United States
Environmental Protection
Agency
Office of
Emergency and
Remedial Response
Washington, DC 20450
9285.3-03
PB93-963415
EPA 540-C-93-003
July 1993
Superfund
4>EPA U.S. Environmental
Agency
Field Certification
Tracking System
User's
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FCTS
Field Certification Tracking System
User's Guide
Version 2.1
United States Environmental Protection Agency/Environmental Response Team
Office of Emergency and Remedial Response
Office of Solid Waste and Emergency Response
Environmental Response Division
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NOTICE
The examples given in this document are intended to provide guidance for users of FCTS Version 2.1 software.
This guidance does not constitute rulemaking by the United States Environmental Protection Agency (U.S.
EPA) and may not be relied on to create a substantive or procedural right enforceable by any party in
litigation with the United States. The U.S. EPA is not responsible for information managed with the FCTS
software.
For technical support, call
ERT Software Support
1-800-999-6990
between 9:00 AM and 5:00 PM EST
For more information about FCTS, call (908) 906-6922, or write:
U.S. EPA/ERT
GSA Raritan Depot
2890 Woodbridge Avenue
Building 18, MS-101
Edison NJ 08837-3679
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TABLE OF CONTENTS
CHAPTER 1: GETTING STARTED 1
1.1 Installation 1
1.2 Initial Setup 2
1.2.1 Color Monitor 2
1.2.2 Setup 3
1.2.3 Setup by Restoring from your Backup Set 4
1.2.4 Tracking Methods 5
1.2.5 OSWER Categories 6
1.2.6 Initial Default Setup 7
1.3 On-Line Help 9
1.4 Menus 10
1.5 Pop-Up Selection Boxes 11
1.6 Creating Requirements, Categories, Mailcodes, and Employees 12
1.6.1 Creating Requirements 13
1.6.2 Creating Categories 14
1.6.2.1 Creating the Category 14
1.6.2.2 Adding the First Requirement 15
1.6.2.3 Picking a Requirement Name 16
1.6.2.4 Methods 17
1.6.2.5 Hours and Months 18
1.6.2.6 Is This Category Required? 19
1.6.3 Creating Mailcodes 21
1.6.4 Adding Employees 22
CHAPTER 2: UPDATES 24
2.1 Requirement Updates 25
2.2 Category Updates 26
2.3 Mailcode Updates 28
2.4 Employee Updates 29
2.4.1 Employee 30
2.4.2 Category 32
2.4.3 History 33
2.4.4 Other Menu 34
2.4.4.1 Order 34
2.4.4.2 Supervisory Override 34
2.4.5 Classes 35
2.4.6 Quit 35
CHAPTER 3: QUERY 36
3.1 Destination 37
3.2 History 37
3.3 Sorting Options 38
3.4 Single Mailcode 38
3.5 Queries 39
3.5.1 Employee Summary 39
3.5.2 Specific Employee 39
3.5.3 Active Employee 39
3.5.4 Suspended Employee 39
3.5.5 Upcoming Suspension 39
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3.5.6 Category Summary 39
3.5.7 Mailcode Summary 39
3.5.8 Mailcode Transfers 39
CHAPTER 4: TOOLS 40
4.1 Reindex Databases 40
4.2 Recover Databases 40
4.3 Set Default Data 40
4.3.1 Searching For Required System Files 41
4.3.2 Main Set Default Data Screen 42
4.3.3 Select Backup Drive (A or B) 43
4.3.4 Select a Backup Drive Description 44
4.3.5 Select Printer 45
4.3.6 Password Entry Screen 46
4.3.7 Password Edit Screen 47
4.4 Mailcode Transfer 48
4.5 Backup Databases 48
4.6 Restore Databases 48
4.7 Floppy Disk Format 48
CHAPTER 5: EXIT FCTS 49
5.1 Exit to DOS 49
5.2 Return to FCTS 49
5.3 Abnormal Termination 50
111
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CHAPTER 1: GETTING STARTED
1.1 Installation
FCTS must be installed on your hard disk. The hard disk must be drive C:.FCTS must be installed from floppy
drive A. Your computer must have 640K of RAM. If you have 512 K, the Backup, Restore, Format, Set
default data menu selections in the Tools menu may not work. Also the Initial setup may not work in 512K
and will definitely not work in less that 512K.
To run FCTS, you MUST have the following entries in the DOS system files:
config.sys
BUFFERS=32
FILES = 20
autoexec.bat set CLIPPER = r 100;f24
The setup routine for FCTS will set these values for you. If you have write protected any of these files or for
any other reason the setup does not configure your system properly, consult a DOS manual to change these
files. If you see error messages during FCTS such as RUN error or OPEN error, this is the problem.
To install FCTS:
Insert the FCTS diskette into floppy drive A: (FCTS must be installed from A:).
Type "A:INSTALL" followed by a <«' >
Read and follow the on screen instructions.
After FCTS reboots your computer, Type FCTS OJ > at the DOS prompt.
Note: The system date in your computer must be set correctly or FCTS will give erroneous results.
If you should need further assistance, technical support is available between the hours of 09:00 and 17:00 EST
by calling:
U.S. EPA/ERT Software Support
1-800-999-6990
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1.2 Initial Setup
1.2.1 Color Monitor
FCTS SETUP
Are you looking
Yes
s
at a
Color Monitor?
FCTS will be visible on both color and monochrome screens; information on screen color must be entered
initially. Users will be prompted to enter whether they are usually able to view programs in color. If you are
able to view programs in color, answer Yes. If you are unsure, or if your screen views in black and white,
answer No. If you answer No and are incorrect, you have the ability to change your answer after the initial
FCTS setup. Incorrectly choosing a color setup for a monochrome screen will cause a screen visibility problem
which will become apparent as the setup continues. If you are confronted with this problem, hit until
FCTS returns you to DOS. At this point you may attempt the setup again. If you need help, look at the status
line at the bottom of the screen.
