1. Spring Cleanup: Student Manager and ACEweb Maintenance Tips
An ACEware Presentation

2. Topics to be covered Ways to declutter your database
Eliminate duplicate names and firms
Merge replicated locations
Keep codes manageable and meaningful
Deactivate and archive courses
Recommended maintenance schedule for Student Manager and ACEweb
Demonstrations (on my data)

3. Why do you care??
Because your database runs faster, with better data and…
YOU!
Get to be the hero ! ! !

4. Cleaning tools available to streamline the process
MAKE A BACKUP BEFORE DOING ANY MAINTENANCE

5. Cleaning tools available to streamline the process
MAKE A BACKUP BEFORE DOING ANY MAINTENANCE
Tools > Backup Data

6. Cleaning tools available to streamline the process
MAKE A BACKUP BEFORE DOING ANY MAINTENANCE
Cleverfox Backup (cleverfox.com)
Schedule backups of your data to the Cloud, receive confirmation, and rest easy with this recommended service. Configuration is done using a web-based management system, and backups are compressed and transmitted over an SSL connection to a secure data center
NOTE: For SQL Users
Your SQL DBA is responsible for keeping your SQL database backed up.
( We will be adding a special ACEware resource backup for SM tool files)

7. Elimination of duplicate firms
Tools > Data Cleanup > Firms

8. Broken firm links
Tools > Data Cleanup > Broken Firms

9. Elimination of duplicate names
Combine Records One by one (We refer to this as the Good Twin / Evil Twin process)
You’ll get several confirmation questions along the journey.
Bill Clinton & William Clinton are the same person. Copy the ID# from one, and paste it over the other.

10. Elimination of duplicate names
Tools > Data Cleanup > Combine Names
Always make a backup

11. Address Cleanup Tools > Data Cleanup > Address Cleanup
Assigns missing counties and standardizes addresses ie: Street to St

12. Elimination of duplicate names – Mass Delete Names
Module > Names > Mass Delete/Purge
Use only IF YOU REALLY need to remove names (and related history)
A failed Import?
Deceased People
????
You will use the Query Manager to select the name(s) to purge

13. Merge Replicated Locations
Tools > Data Cleanup > Locations, Course Names, Fees

14. Keep codes manageable and meaningful
Tools > Data Cleanup > Code Areas
Keep as many codes as you need, manage those that you don’t need (don’t create it, delete it, or deactivate it)

15. Keep codes manageable and meaningful
Change code value
To change the name/description of a code:
Select the appropriate Code from the Code Area drop down menu (e.g. Account, Coordinator, etc.).  
Click on the appropriate code in the list to populate the Code Value/Description fields:
Enter the changes in the Code Value fields.
Click the Replace button to make the change.  
NOTE: You can also use the Universal Code Editor to edit/combine/remove
codes

16. Keep codes manageable and meaningful
Change code status
To change the status of a code:
Select the appropriate Code from the Code Area drop down menu.
Click on the appropriate code in the list.
Select the appropriate status option (Active or Not-active).
Click the Change Status to button.

17. Keep codes manageable and meaningful
Merging Codes
To merge multiple codes into one (e.g. EDUCELE and EDUCSEC to EDUC):
Select the appropriate code from the Code Area drop down menu.
To select multiple codes, hold down the Ctrl key while clicking the appropriate codes with the mouse button.  
Enter the new code values in the Code Value/Description fields.
Click the Replace button to make the change.  

18. Keep codes manageable and meaningful
Deleting Codes
To delete a code
select it in the list the click the Delete button.  
The code is deleted and the code is removed from all associated records.

19. Code Tip: While Editing Codes, View whats in/up
Use Master Code Add/Edit
To “see” if/where the code exists
Click the “Show” button(s)
NOTE: You can also use the Universal Code Editor to edit/combine/remove
codes

20. Deactivating and Archiving courses
When should courses be deactivated and/or archived?
Based on your own internal (usually departmental) policies
Typically linked to accounting cycles
At end of the course
After the budget is closed
At the end of the semester

21. Deactivating courses
Module > Registrations > Add/Edit Registrations (by Registrant)
Inactive courses do not show in the available courses list when you register an individual from the Names screen (with the Add Registration button)--AND--when you register an individual from Module > Registrations > Add/Edit Registrations (by Registrant).
 In addition, inactive courses do not appear in ACEweb course listings.
Deactivating a course (unchecking the Active box) will not affect your reports (unless you run a query that specifically excludes deactivated courses).
And if you find you need to add a registration after deactivating it, you may still access from the course record (with the Add/Edit Reggies button), or from Module > Registrations > Add/Edit Registrations (by Course).
To deactivate a single course, un-check the Active field. To deactivate a series of courses, run the Mass Change/Update/Delete/Archive procedure.

