1. Free Powerpoint Templates Page 1 Free Powerpoint Templates Keeper of the Flame Gathering An ACEware Presentation

2. Free Powerpoint Templates Page 2 We’re going to cover: Just the basics Backups Pack/Reindex Managing Reports Cleaning up Codes / Courses Names / Locations Archiving Data Carrying the flame forward Utilities

3. Free Powerpoint Templates Page 3 Back it up! How Often Should You Backup Your Data? The question to ask yourself is: How much data am I willing to recreate if my system crashes?

4. Free Powerpoint Templates Page 4 To Backup... Once everyone is out of the system: Tools / Backup Data

5. Free Powerpoint Templates Page 5 Backup Enter a directory (Remember, no long file/folder names – 8 characters are the limit) Enter a name for the backup file. (The default name is SM + 2 characters for the year, two for the month and two for the date) Click Continue to run the backup ALERT!!! We STRONGLY suggest you write your backups to your LOCAL drive and NOT on the network drive.

6. Free Powerpoint Templates Page 6 Backup Options Fast – (shells to DOS window) - Must use mapped drive -Folder & File Names must be <=8 Char Slow – (vfpcompression.dll) -Can use VNC references ( \\server\manager7) -Can have long folder & File Names Chuck’s Choice – (Get WinZip) -Can use VNC references ( \\server\manager7) -Can have long folder & File Names To Switch from Slow to Fast, Rename vfpcompression.dll To vfpcompressionX.dll OR Get WINZIP

7. Free Powerpoint Templates Page 7 Why Pack & Reindex? Remove records marked for deletion Achieve optimal performance Improve data integrity NOTE: IMO This is an AS NEEDED procedure

8. Free Powerpoint Templates Page 8 Once you know you’re the only user on the system...

9. Free Powerpoint Templates Page 9 Note that system is LOCKED for the duration of the Pack/Reindex Check both Select/Deselect all & Pack When ready, Click the Run button

10. Free Powerpoint Templates Page 10 Interrupting a Pack & Reindex will lock your system!

11. Free Powerpoint Templates Page 11 CLEANING UP!

12. Free Powerpoint Templates Page 12 Address Cleanup Tools / Data Cleanup / Address Cleanup NOTE: If you use ACEweb, you Should use this regularly… (ACEweb does NOT have the ”prettyfying” That Student Manager data gets

13. Free Powerpoint Templates Page 13 Deactivating Courses Why deactivate courses? Deactivating a class removes that class from the list of classes your registration team sees. This prevents registrations in courses that are not current

14. Free Powerpoint Templates Page 14 Deactivating Courses Module / Courses / Mass Change/Update/Delete

15. Free Powerpoint Templates Page 15 Deactivating Courses Wild cards can help select courses Once you select criteria, Preview will list the courses to be changed You can manually select courses in the Preview mode

16. Free Powerpoint Templates Page 16 Deactivating Courses After previewing the course changes, click the OK button to make the changes

17. Free Powerpoint Templates Page 17 Code Cleanup & Maintenance As your organization grows and changes, so do your coding needs. Some codes are no longer needed, some can be combine. Student Manager provides tools for both.

18. Free Powerpoint Templates Page 18 To deactivate a code Module / Codes select the appropriate code type Removing the check mark next to Active Code will remove the code from the screen drop down list but not from the system.

19. Data Cleanup (Codes) Student Manager allows you to edit codes (even if they have been assigned to records in the database) with the Code Area Cleanup tool. This allows you to update and merge codes as your program needs change.

20. Data Cleanup – Merge Codes Tools / Data Cleanup / Code Area Select the first code. Using the Shift key select the second code. Clicking Replace combines the two codes, the second code over the first. Replace

21. Free Powerpoint Templates Page 21 Catalog Code Cleanup Tools / Data Cleanup / Catalog Codes

22. Free Powerpoint Templates Page 22 Firm Cleanup Tools / Data Cleanup / Firms Locate Firm Edit Data

23. Free Powerpoint Templates Page 23 Course Names, Locations & Fee Cleanup Tools / Data Cleanup / Firms

24. Free Powerpoint Templates Page 24 Tools / Reports / Delete User Defined Report

25. Free Powerpoint Templates Page 25 The list of Additional Reports now opens. Scroll down the list & highlight the report you want to delete. Click on the White box to the left of the Rptname Press Ctrl+End to save your change & exit. The report is now marked for deletion and will be permanently removed during the next Pack.

26. Free Powerpoint Templates Page 26 Reports of Reports Where Else? In the Deadbeat Area All Reports w/Memo (an inventory of reports) Reports by Area/Frequency Reports by Frequency

27. Free Powerpoint Templates Page 27 UtilitiesyW

28. Free Powerpoint Templates Page 28 UtilityW Make certain that everyone (including you) is out of Student Manager Navigate to the Student Manager folder Double-click UtilityW.exe Enter your user name & password Make the appropriate selections

29. Free Powerpoint Templates Page 29 UtilityW

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31. Free Powerpoint Templates Page 31 UtilityW A second option under UtilityW is for Orphaned Records

32. Free Powerpoint Templates Page 32 UtilityW – Orphan Records Orphan records are records that have a broken link to their parent record (e.g. a registration record which is no longer attached to a course) Records can become orphaned if your system crashes in the middle of a save

33. Free Powerpoint Templates Page 33 UtilityW – Orphan Records To find orphan records, select the appropriate option in the Report Orphan Records section (left side buttons). The system will check for orphans then display a report for you to review. To delete orphan records, select the appropriate option in the Erase Orphan Records section (right side buttons). The system will check for orphans and erase them.

34. Free Powerpoint Templates Page 34 UtilityW – Orphan Records NOTE: you will NOT be given the opportunity to preview before the orphan records are erased. If you want to see which records have been identified as orphans, select one of the Report Orphan Records buttons FIRST.

35. Free Powerpoint Templates Page 35 UtilityW A third option under UtilityW is for Archiving

36. Free Powerpoint Templates Page 36 UtilityW – Archiving AND You should archive if... 1) You have over 50-75 K Names 2)You have Courses older than 4 years AND 3) Your reports are taking longer and longer to run.. AND

37. Free Powerpoint Templates Page 37 Update V Click the 7.2 for addditional options

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39. Free Powerpoint Templates Page 39 ClearBal

40. Free Powerpoint Templates Page 40 CARRYING THE FLAME FORWARD

41. Free Powerpoint Templates Page 41 Staff Changes? Reset all Access Levels to “0”

42. Free Powerpoint Templates Page 42 Don’t forget our forum! www.aceware.com/forum

43. Free Powerpoint Templates Page 43 Join us May 2-4, 2012 16 th Annual ACEware Users Conference at the Hilton Savannah DeSoto Scholarships are available with your paid support agreement

44. Free Powerpoint Templates Page 44 QUESTIONS?