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1.2.2 Setup
FCTS SETUP
FCTS Initial Setup
You must setup the program before using
Would you like to continue
Yes
No
with the setup
FCTS must have certain information about your system in order to run properly. You will be prompted to
make certain choices to answer the need for specific data. Two of these choices, Tracking Method and OSWER
Categories can only be selected in this initial setup. Make sure that you fully understand these choices before
you proceed past them. These questions will be explained in section 1.6.4and 1.6.5.If you follow the setup
in the manual, these sections will be in the manual when you come to them on the screen. The answers to the
other prompting questions in the setup can be changed through the SET DEFAULT DATA selection on the
main menu. If you answer YES skip the next section, otherwise continue to the next section.
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1.2.3 Setup by Restoring from your Backup Set
FCTS SETUP
FCTS Initial Setup
You must setup the program before using
Would you setup FCTS from
Yes
ffl
your backup set
If you answered NO to the question Do you want to continue with the setup the next question you will be
confronted with will be Would you like to Setup FCTS by Restoring from your backup set? FCTS wants to know
if you would like to setup a copy of FCTS using backed up databases instead of going through the entire setup
process and restoring databases from FCTS backups.
For example, a health and safety officer may not have a computer that is dedicated to him or her and may use
any given computer subject to availability. In this particular case, the HSO will need to retain a copy of.the
FCTS databases along with a program copy of FCTS. This is a copy of the entire FCTS system. With these
disks, the HSO can install FCTS on any computer and continue working on the same set of employees.
To do this, you could install FCTS each on the new computer and setup FCTS as if you were starting it for
the first time. Once at the FCTS main menu, you choose to Restore Databases from the Tools menu. Insert
you FCTS database backups that you made from FCTS the previous time that you were working in it and
restore those databases. This will make this copy of FCTS appear as the previous version that you were
working with on another computer. An easier way would be to setup FCTS by restoring from your backup set.
Answer YES to the question on the screen. This will put you directly into the Restore Databases from the
Tools menu. After restoring these files, FCTS will have the same data as before. You will not have to go
through the entire setup in order to get to the main menu. FCTS will not allow you to proceed any further
if this restore is not complete.
Caution: Remember if you use FCTS in this fashion, you should erase the copies of FCTS as you move from
computer to computer. If you do not, you will find yourself with several versions of the data floating around
and you may get confused and end up loosing data by using a earlier set of databases. You may also
compromise the possible confidentiality of this data. As long as you have an FCTS installation disk and current
database backups, you will have all of your data that iS needed to make another working copy of FCTS.
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1.2.4 Tracking Methods
Cho(
jse a default tracking field
Ha it code , ./.i..
Social Security Number
Since the Agency tracks employees via name and mailcode or name and Social Security Number, you will need
to choose a tracking method. This is a one time choice. If you want to change the tracking method after the
initial setup, you will have to reinstall FCTS and this will wipe out your databases. You can always use the
employee's last name to track him/her but the tracking method you choose will allow you to search on one
of the following, additional fields:
Mailcode - This method will allow you to search for employees according to their mailcode.
It will break the employee file into sections according to their mailcodes. Although there may
be more than one employee with the same name and mailcode, you can easily page through
the file until you find the correct employee. If you choose mailcodes, you will still be able to
enter Social Security Numbers and sort reports on them however you will not be able to use
the Social Security Number to search for an employee.
Social Security Number - using this method, you can search for the employee by his/her SSN.
You can also search on a partial number. The partial number you search on must be the
starting digits of the number. In other words, you will not be able to use the last four digits
to track an employee. Since a partial number is not unique, you will be placed at the first
employee that has a SSN beginning with those digits. If you choose to track employees by
SSN, you will still be able to enter a mailcode and use it to sort reports but you will not be
able to search on mailcode field.
Ostensibly, you can only use the tracking field that you choose at this point to look up employees. You can
still use either field to sort reports.
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Note that the mailcode field does not necessarily have to contain a mailcode. If your office does not use
mailcodes, you may use the field for another logical grouping. For example, if your office is divided up into
chemists, programmers, biologists, and managerial personnel, it would be logical to use those groupings instead
of mailcodes. A logical break-up of reports will make sorting reports easier.
1.2.5 OSWER Categories
FCTS SETUP
Do you want to set up
Yes
ffl
these 8 OSWER categories?
OSWER Categories is another choice that can be made only during the initial setup.
There are eight predefined training categories that adhere to the training guidelines set forth by the Office
of Solid Waste and Emergency Response (OSWER) Integrated Health and Safety Policy dated 16 August 1988.
If you choose to setup FCTS according to these categories, there will be limitations imposed to insure that
the OSWER guidelines are followed. You will not be able to change the categories or add new ones. The eight
categories will be wholly inclusive of all employees and you cannot add, modify, or delete training
requirements.
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1.2.6 Initial Default Setup
FORMAT. COM located at C:\DOS\
BACKUP. COM located at C:\DOS\
RESTORE. COM located at C:\DOS\
VERSION 3.31
Do you want to hear bells: YES
Backup Drive: A:
Backup Drive Description: 3.5 Inch drive, 1.44 Megabyte
Default Printer: HP LASERJET SERIES I!
Password: NO
Edit Save
The remaining information you will be required to provide is user defined defaults. These must be initially
selected but you will be allowed to change them in FCTS under Set Default Data in the Tools Menu. If you
are not sure of any of these values, do not abort the installation process. Consult the individual who set up
your system for the appropriate values. The defaults will have the following effects:
Do you want to hear bells? If you choose to hear bells, FCTS will use audio signals for attention and warning
devices. If you choose not to hear bells, these audio alerts will not be heard. It is recommended that you try
them for a while. If you find them annoying, you can turn them off.
Backup drive. You must choose a drive for use with backups, restores, and formats. This choice must either
be the floppy drive referred to as either A: or B:.
Backup drive description. Now select the description of the drive that you will use to make database backups.
You must also use the same size disk in the drive as you have chosen with your drive description. The choices
are as follows:
3.5 inch drive these are the 3.5 inch square rigid plastic diskettes.
720 kilobytes - usually labeled DS/DD or double density
1.4 megabyte - usually labeled DS/HD or high density
5.25 inch disks - these are 5.25 inches square and very flexible plastic.
