TOPSpro Special Topics III: TOPSpro Tools and Resources

Agenda for Module III: TOPS Tools and Resources Options Window TOPSpro Scheduler User Properties TOPSpro Security Features Housekeeping Pack and Reindex Revalidatation “Helpful Features” TOPSpro Help Quick Start Tutorial Report Documentation Demos CASAS Online Resources

Setup Modifications TOPSpro, like all software systems, requires decisions about how it will handle the information you enter. You can find most of these setup choices in the Tools menu.

Options Window One of the most prominent TOPSpro Tools is the Options window. Access this feature by going to Tools – Options.

Options Window The Options window features six different tabs across the top of the window. Whenever making any changes in Options, first click Apply, then click OK.

Provider Tab Your state abbreviation should already be entered, which will enable state-specific functions necessary for some programs. The rest of the information under this tab is optional.

Defaults Tab You can indicate a default Agency, Site, or Instructional Program.

Defaults Tab TOPSpro will filter information according to the dates you insert into Program Year – usually the dates of the current fiscal year.

Defaults Tab When logged in as ADMIN, there are additional default selections available under this tab.

Scanning Tab In the Scanning tab you can input your settings for your scanner. The choices you make here must match the way that your scanner hardware is configured.

Required Fields Required Fields determines whether a record is complete or incomplete. The checked boxes indicate the required fields for this installation.

Edit Options Edit Options enables users to define certain records which TOPSpro will or will not allow into the database.

Edit Options Prevent records outside the Program Year, staledated records, or records with future dates from entering your database.

Edit Options You can also establish a minimum or maximum age for students in your database.

Reports Tab The Reports tab allows you to specify the information that you want printed on your TOPSpro reports. It affects the display of your report but not the content.

TOPSpro Scheduler Another common TOPSpro tool is the TOPSpro Scheduler.

TOPSpro Scheduler The Scheduler Lister displays all tasks you currently have scheduled.

Scheduler Check Enabled to initiate a new scheduler task. Use the Scheduler to setup regular times to backup data, pack and reindex, or revalidate the database.

Scheduler

Scheduler The new Scheduler Task now appears in the Scheduler Lister.

Scheduler The TOPSpro Scheduler also enables custom reminders where you can add your own text.

Live Update Notice that the Scheduler Lister lists the Live Update task.

Live Update Live Update enables you to receive TOPSpro updates automatically over the Internet, similar to products such as Windows.

User Properties The final TOPSpro tool we will cover in this lesson is User Properties.

User Properties Under the Properties tab, you can change a variety of ways in which TOPSpro filters and displays data.

User Properties – Sort Orders In the Sort Orders tab, you can determine how your Listers and Movers display.

TOPSpro Security When logged in as ADMIN, you can view most of the login levels in TOPSpro under the Properties tab. Select the appropriate User Group Review what features that level administers in the window to the right

TOPSpro Security When logged in as ADMIN, you can assign security settings for all TOPSpro users at your agency. For each user, select Username/Password User Group Name

TOPSpro Security To ensure that all users can only access your database with unique passwords and not common ones (SITE-green, ADMIN-yellow) In Defaults, Click Remove predefined users

Housekeeping Find TOPSpro housekeeping features under Tools – Housekeeping.

Pack and Reindex Pack and Reindex improves the efficiency of your database. It is particularly useful after deleting records. Pack enables a more efficient database by eliminating the “blank rows” in the backend tables and permanently deleting the records.

Pack and Reindex Pack and Reindex improves the efficiency of your database. It is particularly useful after deleting records. Reindex rebuilds the indexes linked to TOPSpro tables and arranges data in a particular order.

Revalidation Revalidate your database after making changes to Required Fields.

Revalidation Changes to Required Fields will change the way it evaluates future records that you enter, but it will not change the way it evaluates a record that you have already entered until you revalidate the database.

TOPSpro Help Menu TOPSpro contains several “helpful features” on the Help menu.

TOPSpro Help Feature Click Help - Contents

TOPSpro Help Feature Contents – arranges selections by TOPSpro functionality. Index – organizes highly detail-oriented topics alphabetically. Search – enables users to find the appropriate topic for which they need help.

Quick Start Tutorial The TOPSpro Quick Start Tutorial provides sixteen step by step lessons that enable users to learn TOPSpro at their own pace.

Report Documentation The Report Documentation folder contains detailed Word and PDF files of all 150+ TOPSpro reports.

TOPSpro Demos Demos are short movie presentations that demonstrate specific TOPSpro features.

www.casas.org CASAS Web Site What’s New Online Registration California Accountability Page EL Civics Page California Accountability and TOPSpro Forum Download Centers www.casas.org

TOPSpro Basics Online Tutorial

Download Centers Access to a CASAS Virtual Community enables you to easily download important documents and key software upgrades at the Download Center.

CASAS Forums

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