Matches any one of a range of characters You must b a c d finds bad bbd and bed specify the range in ascending order A to Z not Z to A 5 Matches any Matches any single numeric character numeric character 1 3 155 finds 103 113 123 103 113 123 e Wildcard characters are meant to be used with text data types although you can sometimes use them successfully with other data types such as dates if you don t change the Regional Settings properties for these data types e When using wildcard characters to search for an asterisk question mark number sign opening bracket or hyphen you must enclose the item you re searching for in brackets For example to search for a question mark type in the Find dialog box If you re searching for a hyphen and other characters simultaneously place the hyphen before or after all the other characters inside the brackets However if you have an exclamation point after the opening bracket place the hyphen after the exclamation point If you re searching for an exclamation point or closing bracket you don t need to enclose it in brackets e You can t search for the opening and closing brackets L together because WorkExpo interprets this 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 47
114. top icon shortcut to WorkExpo Use workexpo ico as the shortcut icon 5 If necessary create a shortcut on the desktop pointing to employers mdb use the employers ico This is an optional user interface for students to browse employer records Use this option only if students have access to user s machine Network Installation Follow these steps to configure WorkExpo for shared use by two or more teachers across a network if the licence permits 1 Install WorkExpo normally on the first user machine using setup exe 2 Once installed Start WorkExpo and ensure that all is running normally 3 By default the data file path will be c program files workexpo data mdb 4 Close WorkExpo 5 Using Windows Explorer move or copy the single file c program files workexpo data mdb to a shared network server location 6 All teachers needing access to this data file will require read write create permissions on the shared network location 7 Start WorkExpo again 8 If you moved the data file WorkExpo will prompt for the data mdb file path If you copied the data file WorkExpo will open normally and connect with the default data file c program files workexpo data mdb 9 If you copied the data file go to the Main Menu then FILE OPEN from the WorkExpo menu bar Navigate to the shared network server location of data mdb Select the data file and click OK or OPEN WorkExpo re connects to this network data file and stores its location for future use connect
115. ts suppliers be 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 96 liable for any damages whatsoever including without limitation damages for loss of business profits business interruption loss of business information or other pecuniary loss arising out of use of or inability to use this Info Plan Software product even if Info Plan Software or its dealer have been advised of the possibility of such damages Some countries do not allow the exclusion or limitation of certain implied warranties or the limitation of the foregoing warranty or the exclusion or limitation of incidental or consequential damages in which case and to the extent such exclusion or limitation is not allowed some of the foregoing limitations and exclusions may not apply to you HIGH RISK ACTIVITIES The SOFTWARE is not fault tolerant and is not designed or intended for use in hazardous environments requiring fail safe performance including without limitation in the operation of nuclear facilities aircraft navigation or communication systems air traffic control weapons systems direct life support machines or any other application in which the failure of the SOFTWARE could lead directly to death personal injury or severe physical or property damage collectively High Risk Activities Info Plan Software expressly disclaims any express or implied warranty of fitness for High Risk Activities GENERAL PROVISION You shall have no right to sub l
116. upport would lapse Software Support WorkExpo continues to evolve to support the latest operating systems and security software requirements Using outdated versions of WorkExpo on newer systems may not prove optimal Improved Efficiency The latest version of WorkExpo has been designed with efficiency and productivity in mind Teachers are busier than ever before WorkExpo lets teachers concentrate on managing their work not on managing the software Australian Company Info Plan Software is proudly an Australian company Purchasing WorkExpo means that you are supporting Australian commerce Peace of Mind Let Info Plan Software worry about the technical side of database system management while you get on with the job of managing students Upgrade Notes Multiple Schools Edition WorkExpo 10 0 is also offered as a Multi Schools Edition This edition has all the features of the standard WorkExpo 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 88 package but also includes support for multiple schools This means you can have several cohorts of students assigned to several schools within the one WorkExpo database This edition would be suitable for LLEN s or VET cluster organizations The Multi Schools Edition allows you to import data files from WorkExpo schools and WorkExpo will keep track of which schools students belong to This edition is available as a new full version or upgrade from an existing version More detai
117. user name The name of your existing Gmail user name usually your Gmail email address name portion e g JoeBloggs Gmail Password The name of your existing password on Gmail E Note that you can see the SEND TO email address in the TO box just below your name in the dialog box header rey Work Experience Form Nu 332 Wok Arrangement syd Tras tithe Renan wt 2 96 iste Expetiet e dt Arsa 1 STUDENT DETAILS See ___Bambra FretName Halley Bith Date 0705 1593 Email the Arrangement form for Hailey Bambra to kS i Al Pilot Training now Employer bus Business access PO Box 188 MOORABBIN Poscose 3789 Typeotincusty _ Transport and Storage Primaryactvity at worplace_Motor Mechanic Students work location address __124 Charman Rd Hanger B4 MOORABBIN Pogcose _ 3189 WorkpBce contact person ___ Sue wan Die Supervisor Darren Hiller AircraftMaintenance _ Activities the pupil will undemake if Inculficent space atach separate sheet Meet grest and direct clients Click to confirm send If you have checked Display before sending then you can preview the email 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 22 W Message Insert Options Format Text Review B calibi eh KVS 9 a8 oe U pa Z Follow Up Q Zoom 1 High Importance Paste aby q v BE Address Check Attach Attach Signature B U Z A gninis Book Names File Item
