Recipe Manager © System Maintenance Training Course Special Request Training Recipe Manager Training Presentation 12/2010 Vydata Systems Special Training Request

Agenda Introduction Recipe Manager Explanation The IT Person’s Role – Who is the “System Manager”? System Configuration Periodic Update Checking Checking your Version of Recipe Manager Checking for Updates at Vydata.com When to apply Updates and How Often Applying System Updates Downloading and Extracting Program Updates Report Updates System Backup Plan Exactly What and When to Backup Using the new Built-in System Backup Feature in Recipe Manager Summary: a Case Study Q & A

Introduction From an IT Specialist’s perspective, RM is just another application to support. However, RM is an important “back of the house” tool for food inventory level and cost control along with nutrition analysis. Inventory and costing is the essential foundation of any business process. It is KEY that IT keep the “foundation” running for management to make key decisions (on purchases to replenish stock, identifying high cost items and why, ordering popular items more often, and so on). RM is a highly important information system to keep maintained and should be treated as such. Product Web Site : What is Recipe Manager (RM)?

Introduction System Maintenance Periodic Updates Backup Plans Picture/Document Attaching Troubleshooting Contacting Vydata Support Software Installs System Configuration Networking – Profit Centers (Locations) Interfacing to Other Systems Training Kitchen Staff The IT Person’s Role – the “System Manager” Vydata Support is here to help!

RM System Configuration All system configuration settings are under File-System Properties… System Properties System Properties Include: General Settings – Company info and specific switches File Locations – Where stuff is located physically on network Tree Setup – Showing which areas on Main screen Fractions – Configuration of recipe ingredient viewing COST Methods – Settings for cost control

RM System Configuration The most important tab for system management… File Locations Things to check here: Data Path – Make sure this is the correct path to database (RMD or MDB) file Temp / User Path – Make sure this is a UNIQUE folder to each user! EPOS Program Path – This is where EPOS is installed, make sure the EPOS.EXE is in this folder! Usually it is C:\Program Files\EPOS\ Default Import / Export Paths – Make sure these are separate and unique areas! Remember anything placed in the Auto- Import path will be pulled into RM at start- up

RM System Configuration The most important value for location control Profit Center ID Things to check here: Make sure this is a unique value for EACH LOCATION on the network If you are sharing the SAME data at the different locations, it may make more sense to use the SAME profit center along with the TRANSFERS system To set up profit centers, click the SELECT button here to… Add new profit centers Delete profit centers Assign a profit center to this client PC Add/Remove departments or “areas” within a profit center location

EPOS System Configuration All system configuration settings are under Admin Menu Administration IT Areas of Interest: System Settings – Company info, specific switches, and file locations BACKUP / RESTORE – Where a batch file backup and restore process can be executed Run DB Maintenance JOB – Specific jobs to run on database when (or if) required User/Security Administration – Setting up user accounts and groups Manage Company Locations – Setting up specifics for each profit center

Periodic Update Checking Checking the Version of RM NOTE: We suggest using a separate folder for your program updates downloaded from the Vydata website ( Your system (Recipe Mgr Program) folder should never have a file that is older than the files in your update folder. The newest /latest date/time of a file is your latest version. Right-clicking on the program file gives you version information. 2 places to check Program DATE – examine the “Date Modified” Program VERSION – examine the “Product Version”

Periodic Update Checking Checking for Updates at Vydata.com NOTE: From our website, you can access the Download Center – Updates to see the latest updates for both RM and EPOS.

Periodic Update Checking Vydata.com Updates Page Access the updates page directly at Quick Links: RM Program Updates nloads/RMUpdate.zip nloads/RMUpdate.zip RM Reports Updates nloads/ReportsUpdat e.zip nloads/ReportsUpdat e.zip EPOS Updates nloads/EPOSUpdate. zip nloads/EPOSUpdate. zip

Periodic Update Checking Managing Your Update Files We suggest that you keep a folder for your program updates; RecipeMgr.exe MenuWriter.exe etc… This is important for any issues that would cause you to have to reload your program. These updates will keep your system up to date with the latest version. This folder SHOULD also be backed up nightly in the event to access updates quickly

Every time you are sent a link or download an update you should drop the new files in this folder first and overwrite them (in the example below it is stored on the C drive, but it can be a central location where the System Manager ONLY can access for fast updating of clients)… Periodic Update Checking Managing Your Update Files

You will then paste them in each program folder of every CLIENT machine (where the system is loaded). Your server should also receive the update as well. NOTE: All clients should exit out of the system! There should be no Recipe Mgr programs running on any machines during this process. Periodic Update Checking Managing Your Update Files

