Student Manager System Maintenance

1. Student Manager System Maintenance

2. Agenda • Pack / Reindex • Backups • Deactivating Courses • Code Maintenance & Cleanup • Utility W • Report Maintenance • Archiving Data

3. Pack and Reindex • Why do you need to run pack & reindex? • Promote optimal performance • Insure data integrity • Remove records marked for deletion

4. To begin Make certain that everyone is out of Student Manager! Tools / Show Users

5. Pack and Reindex Once you know you’re the only user logged in to the system . . . Tools Database Admin Pack/Reindex

6. Note that system is LOCKED for the duration of the Pack/Reindex Check both Select/Deselect all Pack When ready, Click the Run button

7. Backup your data! How Often Should You Backup Data? The question to ask yourself is: How much data am I willing to recreate if my system crashes? If you're adding or modifying a great amount of records on a daily basis, then you will want to consider a daily backup.  If you work with Student Manager less frequently, then you can consider backing up once or twice a week.

8. To Backup Ensure that no one else is in the system Tools Backup

9. 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

10. Deactivating Courses Why deactivate courses? Deactivating a class removes that class from the list of classes eligible for registration. In January, no one will accidentally register someone for the 2007 class that occurred last year rather than the 2008 class.

11. Deactivating Courses Module / Courses / Mass Change/Update/Delete

12. Deactivating Courses Change active status to Inactive Set date and course # options

13. Deactivating Courses You have the ability to use wild cards with the course number criteria (e.g. ??F would perform the action on all courses which have an 'F' as the third character of the course code). Once you select your criteria, the Preview button becomes available. Click it to view the courses which will be changed. Preview

14. Deactivating Courses After previewing the course changes, click the OK button to make the changes.

15. UtilityW

16. Make certain that everyone (including you) is out of Student Manager Navigate to the Student Manager folder using Explorer or My Computer Double-click UtilityW.exe Enter your user name & password Make the appropriate selections UtilityW

17. UtilityW

18. UtilityW

19. Deleting User Defined Reports Created dozens of duds? Let them go!

20. Tools / Reports / Delete User Defined Report

21. Select the sort order • View-Natural Order - sorts reports by record number with the newest reports at the bottom of the list.  Select this option if you want to delete a report you've created recently.   • View-Name Order - sorts reports by Report Name (or Report Area).  Select this option if you want to delete reports in a given Report area (e.g. you want to delete Mailing Label reports that you don't use).

22. The list of Additional Reports now opens.  Scroll down the list and highlight the report you want to delete.   Click on the White box to the left of the Rptname column to turn it black.   Press Ctrl+End to save your change and exit the Delete Additional Reports window. The report is now marked for deletion and will be permanently removed during the next Pack.