1. Keep your data in tip-top shape
Data Cleanup
Keep your data in tip-top shape
ACEware Systems, Inc.
7480 Dyer Road
Manhattan, Kansas

2. agenda Combining Records
Removing Other Duplicate Records and Adding Missing Links
Cleaning Up Blank, Orphaned, and Duplicate Name Interest Codes
Cleaning Up Code Records
Cleaning Up Course Titles, course Fee Descriptions, and Locations
Purging Waitlists and Room Use Records
Cleaning Up Broken Firm Links
Address Cleanup
Removing Deleted Records

3. Combining records
While Student Manager has features to help you prevent adding duplicate records, despite your best efforts you may find that duplicate records exist in your system.
In these cases, Student Manager offers tools to help you combine the duplicate records. These are the duplicate records you can combine:
Name Records
Firm Records
Location Records
Faculty Records

4. Combining Names
A note about combining Name records: you will need to use the Open Text (!!!!!) format for Social Security #/ID Format to successfully combine Name records. Set the format from Edit > Preferences > Org Defaults.
Using the USA or CANADA format will include the hyphens when copying the ID, which causes issues when pasting the ID into a Name record.

5. Combining Names
Determine the "good" record. This is the record you will keep.
Determine the "bad" record. This is the record you will delete.
Open the "good" record and copy the ID #.
Open the "bad" record and paste the ID into the ID # field, replacing the existing ID.
You will be asked to confirm the ID change:
If you don't use the Open text option, it pastes in the hyphens too and cuts off the last ID digits:

6. Combining Names
You will be notified that the SSN belongs to another Name record and you will be given 3 options. Select the Combine Names option.
You will be asked to confirm the Combine routine. Press the Continue button.

7. Combining names What happens next:
The good and bad records are compared and if any data exists on the bad record, it's copied to the good record.
Any registrations assigned to the bad record are moved to the good record.
The bad record is marked for deletion.
Duplicate Registrations
If the individual is enrolled in the same class under both names, you will not be able to combine the records until you delete the duplicate registration and associated payments.

8. Combining Other records
You can also combine Faculty, Firm, and Location records using the same general directions:
Determine the "good" record. This is the record you will keep.
Determine the "bad" record. This is the record you will delete.
Open the "good" record and copy the unique ID. The unique ID for the records are:
Firm Record: the Firm ID
Location Record: the Room Record Internal ID
Faculty Record: Faculty System ID

9. Combining Records basics
Open the 'bad" record and paste the ID into the appropriate ID field.
You will be asked to confirm the ID change:
When you click the Yes button, the records will be combined.

10. Combining a series of Name records
Student Manager also offers a tool to report potential duplicates in your Names table, and combine them.
Reporting Possible Duplicates
Select Tools > Data Cleanup > Combine Names.
Select the search option (i.e. name, , user defined).

11. Combining a series of name records
With the Skip Names Marked as Ignore in Mass Combine box checked, the tool ignores any records with the Ignore this name in Mass Combine Names box checked on the Name records.
Click the Report button.
The report preview opens showing you possible duplicates.

12. Combining a series of name records
Combining the Duplicates
Once you have reviewed the report, and marked any that are not duplicates by checking the Ignore this name in Mass Combine Names box, you are ready to combine the duplicates.
Select Tools > Data Cleanup > Combine Names.
Select the search option (i.e. name, , user defined).
Click the Preview/Combine button.
Confirm you have made a backup by clicking Yes on the Backup? confirmation box.
The Potential Duplicates window opens showing you potential duplicates.

13. Combining a series of name records
Uncheck any that you don't want to combine. Then click the Done button.

14. Combining a series of name records
The system will now combine the selected duplicates.
You will be notified if the system can't combine Name records because they are enrolled in the same course under both Name records, and a report will be displayed with those Names listed.
If you unchecked records in step 6, you can automatically mark the names by checking the Ignore this name in Mass Combine Names box on their Name records.
The system will now combine the Name records.

15. Combining a series of firm records
Clean up and combine a series of Firm records.
Select Tools > Data Cleanup > Firms.  
Click the Refresh button to view the list of Firms in your Firms table.  
Enter keywords to select specific records then click the Refresh button again to see the filtered list.

16. Combining a series of firm records
Press and hold the CTRL key while clicking all the records you want to combine.  
TIP
Details of the last record you click will be in the Replace Firm fields.
When combining firms, click the one you want to keep last, so those values will already be entered for you.

17. Combining a series of firm records
Edit the field information, if desired, then click the Replace button to combine the selected record(s).  
NOTE
When you combine firm records, it deletes the records you combined and assigns all Name, Faculty, and Pocket Ledger Vendor records to the Firm record you kept.

18. Removing other Duplicate records & Adding Missing Links
Clean up duplicate registrations, name with same ID #, duplicate cost center codes, missing course/instructor links, and duplicate UDF records. 
Select Tools > Data Cleanup > Registration, Name (IDs Only), Cost Center Codes, Missing Course/Instructor Links, & UDF.
You will be asked to confirm the cleanup option. Click the Yes button.
The system will run the cleanup procedures then report how many records were marked for deletion.
Click OK to close the window.