360 kilobytes - usually labeled DS/Dt) or double density
1.2 megabyte - usually labeled DS/HD or high density
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Default Printer. Choose the printer description that most closely matches your printer. If you do not see your
printer on the list, try the closest match. If you have a dot matrix printer, it is likely that the EPSON setup
will work. If you have a laser printer, the HP LaserJet Series II setup will more than likely work. If your
printer supports compressed print, it will work with FCTS.
Password. Would you like to use a password to restrict access to FCTS7 If you choose to use the function,
FCTS will request the password upon entry. If you choose not to use a password, access to FCTS is
unrestricted. Passwords are limited to 15 characters. For more information on passwords, refer to sections 4.3.7
and 4.3.7.
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1.3 On-Line Help
General Help
The USEPA/ERT Field Certification Tracking System (FCTS) was designed in
cooperation with Vickie L. Santoro and Rod D. Turpin of the
Environmental Response Team, under EPA contract #68-03-3482 (REAC), to
automate the record keeping associated with training requirements of
field personnel.
The system uses the 'pull-down1 method of menu selection. Highlight a
sub-menu from the main menu displayed across the top of the screen by
using the left or right cursor keys and then select by pressing .
This will display a sub-menu which operates by using the up and down
arrow keys to highlight, then the key to select.
While using a sub-menu, you may skip across to the next sub-menu by
utilizing the left and right arrow keys. Press to leave a
sub-menu, or from the main menu to return to DOS.
If you should need further assistance, technical support is available
between the hours of 09:00 and 17:00 EST by calling:
, to scroll 9 line-, , to scroll a page
<£sc> to Exit
To access the On-Line Help function from anywhere in the program, just press function key 1 < Fl > .The Help
function is available any time that the program is waiting for user input. The Help function is not available
while you are waiting for processing, such as report generation, reindexing and recovering databases, or
searching for system files.
If you find yourself at a point where you cannot proceed any further, just hit the key and a help screen
will appear.
The status lines at the bottom of the screen will contain information on how to navigate through the Help
system. The following keys can be used in the Help system (see shaded area above):
< PgUp >/< PgDn > move to the next or previous help screen if there is more than one page on that
particular subject.
/ move up or down one line - Assistance with the help system.
< Esc > - Exit the help system and return to FCTS.
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1.4 Menus
Update
Query
Employee Summary
Specific Employee
Active Employees
Suspended Employees
Upcoming Suspended
Category Summary
Hailcode Summary
Requirement Summary
Mailcode Transfer
Tools
Exit
Using the arrow keys <-> or <-»> highlight a selection from the main menu across the top of the page and
hit <«' >.This will pull down a submenu of selections. You can make a selection by using or
to highlight your choice and then press <«' >. While using a sub-menu, you may skip across to the next
sub-menu by using the <*-> and <-> arrow keys. Press to leave a sub-menu, or to go from the Main
Menu to the Exit Menu where you have the option to return to DOS.
10
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1.5 Pop-Up Selection Boxes
Category Code:
Category Title:
Category
MR " Wan~R.espons& Personnel
RP - Response Personnel
At various times throughout FCTS you will be required to choose input data through a pop-up selection box.
To make your selection in this box, use the and <1> keys to highlight a selection and press <«' >
to choose that selection. The following keys can also be used to navigate through the selections in the pop-up
box:
/
move up or down a screen of menu selections
move up or down one menu item
move to the first menu selection
move to the last menu selection
Additionally, you may move through the menu selections using the character keys. Just press the first character
of the item that you would like to select. The light bar will move to the first item that begins with that
character. Subsequent presses of the same character will move to the next item beginning with that character.
When you get to the correct item, press <«' > to select.
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1.6 Creating Requirements, Categories, Mailcodes, and Employees
Before you setup FCTS, lets discuss requirements, categories, mailcodes, and employees. If you are using
OSWER categories, requirements and categories will be setup for you and you may not change them. They
are mandated by the OSWER Integrated Health and Safety Policy dated 16 August 1988. If these categories
change, you will get changes through the mail. If you have selected the OSWER categories, skip sections 1.6.1
and 1.6.2.
Each of the following has a selection in the Update menu in the FCTS main menu.
Requirements (Section 1.6.1) - Your first step is to setup requirements through the Requirement Update
selection. These requirements will be used to create categories. When you add requirements, you can then
associate hours and months with the requirements. In this section, you will only setup the requirement
descriptions. A requirement may be used in many categories.
Categories (Section 1.6.2)- After setting up requirements, you are then ready to create a category. Categories
are comprised of requirements. When you create a category and add requirements, you can then associate hour
and month guidelines with that requirement. For example, when you create a category, you will be able to
add the requirement for first aid and specify that 8 hours must be completed every 12 months in order to be
certified. A category will be associated with each employee. Each category can contain many requirements.
A category can be used by many employees.
Mailcodes (Section 1.6.3)- If you have chosen to track employees by mailcodes, you must setup at least one
mailcode in order to add employees. This is because each employee must have a mailcode associated with
his/her name. If you are tracking by social security number, you do not need to setup mailcodes although it
is a good idea to use them.
Note: Mailcodes are a way of grouping employees. If your organization does not use mailcodes, you may be
able to use this field for something else. If you have different sections such as management, sampling,
analysis, and Systems Group, you could use these in the place of the mailcode field. This would aid
in reporting since you may sort employees in reports by mailcodes. One mailcode may be used by
many employees.
Employees (Section 1.6.4)- This is the main point of FCTS. After you have setup Requirements, categories,
and mailcodes you will then be able to add employees. Use your present employee roster. Before you add all
of your employees, you may want to add a few employees and play around with them for a while to get the
feeling of FCTS. You cannot harm anything, just delete them after you are finished.
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1.6.1 Creating Requirements
Requirement: G-PR
Requirement Title: gPR
To create your first requirement, choose the Requirement Updates selection in the Update menu. Initially, you
will have no requirements and FCTS will prompt you to add a requirement. To create your first requirement,
enter a 4 letter code for the requirement. The code is a shortened way of referring to the requirement. After
entering the code, you will be prompted to enter a descriptive title. It may contain up to 15 letters or numbers.
The title is a way of more fully describing the requirement. For example, you want to set up a requirement
for first aid. The code might be PAID while the title might be First Aid. After you enter the title and press
<«' > the requirement is added.