It is best to keep this on a machine that only the System Manager has access to. It should be placed in a secured location, but not necessarily where all clients can access. Updates should be centrally managed by your IT Department. Periodic Update Checking Managing Your Update Files

We send out generally only two types of update links Program updates and Report updates. These are available for download or Vydata will send you the links regularly for Support Contract customers Applying System Updates

Program updates should be first dropped into your update folder, as directed previously. Once you have selected the link we suggest that you select open to extract your files. Applying System Updates

Select your files then select extract. Applying System Updates

Then select your Program Update folder. Applying System Updates

Then overwrite the old files by selecting Yes To All. There is no reason to ever keep previous versions, in fact we strongly advise not to. This would/can cause confusion and could cause error readings and loss of data if versions are mixed on the system. Applying System Updates

You will follow the same procedure for your Report updates as well. However, we suggest keeping report updates in a Report update sub-folder within your update folder. Applying System Updates

You will then update your CLIENT systems. Do this by copying this update into each programs folder (C:\Program Files\RecipeMgr\). If you are sharing different locations within the same path, copy the files into EACH client programs area. Applying System Updates

You will want to overwrite these files as well. Applying System Updates

Your Reports will be pasted/dropped into your DATA folder within your client programs (RecipeMgr) path. Remember that you want them in all machines on the system as well. Applying System Updates

System Backup Plan Exactly WHAT and WHEN to Backup WHAT to Backup: Update Folder – the updates folder mentioned previously that holds the latest programs and updates. In the event of an emergency, you can always REINSTALL a client, then do a quick update from the updates folder to get back in business! Programs Folder – although you can always reinstall your programs from CD, the programs path has important system settings! Always back up this program (RecipeMgr and EPOS paths) as well. DATA Folders – finally, it is most important to backup your DATA path which should include all files and sub-folders within it outside of the TEMP folder. WHEN to Backup: It depends! If data entry occurs each day, then you should back up daily! Otherwise once a week is usually ok.

System Backup Plan Backup Options Both RM and EPOS have their own simple file backup options. However, this may not be enough! This does not include your update folders or any special files that you copy (import Excel files, etc.). You should implement your own backup plan either instead of or including the built-in system plan.

System Backup Plan Backup Options: RM Built-in File Backup Recipe Manager’s backup system can be configured from the main TOOLS menu… Automatic Data Backup Menu: NO BACKUP – System does no backup (Default) Prompt for Backup – Every so many uses, the system will prompt if you want to back up Backup Weekly – Automatic backup after each week of use Backup Monthly – Automatic backup after each month of use

System Backup Plan Backup Options: EPOS Built-in File Backup EnterprisePOS’s backup system can be configured from the main ADMIN menu… Administration Menu: BACKUP – runs a BACKUP.BAT file RESTORE – runs a RESTORE.BAT file

System Backup Plan Backup Options: EPOS Built-in File Backup The EPOS backup system is NOT automatic. It must be user-initiated. It allows IT to design their own BACKUP.BAT and RESTORE.BAT file to allow the users to run periodically or schedule them in Windows. IT retains control, but the user’s must initiate.

In Summary : An IT Case Study Piccadilly Restaurants, with corporate offices located in Louisiana, has 130 restaurants located throughout several southern states. Piccadilly IT keeps Recipe Manager client locations updated at all locations by “pushing” updates down using Microsoft SMS. The corporate office extracts updates for purchases/costing, inventory details, recipe specifics, nutrition, etc. and exports it into a file. IT then pushes this file into each RM client’s AUTO-IMPORT path through a scheduled process. The user at each location automatically has their system updated the next time they start up RM! "Recipe Manager is a fantastic product. It has helped our business track detailed cost and nutrition information better than our previously used program. In addition it has greatly enhanced our ability to quickly distribute detailed recipe information to all of our restaurants!" Patrick Prudhomme Vice President - Purchasing Piccadilly Restaurants LLC

The system has helped Piccadilly… Provide a Nutrition Facts label on any food product on demand for restaurant customers. Comply with FDA / USDA nutritional standards. Provide a nutritional analysis page on their corporate web site for all popular food items. Track costs and profit margins for all recipes by single portion or yield. Quickly scale recipes up or down prior to food preparation. Track a number of custom fields such as allergens that their old system would not allow. Provide an automated way of recipe data distribution among all restaurants. Centrally control recipe data from the corporate office. Build custom reports with corporate standard layouts. Build custom menus for specific days and specific shifts. Track ingredient waste. Interface with other business systems. Automate unit conversions. Case Study Continued…

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