19. Cleaning up name interest codes
The Name Interest Codes clean up tool removes blank, orphaned and duplicate Interest Codes from Name records.
Select Tools > Data Cleanup > Name Interest Codes.  
Click OK on the Namecode Clean window to continue.
The system will remove the Interest codes and report on how many were removed.

20. Cleaning up codes
Clean up Student Manager code lists with the Code Area Cleanup tool.  It allows you to deactivate, update and merge codes as your program needs change.  
To change a Code value:
Select Tools > Data Cleanup > Code Areas.
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 and Description fields.

21. Cleaning up codes IMPORTANT
Enter the changes in the Code Value fields.
Click the Replace button to make the change.
IMPORTANT
When you run a Code Cleanup option, it changes the code in the Code list--AND--all associated records.
For example, if you edit an Account Code, it changes the code record, and applies the Account code changes to all Course and Payment records that have that Account Code.

22. Cleaning up codes Active/Inactive You can also change the Code status.
Select the Code Area.
Click the code in the list.
Select the status option (Active or Non- Active).
Click the Change Status button.
Active/Inactive
Active codes are displayed in the code's drop down list on the associated screens.  
Inactive codes do NOT appear in the drop down list.
For example, if you deactive the Jack Carter coordinator code, it is no longer available in the Coordinator list:

23. Cleaning up codes
You can also merge multiple codes into one. For example, merge EDUCELE and EDUCSEC into EDUC.  
Select the Code Area.  
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.  
TIP
Details of the last code you click will be in the Code Value and Description fields.
If you are merging codes into an existing one, click it last so those values will already be entered for you.

24. Cleaning up codes
You can also clean up Course Titles, Locations, and Fee Descriptions. Select Tools > Data Cleanup > Locations, Course Names, Fees.
Same rules apply:
Click a value to change it
Ctrl+Click multiple values to merge them.
When you change values, they are changed in all associated records. For example, if you change a Fee Description, the changes are applied to all course and registration records.

25. purging waitlists and room use records
You can purge old waitlists and room use records from your database.
Select Module > Courses > Mass/Update Change/Delete/Archive.
Choose the appropriate option:
Delete Room Use Records
Purge Waitlists
Enter the course selection criteria. In this example, we entered 17 to select all courses with course code beginning with 17.

26. Purging waitlists and room use records
Click the Preview button to see the courses that will be affected.
If you don't want to purge a waitlist or remove room use records for a course, uncheck it before you click the Done button.

27. Purging waitlists and room use records
After closing the Data Preview screen, click the OK button to purge the waitlists and/or delete room use records.
You can also deactivate and lock old courses, delete fees from course records (e.g. Coupon Fees you don't want available anymore), and archive data with this tool.
For more information about these routines, see the Online Help.

28. Cleaning up broken firm links
Name records that have a firm listed but no associated firm record in the Firms table are broken Firm links. To fix the broken links:
Select Tools > Data Cleanup > Broken Firms.
Click OK on the Firm Link Clean window to continue.

29. Cleaning up broken firm links
The system will look for broken firm links and give you a list of options if it finds any. Select the appropriate one:
Report - reports names with a broken firm link.
Make Firm (Firm name only) - creates a firm record with name listed in the Firm field on the Name record.
Make Firm (use name address) - creates a firm record with the name listed in the Firm field and using the address listed in the Name record.
Replace ID w/ '888' - associate the name record with the ACEweb firm record.

30. Address cleanup
The Address Cleanup tool will set standardized abbreviations in address fields and fill in missing counties.
Select Tools > Data Cleanup > Address Cleanup.
Enter the criteria to select Name records (e.g. add date, update date, creator).

31. Address cleanup Select the cleanup routine(s) to run:
Assign Missing Counties.
Standardize Address - will set standardized abbreviations for the following:
Apartment to Apt Avenue to Ave Basement to Bsmt Boulevard to Blvd Building to Bldg Center to Ctr Circle to Cir Court to Ct
Department to Dept
Drive to Dr Expressway to Expy Floor to Fl Landing to Lndg Lane to Ln Highway to Hwy P.O. to PO
Parkway to Pkwy
Place to Pl Plaza to Plz Road to Rd Room to Rm Square to Sq Street to St Suite to Ste
Click the Run button.

32. Removing deleted records
For those using a VFP database, the cleanup routines will only mark records for deletion. To remove the records, you must run the Pack procedure.
Confirm that all other users are logged out of Student Manager by selecting Tools > Show Users. If anyone else is logged in, ask them to log out so you can run the procedure.
Once you’ve confirmed that everyone else has logged out, select Tools > Database Admin > Pack/Reindex.
On the Pack/Reindex window, check the Select/Deselect All and Pack boxes.
Click the Run button.

33. Pack/reindex Procedure Notes
You must be a Student Manager Administrator to access the Pack/Reindex tool.
If you are using the SQL version, records will be automatically deleted when you run the clean up tools, so you will NOT need to run the Pack/Reindex procedure after running the clean up tools.
Don't know which version you are running? Select Help > About Student Manager. The Database value states the version you are running:

34. questions

35. Registration Tips & Tricks
What's Next
Registration Tips & Tricks
April 12, 2018
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June 5-8, 2018
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(Early Bird rates are valid through tomorrow, March 16, 2018)
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