To create more requirements, press the < Ins > key while viewing the requirement screen and add data the
same as you did with the first requirement.
If you are editing the requirement, you may only edit the title. If you need to change the 4 letter code, you
must delete the old requirement and add a new requirement with the corrected code.
If you delete a requirement, FCTS will move to the next requirement. If you delete the last requirement, you
will move to the first requirement in the list.
Note: There must be at least one requirement present in order to add categories because each category is made
up of requirements. It is not necessary to add initial training as a requirement as that requirement is covered
separately in the category section.
Whenever you are asked to enter a requirement during data entry, you will be presented with a pop-up box
to select one of the codes that you have entered through this selection. This will insure that all requirements
will be entered correctly given that they are correct when entered here. Once the requirement is entered
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correctly here, it will be correct throughout FCTS.
1.6.2 Creating Categories
1.6.2.1 Creating the Category
Category Code: RP
Category Title: Response
Initial Training: 4@ hours
Description Hours Months Method Description Hours Months Method
Note I Because each employee must have a category associated with his/her name, you must first create
categories before adding any employees.
There are 2 steps to creating a category. First, you must add the category data. This includes the category code,
the descriptive title, and the hours of initial training required with this category. Second, you must add
requirements to the category. Actually, you may have a category with no requirements if you find it useful.
To create your first category, choose the Category Update selection from the
have no categories and FCTS will prompt you to add a category. The first
category code. As with requirements, this code is a shortened way of referring
into the box provided and press <«l > .Next FCTS will prompt you for a 25
the title in the box provided and press <*' >.After you have entered the
many hours of initial training will be required of members of this group. If no
this entry at zero(0), otherwise enter a number of hours then press <*' >.
created your first category. For help on keys to use, refer to the status lines
Now you need to add requirements to your category.
Update menu. Initially, you will
step is to specify a 4 character
to each category. Type this code
character descriptive title. Enter
title, FCTS needs to know how
initial training is required, leave
After you hit <*' > ,you have
at the bottom of the screen.
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1.6.2.2 Adding the First Requirement
Category Code: RP
Category Title: Response Personnel
Initial Training: 40 hours
Description Hours Mo
Add a Requirement :
Edit Category Title
Hours Months Method
To add the first requirement to this category, press the <<' > key to indicate that you would like to edit the
category. You will now see a menu with the following choices:
Edit the Category Title
Add a Requirement
Move the highlight to Add a Requirement and press <*' > or just press A.
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1.6.2.3Picking a Requirement Name
Category Code: RP
Category Title: Response Personnel
Initial Training: 40 hours
Description Hours Months Method Description Hours Months Method
= Requirements
CPR - EPS
FA - First aid
FT Fit Test
MD Medical
RF - Refresher
First you will have to pick a requirement name. A box will pop-up containing requirements from which to
choose will appear on the screen. These are requirements that you have previously set-up in Requirement
Updates. Choose one of the requirements to add to the category by moving the highlight to the name and
pressing <*' >.
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1.6.2.4Methods
Category Code: RP
Category Title: Response Personnel
Initial Training: 40 hours
Descr i pt i on Hours Months Method || Descr i pt i on Hours Months Method
CPR
|t;ciatrng;;;)tci*JrS?:'
Fixed Hours
Floating Once
Fixed Once
T 1
Next you must choose a tracking method. There are four methods for tracking requirements. They are as
follows:
Floating Hours - tracks the training hours that fall between the current date and the current date minus the
months indicated (Today's Date - # Months). Any training hours falling into this range will be counted toward
qualification of the requirement.
Floating Once - essentially the same as floating hours except that the training is tracked on an event basis
rather than an hourly one. If an employee has taken a class that is required under this method, it will satisfy
the requirement regardless of the number of hours, given that the date is within the right range to make it
qualified training. An example would be a fit test.
Fixed Hours - tracks the training hours that fall between anniversary dates of the initial training. The number
of months specify the amount of time between anniversary dates (Anniversary date + # Months). Training
that falls into this range will be counted toward qualification of the requirement. Requirements using this
method are satisfied by initial training. The employee is active for this requirement if he/she had the desired
amount of training in the preceding anniversary period. If the employee is within their first period he/she is
active if they have completed initial training. If the employee was not active in the previous period and is not
within the first anniversary period, he/she must have the desired number of hours between the last anniversary
date and the current date to be qualified. An example might be 8 hours refresher training required every 12
months from one year after and annually thereafter the initial training.
Fixed Once is essentially the same as the fixed hours method except that this is tracked on an event basis
rather that hourly and the same rules apply as with floating once.
Move the highlight to the method that you would like to choose and press <*' >
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1.6.2.5Hours and Months
Category Code: RP
Category Title: Response Personnel
Initial Training: 40 hours
Description Hours Months Method Description Hours Months Method
CPR
8
12
111 HRS
EVERY
IH MONTHS
If you choose methods 1 or 2, FCTS must know how many hours you will require for qualification within this
requirement. Enter the number of hours in the box provided and finish with a <«' >.If you choose methods
3 or 4 the word ONCE will appear instead of a box requesting a number of hours. Methods 3 and 4 are based
on a one-time event and do not require a set number of hours.
Regardless of which method you have chosen, you will need to enter a number of months. FCTS will then use
this number of months to calculate the date range in which training must fall in order to count toward
qualification.
If you are using a floating method (method 1 or 3) and leave the number of months at zero(0), this will
indicate one-time training. It must only be accomplished once during the employee's career.
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1.6.2.61s This Category Required?
Category Code: RP
Category Title: Response Personnel
Initial Training: 40 hours
Description Hours Months Method Description Hours Months Method
CPR
There are two ways to keep track of requirements: required and not required but tracked. The latter selection
gives the user the ability to maintain history on a particular training class without having it effect the
employee's active/suspended status. If you answer No to Is this Required?, the requirement will be displayed
with an asterisk to the left to indicate that it is not required. FCTS will not base the employee's status on
completion of training to satisfy that requirement, but will let you know if any classes in that area have been
taken.
