Rider Education Program REP Database Familiarization Presentation  Version 3.09 March 2009 REP Database Presentation 1

The Rider Education Program (REP) Database is a tool designed to assist and help the GWRRA Rider Educator, at all levels of the organization, manage and record the Member’s rider education accomplishments and achievements. It is intended to provide: Tracking of personal accomplishments and individual achievements for the GWRRA REP Levels Program Rapid access to REP Education and Training records Individual certification program status  Version 3.09 March REP Database Presentation

This seminar will cover the following topics associated with the REP Database: Who’s information will be stored Data entry control and permissions – who can access what Database availability Database login Individual data record access Group data access Modifying an existing record Creating a new record Future enhancements Questions & Answers  Version 3.09 March REP Database Presentation

Who’s Information will be found on the Database? –Rider Education Program (REP) Database is designed to store records of GWRRA Members who participate in the REP Levels Program and/or the High Mileage program. o Enrollment in Levels Program is Free. o Enrollment in High Mileage costs $5.00 for Pin and Hanger. o Without enrollment, Rider Course, Seminar, PLP, or MFA history will not be recorded.  Version 3.09 March REP Database Presentation

Data Entry Control and Permissions –Data integrity Data integrity is vital to ensure that accurate data is collected, stored and maintained. –Why is this important? This data is used to determine individual certifications based upon proven rider education accomplishments. –How will we minimize data corruption? The ability to modify and manipulate the stored data will be controlled very closely. To do this a “Tiered Access” process has been implemented.  Version 3.09 March REP Database Presentation

Data Entry Control and Permissions (continued) –“Tiered Access” “Read-Only” data access will be given to all Chapter Educators so data stored in the database may be used to the maximum extent. REP forms N.7, 8, 9, or 10 will be sent to District Educator to add/delete/or modify a Member’s record. “User” data access will be given to Educators at the District, Region and National levels. This will allow the Educator to add new entries and modify existing records with some minor restrictions. “Administrator” access will be given to National Program Directors. This information includes every thing in the previous level plus editing of Seminar Presenter, Rider Course Instructor, PLP Facilitator, MFA Instructor and other certifications that must be earned through specialized training. Database Availability –The REP Database will be available to any Educator who has access to the internet.  Version 3.09 March REP Database Presentation

 Version 3.09 March REP Database Presentation Educator's Toolbox... (Select the Category you want to jump to)  Rider Education Database  “Give me 5” Chapter Talk Topics  All Forms in Numerical Order  Officer Role, Appointment Process, Conduct, and Policy  REP Handbook  Officer Forms  Level Forms  Master Recognition Eligibility  Helpful Tips and Information  PLP Facilitator Program  Top Gun, Amazing Team Challenge, Field Events, etc.  Inspection Forms  "How To" Seminars given at Wing Ding  Survivor Award Certificate Database Login –Go to the “Educators Toolbox” located in the “REP Officer Section” of the GWRRA Rider Education Website. –Click on “Rider Education Database” link at the top of the list..

 Version 3.09 March REP Database Presentation Database Login (continued) –The database utilizes a login procedure to restrict access. Confidential personal information is maintained and as stewards of this data we must ensure that the individual’s confidentiality is respected and preserved. See Form N.3 MOU URL: Select | Administrator | User | Read Only | based on your access level. Database has been accessed over the internet Select the access level you have permission for.

 Version 3.09 March REP Database Presentation Database Login (continued) You will then enter the appropriate logon screen based on your access level.

 Version 3.09 March REP Database Presentation Enter “User Name” and “Password”, then press search to logon onto site. Database Logon

 Version 3.09 March REP Database Presentation Search: Individual Record Individual data record access: an individual’s data may be accessed several ways. Membership number Master Tour Rider number Member’s Name Affiliation (District, Chapter)

 Version 3.09 March REP Database Presentation Membership Number entered with % Note: % is a wildcard. Using it on the end of a Membership number will automatically bring up all family members associated with that number. Search: Individual Record

 Version 3.09 March REP Database Presentation Search by Level IV Master Tour Rider Number Search: Individual Record

 Version 3.09 March REP Database Presentation Search using Name. Multiple combinations may be used: First + Last Init First Init + Last name (With % sign – wildcard) Search: Individual Record

 Version 3.09 March REP Database Presentation Result: Individual record Result Page showing the individual record that was found.

 Version 3.09 March REP Database Presentation Group Data Access Searching for multiple records by the two different Group methods

 Version 3.09 March REP Database Presentation Group Data Access Groups may be selected by District & Chapter Note: this search method will not return results for records that have blank Chapter fields.

 Version 3.09 March REP Database Presentation Group Data Access Result Page showing multiple records that were found.

 Version 3.09 March REP Database Presentation Group Data Access Or by District alone Note: this search method will return results for records that have blank Chapter fields.

 Version 3.09 March REP Database Presentation Group Data Access Result Page showing multiple records that were found.

 Version 3.09 March REP Database Presentation Selecting a Record to Modify/View To make a change to a record, select the modify icon. Record data will be selected and will populate the screen. Note: Chapter Level permission, “View” will be indicated instead of “Modify”

 Version 3.09 March REP Database Presentation Modifying Individual Record Most data may be changed if you have the correct permissions. Data that is reserved and may not be changed includes: Membership Number Trainer /Presenter certification information.

 Version 3.09 March REP Database Presentation Once changes are made, scroll to the bottom and save. Note: this is a permanent change to the record data! Saving Modified Record

 Version 3.09 March REP Database Presentation Closing the Edit Screen You can exit the record by clicking on the “X” to close the form. Once the data is saved, the record will return to the top of the page. The “Last Updated” field will now contain the “Today's Date”, which indicates that the save is successful.

 Version 3.09 March REP Database Presentation The program will return to the search starting point. From here you may search again, which will close the result screen, or download to a spreadsheet format. Note: you must have a spreadsheet program for this feature to work. Move the Data to Excel

 Version 3.09 March REP Database Presentation Automatic Export to Excel Spreadsheet You can now customize the data through multi level sorting by: Chapter Membership Number Requirement Expirations Etc. Data can then be printed for Chapter/District presentation.

 Version 3.09 March REP Database Presentation Creating a New Record If you have data entry permission; selecting “Create a New Record” will launch the New Record Screen.

 Version 3.09 March REP Database Presentation Creating a New Record The screen will appear with blank fields. Be sure to enter the Membership Number correctly. Format is 6 digits followed immediately by a -. (xxxxxx-) If a mistake is made, the appropriate Assistant Director-Rider Education to get it corrected.

 Version 3.09 March REP Database Presentation Once the new data is entered scroll to the bottom and save. Note: this is now a permanent record! Saving New Record

 Version 3.09 March REP Database Presentation Closing the New Record Screen You can exit the record by clicking on the “X” to close the form. Once the new data is saved the record will return to the top of the page. The “Last Updated” field will now contain the “Today's Date”, which indicates that the save is successful.

Future Enhancements –We will be continuously evaluating the system based on feedback from users. The goal is to improve efficiency and ease of use. Features currently being reviewed are: Batch update Seminar, Rider Course, MFA class rosters. Linking an N.10 Level Update form directly to Database Others?  Version 3.09 March REP Database Presentation

 Version 3.09 March REP Database Presentation