118. window choose File Print Full Details 5 7 Student Medical And Emergency Information 2013 Info Plan Software All Rights Reserved WorkExpo User Manual 38 v NOTES e Medical information is private not published This means that it will not appear on any printed documentation that WorkExpo generates e There s an option in the Arrangements window to remind you when placing a student with a medical issue See the Options tab in the Arrangements window WorkExpo will remind you of a student s medical condition when you are creating a placement for that student 5 8 Delete All Student Records To delete ALL student records 1 In the Students window 2 From the Tools Utilities menu 3 Select Delete ALL student records 4 WorkExpo will ask you to confirm your choice to delete ALL student records 5 If you proceed all student records and all related arrangement records will be deleted NOTE that you cannot undo this operation Ensure that you have a good backup copy of the data file before you proceed When you choose to delete all student records then all arrangements will also be deleted WorkExpo will always warn you of this before deleting any records 5 9 Students Under 15 You can view a list of all students who are under 15 years of age The list uses the current computer date to determine if students are under 15 Alternatively you can enter a date to see what age these students will be on tha
119. working with a student record in WorkExpo you will be able to see which preferences a student has for work experience While browsing student records WorkExpo will try to find possible matches with employers who offer these types of work experience and display a list of matches For example if a student expresses a preference for Journalism then WorkExpo will display a list of all employers who offer Journalism in the student s record HOW TO ENTER STUDENT PREFERENCES FOR WORK EXPERIENCE e In the Students window click the Preference tab e Select the student s first preference for work experience in the first box e Make sure that the Search Now check box is ticked Although you can tick it later e WorkExpo will display a list of potential matches SORT AND GROUP STUDENT PREFERENCES e In the Students window click the Preference tab e Select the blue Sort And Group Student Preferences link e The Sort and Group Student Preferences dialog is displayed e WorkExpo displays a list of student preferences in a Datasheet grid To sort the Datasheet grid 1 Place the cursor in the column you d like to sort on 2 Right click for the shortcut menu 3 Choose sort ASC or DESC 4 The Datasheet is now sorted by the selected field To filter the Datasheet grid 1 Place the cursor in the column you d like to sort on 2 Right click for the shortcut menu 3 Choose sort Filter By Selection 4 The Datasheet is now filtered by the selected
120. xpo User Manual 49 6 8 User Defined Fields Is it possible to change the field names in WorkExpo Yes and No The field names in WorkExpo are generally not customizable However the field names in the User tab in Student and Employer windows are customizable You can enter your own field names and determine whether the field is a text box or a drop down box If you select a drop down box then you also have control over the items that appear in the drop down box To see what you can do with student user defined fields try this In the Students Window click the Options tab at the top right of screen Inthe Options tab you have control of various optional parameters within the student window Place a tick in the User defined create your own fields check box You will notice that a tab User defined tab USER DEFINED On this tab click Customize This displays the user defined fields dialog where you can edit the properties for this field You can also place a tick in the Use as drop down check box to create a drop down list of possible choices 7 If you do this then click the click to set link Another dialog appears Here you can add edit or delete the items to appear in your drop down list 8 Click OK Now back on the User Defined tab your field names and drop down options should appear as user defined fields 9 You can also change the Tab name from User Defined to something more meaningful En d EG M
121. y EmplDress EmplMultiSite EmplOther EmplDateCreated ContactTitle UserDefinedE1 UserDefinedE2 2013 Info Plan Software All Rights Reserved 74 WorkExpo User Manual 75 UserDefinedE3 UserDefinedE4 UserDefinedE5 EmplStartTime EmplEndTime EmplRate Export employer records to an XLS spreadsheet then use that spreadsheet as a template for your import 11 3 Update Import You can import student records into WorkExpo on a conditional basis using a update import This is useful when you want to update records from your central school database rather than replace them Here s how a update import of student records works The initial import process is identical to a normal import of records On the last page of the Import Students wizard you flag the Update Import check box to true Any new student records not found to currently exist in WorkExpo are imported in the normal way For found existing student records the update import wizard updates the student details only Any changed address or contact information is updated for the existing student all other details are untouched WorkExpo will look for a match on your school s StudentID field to determine an existing record Cn AUN a o A Ifthe StudentID field is empty the Import wizard will look for a match on first name last name and date of birth 11 4 Import signature images Letters which appear in WorkExpo including the letter to parent

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