Using requirements that are not required is a good way of keeping track of classes that may be required in
the future. Suppose that 40 hours of field experience will be required of all persons in the Field Active category
in the near future. Instead of keeping notes about field experience and putting them in when it becomes
mandatory. You could create a requirement for field experience within the Field Active category and tell FCTS
that field experience is not required. FCTS will report this history but will not use it to calculate status. In
several months when field experience becomes required, just edit that requirement and tell FCTS that it is now
required.
After answering this question, you have completed adding your first requirement. FCTS will now display the
newly added requirement as a lightbar menu. Because it is the only requirement on the screen, it will appear
highlighted. You may press <*' > to edit the new requirement or press to add another. If you add
another, just follow the previous steps. When you are done adding or editing requirements in the category,
press to return to the category menu and < Esc > again to go back to the main menu.
When adding all categories after the first one, you will have an additional option. After you specify a 4
character category code FCTS will ask you if you would like to copy a previous category. At this point you
have the following choices:
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1. If you answer Yes, you can copy the requirements from a previous category
and then edit them to conform to this category. If there is an existing
category with requirements that are like the one you have added adding this
is the best method. It will cut down on errors by not requiring redundant
data entry for duplicated requirements.
2. If you answer No, you will have to create the category requirements from
scratch after you complete the category data.
Answer the question. If you answered YES pick the category that you would like to copy from the pop-up box
on the screen. Follow the other steps for adding a category as usual. FCTS will make an exact copy of the
category requirements. Only the category code, title and initial hours will be different.
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1.6.3 Creating Mailcodes
Mai I code: MG
Mail code Title: Management
Note: If you have setup FCTS to track by mailcodes, you will have to setup at least one mailcode before you
can add employees because each employee must have a mailcode associated with his/her name.
To create your first mailcode, choose the Mailcode Update selection from the Update menu. Initially, you will
have no mailcodes so FCTS will prompt you to add one. Type a 12 character code into the box provided and
press <«' >.The code may consist of letters and numbers. As with requirements and categories, the code
is a shortened way of referring to the mailcode. Next type in a 25 character descriptive title for the mailcode
in the box provides and press <*' >.The title may also contain letters and numbers. After you hit <«' >
your mailcode is added. To add more mailcodes, press the < Ins > key and follow the previous steps.
Whenever you are asked to enter a mailcode during data entry, you will be presented with a pop-up box to
select one of the codes that you have entered through this selection. This will insure that all mailcodes will
be entered correctly given that they are correct when entered here. Once the mailcode is entered correctly
here, it will be correct throughout FCTS.
If your office does not use mailcodes to keep track of employees, you may use this field for section names,
office symbols or any other grouping that will separate your employees into logical sections and make them
easier to track on reports. If you use mailcodes in this fashion, you must be aware that the field will always
be referred to as mailcode.
21
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1.6.4 Adding Employees
Social Security #: 06G-OS-0020
Mai I code: MB
Employee Name: Harriet P. Carson
Title: Sup&rviBQr
Initial Training: 09/94/89
Category: ftp - ftesponse Personnel
To add your first employee, choose Employee Updates from the Update menu. Initially, you will not have any
employees and FCTS will prompt you to add one. The first step is to provide employee specific data as
requested on the screen. The data that will be requested is as follows:
Social Security Number:
Mailcode:
Employee Name:
Title:
Training Category:
Initial Training:
Enter the employee's social security number. If you are tracking employees
by social security number, FCTS will require that you type in the full
number.
Choose the employee's mailcode from the pop-up box that will appear when you are
prompted to enter the mailcode. If you are tracking employees by mailcode, FCTS
will require that you enter a mailcode for each employee.
Enter the employee's name. At a minimum you must enter the employee's last name.
FCTS will always use the last name to search. First name and middle initial are
optional but suggested.
This is a title to associate with an employee to further identify him/her. It is also
optional but it is a good idea to use a title.
Choose the employee's training category from a pop-up box of categories. This field
is mandatory. Each employee must have a category.
This is the date that the employee completed initial training. It is mandatory
if the employee has completed initial training. Otherwise it is optional. If
the category does not require initial training, you must enter a date that this
22
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employee entered your organization. This will be used to calculate training
intervals.
After entering all of this data, FCTS will list all the requirements for the employee's training category and
whether or not it is overdue. Also note the employee's status in the upper right corner of the screen.
To add more employees, press <«' > and supply the above data the same as you did here. When adding all
but the first employee, you will have to search for that employee before actually adding him/her. Even if you
are absolutely sure that this employee does not exist in the employee file, you will have to attempt a search
for the employee. If the search is unsuccessful or you abort it with an < Esc > you will then be able to add the
employee. This is to hopefully avoid adding the same employee twice. While this may seem laborious at first,
it will become useful later on when the employee file becomes large and you do not remember all persons in
it.
Note: Since training requirements that are tracked using fixed hours and fixed once are tracked from the initial
training completion date, they will not appear as overdue during the first number of required months. This
is because the initial training is anticipated to fulfill these requirements for that first number of required
months. The requirement must be met during the first number of required months to be considered active for
the next number of required months.
23
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CHAPTER2: UPDATES
update
Query
Tools
Exit
Emptoyefr Updates
Category Updates
Requirement Updates
MaiIcode Updates
Hailcode Transfer
The Update Menu allows you to input data into the FCTS program. This is the only section where you can
actually update the databases. By updating data through this section only, it is hoped that duplication will be
avoided. Whenever you are asked for data in other sections of FCTS, you will be presented with a pop-up box
from which to choose your data. In this way you are assured that this is the correct information given that it
was entered correctly in the first place. This will avoid redundant entries that differ only slightly and are easily
misspelled.
24
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2.1 Requirement Updates
Requi rement:
Requirement Title:
FA
FT
MD
RF
Requirements
.''".CPR
- First aid
Fit Test
Medical
Refresher
Requirement Updates selection allows you to add, delete, or change requirements.
The keys that are used during Requirement Updates are as follows:
< Ins > - adds requirements to the requirement list.
<*-
> - edits the requirement on the screen.
< Space>- locates a requirement.
