Using the Engineering Authorisations Database

1. Using the Engineering Authorisations Database • Opening the Database • Adding personnel to the Database • Copying and Pasting personnel in the database • Printing for signature • Moving personnel within the Database • Removing personnel from the Database • Point of Contact • Other Material EXIT Click a link to go to that subject Based on an presentation created by AC C Perry DCAE Cosford Oct 09 MAA-Tech-Reg-JAPFLC1 Version 1.0 Apr10

2. Opening the Microsoft Access File 1 • To open the Engineering Authorization Database (EAD) double click on the icon shown as image 1. • If using Microsoft Access 2003 or later image 2 will appear, press “Open” to open the file and access the home page shown as image 3. 2 3

3. Choosing the relevant database • To open your database you will need a password. This will be entered into the purple box on the home page (highlighted red in image 1). • After the password has been typed click the drop down box (highlighted red in image 2). Select your Sqn from the drop down list. 1 2

4. Warning – Auto save in place • As soon as you start changing data inside the table it will automatically save. This means there is no need to save the document manually, but you will have permanently changed authorizations or personal data. When finished, close the program using exit icon. • Note: Using the ‘X’ button on the top right of the program may cause a loss of data.

5. Opening the input table 1 • Open the input table by either selecting the “View or Create Posts” button (highlighted red in image 1) or choose a specific individual by selecting them in the drop down box “Name” (highlighted orange in image 1). • Depending on the option selected a new window will open with either the first person on the post list OR the individual selected using the name drop down box (shown in image 2). 2

6. Navigating inside the database 1 • Navigating inside the database is done by using the navigation function that comes with Microsoft Access (Image 1). • Alternatively, it can be done by using the light blue drop down menus at the top left of the table input screen (Image 2) this will show the names of the personnel in the squadron table. 2

7. Adding new personnel to the squadron • To add personnel select the “Add Post” button at the bottom of the page. A new blank input form will appear. • Highlight and delete the existing text in the Post Title box. • Input the following data - Post Title, Grade/Appointment (Rank), first name, surname, staff/service number, and telephone extension. Please note that Post Title and Grade/Appointment (Rank) must be completed first. • You are now ready to input authorizations. 1

8. Adding JAP Auths 1 • To add a JAP authorization to the individual selected use the drop down box marked “Level” (highlighted red in image 1). A full list of authorizations will appear (shown in image 2). • Select the authorization to be awarded from the list, (use scroll function to view full list, if required). A new input box will automatically be generated once the selected authorization has been awarded (shown in image 3). 2 3

9. Adding Local Auths 1 • Local authorizations are accessed via selection of the Local Auths tab (highlighted red in image 1). Once selected the process for local authorizations is identical to the JAP authorization process. 2 3 4

10. Granted, Print, and Signed check boxes • When an individuals authorizations have been granted, both the “Grtd?” and “Print?” boxes (image 1) need to be checked - this will enable the authorization report to be printed and signed. Once signed, the “Sgd?” box must be checked, this then indicates that the authorization has been granted, printed and signed for. 1

11. Removing an Authorization 1 • To remove an authorization first select the individual from the input table “Name”, shown previously. • Identify the authorization to be removed and select the delete button within the actual authorization field (highlighted red in image 1). • To remove all authorizations (local or JAP) click the “Delete all” buttons (JAP highlighted red, Local highlighted Orange in image 2 ) 2

12. Copying Authorizations 1 • If several personnel require the same authorizations it is possible to copy and then paste authorizations from one person to another. • Hint, it is quicker and easier to copy across too many authorizations and delete irrelevant ones than to input them all from the beginning. • To copy authorizations either select an individual with the fullest list of authorizations or add to an existing list. Select the copy button for either Local or JAP authorizations, (highlighted red in images 1 and 3). • After selecting either of these buttons a popup (shown in image 2) will appear. Be aware, after copying either Local or JAP authorizations the table returns to the original sheet. 2 3

13. Pasting Authorizations • To paste the copied authorizations, either create a new post, or add to an existing post. Select the “paste copied auths” tab (highlighted red in image 1 or 2 dependent on authorization type). • A final pop up window will appear (shown in image 3). Select OK to complete the process. 1 2 3

14. Print for signature – JAP Auths 1 • To print JAP Authorizations, which can be previewed first, by selecting the preview JAP Auths tab (highlighted red in image 1) select the printer icon button (highlighted orange in image 1). • After selecting print a pop up window will appear (image 2), select “No” to print the JAP authorizations that have been selected. 2

15. Print for signature – Local Auths • To print Local Authorizations, which can be previewed first, by selecting the preview Local Auths tab (highlighted red in image 1) select the printer icon button (highlighted orange in image 1). • After selecting print, a pop up window will appear (Image 2), select “Yes” to print the Local authorizations that have been selected. 1 2

16. Moving personnel to a different squadron • To move personnel from one squadron to another, open the input table by either selecting the “View or Create Posts” button or choose a specific individual by selecting them in the drop down box “Name”. • Select the “Move Person” tab (highlighted red in image 1). A pop up window will appear requesting the Service Number of the person to be moved (image 2), input the Service Number and select “Ok”. • Selecting “Cancel” will return you to the beginning of the process. 1 2

17. Moving personnel (continued) 1 • Pressing ‘OK’ directs you to a new window displaying the personnel's details (image 1). You will then be prompted to “Select New Squadron” from the drop down menu (highlighted red in image 1). Selecting “Move Person” will reassign the individual. • A pop-up window will appear (image 2), select “OK” to confirm the details are correct or “Cancel” if not. A further pop up window will appear (image 3). Press “Yes” to continue the process or “No” to halt the process and return to the home page. 2 3

18. Moving personnel (continued) 1 • A further pop up window will appear (image 1). Selecting “Yes” completes the move and cannot be undone using the undo command. • A final pop up window appears (image 2) confirming that the move has been completed and that all authorizations are to be reviewed and re-signed. 2

19. Removing personnel from the squadron • To remove personnel from the database, open the input table by either selecting the “View or Create Posts” button or choose a specific individual by selecting them in the drop down box “Name”. • Select the “Delete Post” tab (highlighted in red image 1). This will remove all authorizations given to that person and delete all personal data, you will then be returned to the home page. 1

20. Other material for use • Another set of material that can be used are the flow charts: • Flow chart – Adding personnel to the database. • Flow chart – Copying and Pasting personnel in the database • Flow chart – Printing for signature • Flow chart – Moving Personnel within the database • Flow chart – Removing personnel from the database

21. Point of Contact • All EAD enquiries should at first be directed to the Ship/Stn/Unit EAD Manager. • Further assistance can be sought from MAA Tech Reg ASPPIC1 at RAF Wyton on Mil. 95371 8381 or BT 01480 52451 ext 8381.