22. Why should I deactivate Courses?
Deactivating courses
Module > Registrations > Add/Edit Registrations (by Registrant)
Why should I deactivate Courses?
Speed of look up
Avoiding registrations in old courses (repeated courses)

23. Keeper of the Flame
Module / Courses/ Mass Change, Update, Delete

24. Several codes on a “Begins With” basis
Keeper of the Flame
Module / Courses/ Mass Change, Update, Delete
Several codes on a “Begins With” basis
Ie: 11,12,13,14 or
16F,16S,16U
NEW.. Multiples

25. To Improve speed (look up and reporting)
Archiving Courses
Module > Courses > Mass Change/Update/Delete/Archive
Why would you archive?
To Improve speed (look up and reporting)
Confirm that everyone else is logged out of Student Manager.
Make a back up of your Student Manager data.
Select Module > Courses > Mass Change/Update/Delete/Archive.
Select Archive from the Change Archive drop down list:

26. Archiving Courses
Module > Courses > Mass Change/Update/Delete/Archive
Enter the Archive criteria, e.g. archive all courses starting with 16F.
Click the Preview button to see courses that will be archived. Note: if the Preview button is not live, tab out of the Criteria fields.

27. And remember: ANY time you want you can UN-Archive a course ! !
Archiving Courses
Module > Courses > Mass Change/Update/Delete/Archive
And remember: ANY time you want you can UN-Archive a course ! !
If desired, uncheck boxes next to courses you do NOT want to archive. Click the Done button to close the Data Preview window and continue.

28. Archiving Courses
Module > Courses > Mass Change/Update/Delete/Archive
Click the OK button to archive the courses.
Run the Reindex routine to index all the tables.
Student Manager will create a separate set of tables within your directory, all starting with 'a', and move your the data you chose to archive to those tables.

29. Deleting Queries
On the Query List Manager window, highlight the query you want to delete.
Click the Delete button.
Confirm the delete procedure by clicking Yes on the Confirmation dialog box.
The query is removed from the Query List Manager window.

30. Deactivating Reports
Tools > Reports > Activate/Deactivate Reports
To activate/deactivate reports:
Select Tools > Reports > Activate/Deactivate Reports.
Select the report area from the Choose Report Area list.  Note:  see the Report Area Guide to find out the Report Area names. 
To deactivate a report, un-check the Active box.  To activate a deactivated report, check the Active box.  
Click the OK button to save your changes and close the Active/Deactivate Reports screen.  

31. Pack/Reindex Tools > Database Admin > Pack/Reindex
When do I Pack/Reindex?
When you need to rebuild the database indexes to insure optimal performance
When you need to regularly remove the records that have been marked for deletion
When told by your tech
Quarterly or as your standard operating procedures dictate
NOT without doing a backup first

32. Pack/Reindex Tools > Database Admin > Pack/Reindex
Rebuilds database indexes, and removes records marked for deletion

33. Can NOW enter several course codes on a “Begins With” basis
Keeper of the Flame
Module / Courses/ Mass Change, Update, Delete
De-activate older courses and codes
Purge waitlists and room use records
Lock completed courses
Can NOW enter several course codes on a “Begins With” basis
Ie: 11,12,13,14 or
16F,16S,16U
NEW.. Multiples

34. Zip Code and Area Code Updates

35. Zip Code and Area Code Updates

36. New Menu Item: Tools -> Financial

37. Zap Charge tool- NEW ! ! Tools -> Financial -> Zap Charge
Clears out balances on particular courses.
Maybe your finance office has given up on trying to collect past due balances, or maybe a course is being funded by other means.
**Student Manager or above

38. Void Receipt/Invoice Tool
Tools > Financial > Void Receipt/Invoice
Enter the receipt/invoice number in the Receipt/Invoice # to Void field.
Enter the reason for voiding in the Reason for Void field.  
Click the Preview button to see the payment records that will be voided. 
Press the ESC key to close the Preview window and return to the Void Receipt/Invoice screen.   
Click the Continue button to void the payment records.  

39. Recommended maintenance schedule for Student Manager

40. Data Cleanup
Questions?
Want more examples??

41. Don’t forgot to register ! ! !
21st Annual Users' Conference
June 20-23, 2017 Hotel Valley Ho Scottsdale, Arizona

42. Navigating Student Manager Reporting Features: Tips for Success
Watch for it….
Next Webinar:
May 18, 2017
Navigating Student Manager Reporting Features:  Tips for Success