- deletes the requirement on the screen. You will be asked if this is what you really want to do before
actual deletion of the requirement. If the requirement is in use by one or more categories, you will not be able
to delete it. In order to delete a requirement that is in use, you must change or delete each category so that
it does not use the requirement before you can delete the requirement.
/<1> page through the requirement file. Note that when you page through the end or beginning of
the file, you will go to the beginning or end of the file respectively. In other words, the file is circular.
- quit. Go back to the Main Menu.
Whenever you are asked to enter a requirement during data entry, you will be presented with a pop-up box
to select one of the codes that you have entered through this selection. This will insure that all requirements
will be entered correctly given that they are correct when entered here. Once the requirement is entered
correctly here, it will be correct throughout FCTS.
25
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2.2 Category Updates
Category Code: RP
Category Title: Response Personnel
Initial Training: 40 hours
Description Hours Months Method Description Hours Months Method
CPR
First aid
Fit Test
Medical
Refresher
Once
Once
Once
Once
8
12
12
12
12
12
If you are not in an office that follows the OSWER guidelines, the Category Update selection will allow you
to add < Ins >,edit <«' >,or delete < Del > categories. If you are in an OSWER office, you will only be able
to view these categories and not to change any of the requirements. If you are following the OSWER
guidelines, you will receive any updates on the categories on floppy disks through the mail as the OSWER
guidelines change.
Use the following cursor keys as described on the bottom of screen to navigate through the category file and
the individual training requirements within each category.
adds categories to the category file, or, if you are editing the category, it allows you to add a
requirement. For detailed information on adding categories, see section 1.6.2.
> - edits the category on the screen, or, if you are editing the category, it allows you to edit the
highlighted requirement. For detailed information on editing categories, see section 1.6.2.
< Space>-locates a category.
- deletes the category on the screen. You will be asked if this is what you really want to do before
actual deletion of a category. If there are one or more employees already entered into the system with that
category, you will not be able to delete it this way. To delete the category, you must first change or delete all
employees with this category.
< t > / - moves you through the category file. Note that when you skip through the end or beginning of
the file, you will go to the beginning or end of the file respectively. In other words, the file is circular.
26
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- quits and returns to the main menu.
< PgUp >/< PgDn > displays subsequent pages of category requirements when more than one page exists. If
there are subsequent pages of requirements, a message informing you of this will be displayed below the last
requirement on a page.
27
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2.3 Mailcode Updates
Mai Icode: MG
Mailcode Title: Management
< Ins>-adds mailcodes to the mailcode list. For detailed information on adding mailcodes, see section 1.6.3.
<«' > - edits the mailcode on the screen. For detailed information on editing mailcodes, see section 1.6.3.
< Space > - locates a mailcode.
- deletes the mailcode on the screen. You will be asked if this is what you really want to do before
actual deletion of the mailcode. If the mailcode is in use by one or more employees, you will not be able to
delete it. In order to delete a mailcode that is in use, you must change or delete each employee file separately
before deleting the mailcode. Try using Mailcode Transfer from the Update menu to change, groups of
employees from one mailcode to another.
< t > / - page through the mailcode file. Note that when you page through the end or beginning of the
file, you will go to the beginning or end of the file respectively. In other words, the file is circular.
- quit. Go back to the Main Menu.
28
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2.4 Employee Updates
Social Security #: 000-00-0020 , STATUS ,
Mai I code: MG
Employee Name: Harriet P. Carson Suspended
Title: Supervisor
Initial Training: 08/29/89 Completed
Category: RP Response Personnel
Requirement Required Training Actual Training Status
CPR 8 Mrs/ 12 Months 0 Hours Since 08/29/88 * OVERDUE
First aid Once Every 12 Mon Completed
Fit Test Once Every 12 Mon Completed
Medical Once Every 12 Mon Completed
Refresher 8 Mrs/ 12 Months 0 Hours Since 08/29/88 * OVERDUE
*
*
Employee Category History Other Quit
|
The Employee Update section will allow you to do several maintenance tasks on the employee database. It
will allow you to add, modify or delete employees in the employee file. You can also check on training status
as well as adding training history to an employee's record to affect his or her status.
29
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2.4.1 Employee
Social Security #: 000-00-0020
Mai I code: MG
Employee Name: Harriet P. Carson
Title: Supervisor
Initial Training: 08/29/89 Completed
Category: RP Response Personnel
Requirement Required Training Actual Training
I STATUS 1
Suspended
Status
CPR 8 Mrs/ 12 Months 0 Hours Since 08/29/88 * OVERDUE
First aid Once Every 12 Mon Completed
Fit Test Once Every 12 Mon Completed
Medical Once Every 12 Mon Completed
Refresher 8 Mrs/ 12 Months 0 Hours Since 08/29/88 * OVERDUE
*
*
To choose this selection, highlight Employee in the light bar menu and press <«' >.Refer to the status line
for information on which keys to use. This selection will allow you to perform the following functions using
the cursor keys as indicated:
< Ins > - adds employees to the employee list. To do this, you will go through the search procedure to insure
that the employee does not already exist in the employee list. If you do not find the employee, you will be
allowed to add his/her name. Refer to section 1.6.4 for specific details on adding employees.
> - Edits any of the employee specific data located in the box at the top of the screen. Data such as
name, title, mailcode, Social Security Number, initial training date, and hours, and training category are
specific to an employee and can be edited. If you desire to change the parameters of a training requirement
in the employee's category, you may only do that through category updates.
< Space >- locates an employee. Employees may be located in three ways:
1. Depending on the tracking method you selected to search for employees (see
section 1.2.4),use the mailcode or SSN and the employee's last name.
2. If you do not have the employee's last name and are using mailcodes to
track, you will be placed at the first employee with that mailcode and you
can move through the records using Employee / until you find the
correct employee.
3. If you are using Social Security Numbers as a tracking field, you have the
option of using a partial Social Security Number. If you only use a partial
30
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number, you will be placed at the first employee whose number begins with
those digits. Note that you may only specify the beginning digits. You may
not specify the last four digits of the Social Security Number and search
successfully. If you did, you would be searching for an employee whose first
5 digits are blank.
4. Use only the employee's last name. This will place you at the first employee
with that last name, and as with mailcode, you can page through until you
find the correct employee. Additionally you may search on partial names.
For example, when asked to enter a name you may search for all employees
whose name starts with SM, by entering SM* or SM?. You will be placed at
the first employee whose name begins with SM.
- deletes the viewed employee. If you choose this, FCTS will ask you if you are sure you want this
information deleted before it actually deletes the employee record. Naturally, all of the employee training
history will be deleted along with the employee.
< t > / <1 > - allows you to move forward or back through the employee file one employee at a time. Use the
Order selection in the Other Menu to change the paging order of the employee file for easier searching using
the paging keys.
-quit. Go back to the Main Employee Menu.
< PgUp >/< PgDn > allows you to move forwards and backwards through pages of requirements. If there are
subsequent requirements that are not visible, a message informing you of this will appear after the last
requirement displayed.
31
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2.4.2 Category
Social Security #: 000-00-0020
Mai I code: MG
Employee Name: Harriet P. Carson
Title: Supervisor
Initial Training: 08/29/89
Category:
Requirement
CPR
First aid
Fit Test
Medical
Refresher
Required Train
NR
RJ*
Category
STATUS
Suspended
- Non- Response Personnel
T,r
8 Mrs/ 12 Months
Once Every 12 Mon
Once Every 12 Mon
Once Every 12 Mon
8 Hrs/ 12 Months
0 Hours Since 08/29/88 * OVERDUE *
Completed
Completed
Completed
0 Hours Since 08/29/89
To use the Category selection during Employee Updates highlight Category in the lightbar menu and press
<<' >. This selection allows you to change the employee's training category. This will not allow you to
change individual requirements within the training category. To change the requirements,, go to the Category
Update section.
Note: You can freely change an employee's category without affecting the training history. FCTS
will retain all training history throughout category changes, although certain history may not
satisfy a requirement in the new category. You will be able to view all history, however,
information that does not satisfy a requirement will not be printed in a report. If you return
to a category to which history applies, it will be utilized again.
32
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2.4.3 History
Social Security #:
Mai I code:
Employee Name:
Title:
Initial Training:
Category:
000-00-0020 | STATUS ,
MG
Harriet P. Carson
Supervisor
08/29/89 Completed
RP Response Personnel
Suspended
Date
Description
Hours
Date
Description
Hours
'' aid
08/3'l/89 Fit Test
08/31/89 CPR
YES
YES
6
The History section allows you to maintain records on employee training. Additions or deletions made in an
employee's history will have an immediate effect on the employee's status upon leaving the history section.
If a particular employee does not have any history, you will be put into the mode as soon as you enter
the history section. The following keys are used in this section.
< Ins > - adds training history to the employee file. The record will be added at the bottom of the screen at
the end of the current page. If the page is full, it will be added at the top of the page over an existing record.
The history record that is written over will not be lost. You will first be prompted for a training completion
date. After typing in the date, a pop-up box will appear with requirements for that category. Choose the
requirement completed on that date. After you choose the training requirement, you will be asked if you want
to add a comment. Comments will show up near the bottom of the screen or in reports only if you have added
one here.
If the requirement is tracked by training hours, you will be prompted to input the hours of training. If the
training is tracked on an event basis, the word Yes will appear to indicate that the training was performed.
When you are finished updating history hit .At that time, FCTS will sort the entries by date, and the
light bar will be placed at the first entry.
<*' > - edits any of the history records that are on the screen. Move the light bar to the record you want
to edit and press <«' >.If you change the date of the record and that date causes it to be on another page
of history records, you will be switched to that page and allowed to continue your edit.
< Del >-deletes a history record. Highlight the record and press <«' >.You will then be asked if you want
to delete that record. If yes, the record will be deleted. If you have deleted all of the records, you will be put
33
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into the mode as soon as you delete the last record.
< PgDn > / < PgUp > Go to the next/previous page of the history records.
- Go back to the Employee Menu. Notice that the change in history will be immediately reflected in
the status of the employee.
2.4.4 Other Menu
To choose the Other selection, highlight Other in the Employee Update lightbar menu and press O' >.The
Other Menu has the following selections:
2.4.4.1Order-Highlight Order in the lightbar menu and press <«' >.The Other selection changes the
paging order of the employee file. You have two options for paging orders - alphabetical by last name or
tracking method order. If you choose alphabetical order, the employee file will be in alphabetical order by the
employee's last name. If you choose the tracking order the paging order will be changed as follows:
Mailcode Order - the file will be in alphabetical order by mailcode and last name. A mailcode
of MG will come before a mailcode of SG. Within each mailcode, employees will be in
alphabetical order by last name. Employees who do not have a mailcode will be at the top
of the file.
Social Security Number Order - the file will be in order by SSN. Blank entries will appear
at the top of the file. If there is more than one person with the same SSN, then they will fall
in alphabetical order. Since two people with the same SSN is not possible, you can use the
SSN field for another purpose such as section or employee number.
2.4.4.2 Supervisory Override Highlight Supervisory Override in the lightbar menu and press
<*' >. The Supervisory Override selection allows you to choose whether the employee will be active or
suspended regardless of training. Choices under this heading are:
Active - The individual employee will be active, regardless of training.
Suspended - The individual employee will be suspended, regardless of training.
Cancel - Cancel the supervisory override on the employee. Status will now be determined by
training.
Quit - go back to Employee menu. also has the same effect as choosing Quit.
Highlight your choice and press < «' > .
For the status of the Supervisory Override, look at the status box in the upper right corner of the employee
screen. If the word Supervisor appears in that box, the override is in effect.
34
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2.4.5 Classes
R
c
F
F
H
R
Social Security #: 000-00-0020
Mailcode: MG
Employee Name: Harriet P. Carson
Title: Supervisor
Initial Training: 08/29/89 Completed
Category: RP Response Personnel
Cl
c"
Q$W£;R Pol fey frocument NO Respiratory Protect! or
OERR Safety Guidelines NO Decon. Procedures
Properties of Haz. Mtls NO Entry Procedures
Toxicology NO Employee Rights
Protective Clothing NO Defensive Driving
Select class name and press -< ' to change st
STATUS
Active
i NO
NO
NO
NO
NO
atus
If you are not using OSWER categories, this selection will not show up on the menu. If you are, this selection
will allow you to maintain records on the ten OSWER requirements. Note that completion of a subject will
not affect the employee's status. To note the completion of a subject, move the light bar to that subject and
press <«' >.The screen indicates a YES for completion, but if that is incorrect, hitting <«' > again will
change it back to NO. This will change the status of the highlighted subject. When done press to
return to the main employee menu.
2.4.6Quit -exits the Employee updates section and returns to the main menu. also has the same
effect as choosing Quit.
35
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CHAPTERS: QUERY
Update
Tools
Exit
Employee $ummery
Specific Employee
Active Employees
Suspended Employees
Upcoming Suspended
Category Summary
Mai Icode Summary
Requirement Summary
Mailcode Transfer
The Query Menu contains a selection of reports that may be either printed, displayed on the screen, or written
to a disk file.
36
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3.1 Destination
Printer Display File
P V
You have three choices of destination for the report output.
Printer - sends the report to the default printer that was chosen in the setup of default data.
Display - sends the report to the screen. The report will scroll through by line or by screen
so you can follow. Also, you will be able to restart the report if you need to examine sections
which have already passed
File - sends the report to a disk file. The name of the disk file will be REPORTn.T'XT, where
n is the line number of the report on the main menu (i.e. the first report, Employee Summary,
will be written to disk with the file name ofREPORTl.TXT; the second, Specific Employee,
as REPORT2.TXT, and so on). It will be located in the same directory in which FCTS resides
on your hard disk.
3.2 History
For each employee report, you will have the option of printing history with each category requirement for each
employee. If you choose to include history, each employee will appear on a separate page.
37
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3.3 Sorting Options
For employee reports, there are several alternate ways to arrange your report depending upon how you want
your output ordered. You may sort on three different fields:
Mailcode to separate the list according to mailcodes. The report will be in alphabetical order by
mailcode and alphabetical order by last name within each mailcode. Employees without mailcodes will
be listed at the beginning of the report. If you do not use mailcodes, the report will be in alphabetical
order by last name.
Social Security Number - to arrange output in order of Social Security Numbers. Blank numbers will
be at the beginning. If you do not use Social Security Numbers, the report will just be in alphabetical
order by last name.
Alphabetical by Name - to list the report alphabetically by last name. The use and setting of mailcode
or Social Security Number as a tracking method does not effect the order of this report, although both
will show up in the report.
3.4 Single Mailcode
Do you want a
in N°
single mai I code?
Press For No Hait£o
-------
3.5 Queries
3.5.1 Employee Summary contains a list of all employees regardless of status. Along with each
employee will be a list of training requirements and whether or not they have been satisfied. You will also
have the option of including history in the report. The history will be listed under the corresponding category
training requirement. You can also trim the list down to a specific group of employees by specifying a single
mailcode on which to report. To quit without generating the report, specify all of the options and when asked
if you want to change any options answer Yes. Press < Esc > when prompted to choose a destination and you
will exit to the main menu. This procedure will work for aborting all queries.
3.5.2 Specific Employee - contains the same information as the employee summary except that it will
only report on one employee. When prompted to search for the employee, enter the appropriate employee
information and search for that employee in the same method used in the employee update section.
3.5.3 Active Employee contains only active status employees. The report will be similar to the
employee summary except that it will only report on employees with an active status.
3.5.4Suspended Employee- contains a list all employees that have a suspended status. Along with
each employee will be a list of all training requirements. The requirements which have not been met will be
identified by an asterisk. This report is similar to the Employee Summary except that it only reports on
suspended status employees.
3.5.5 Upcoming Suspension -contains all employees whose status will become suspended as of a
date you will specify. The format of the report will be much like the Employee Summary except that it will
consist of employees that have either a currently suspended status or will have a suspended status by the
specified date. The reason for each suspension will also be listed with each employee. This report can be used
to forecast training needs to maintain active status of employees, or find out which individuals will not be able
to participate in future activities because of an upcoming suspended status.
3.5.6 Category Summary - a summary of all categories and requirements for each. The Category
Summary is a list of all categories. Each category will be listed along with training requirements and
parameters for qualification in that requirement.
3.5.7 MailCOde Summary -a summary of mailcodes and associated locations.
3.5.8 Mailcode Transfers -a list of all mailcode transfers completed since the last mailcode purge.
3.5.9 Requirement Updates a summary of requirements used for categories. These will be the
requirement descriptions, not the requirements associated with a category.
39
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CHAPTER 4: TOOLS
The TOOLS Menu contains utilities that can be used to maintain your FCTS databases or to customize your
copy of FCTS.
Update
Query
Exit
Recover Databases
Set Default Data
Mailcode Transfers
Backup Databases
Restore Databases
Floppy Disk Format
4.1 Reindex Databases
This selection recreates your indexes for the FCTS databases. This procedure is useful in restoring data that
you know was entered but cannot find. Try reindexing database files as an initial attempt at a solution for
restoration and similar problems. Do this before you try restoring your databases if you think that they may
have been corrupted.
4.2 Recover Databases
This selection is identical to Reindex Databases with the addition of a low level data recovery. This low level
data recovery can only be minimally effective in recovering data. It is still imperative to have a current set of
backup disks to insure data integrity. See Section 4.3 below.
4.3 Set Default Data
This will allow you to customize your copy of FCTS by setting default data. Through this selection you can
turn off the bells and buzzers, change drives or printers and turn color on or off according to your equipment
and personnel taste.
40
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4.3.1 Searching For Required System Files
<< 6 A ft C B 1 « 6 FOR REOU1R£D
$ Y $ T £ H FILES
The first thing that the program does is to search for the three system commands that it needs to backup,
restore, and format. Depending on your particular machine, this may take from 10 seconds to 2 minutes. Do
not panic. Due to copyright laws, these files cannot be distributed with the FCTS program. The files are
included with the version of DOS on almost all computers. If they are not present, you cannot perform
backups, restores, or floppy formats. Consult your DOS manual if FCTS tells you that it cannot locate these
files. After you edit the default data, you will have the option to edit, save, or quit. If you choose to quit, all
of the changes that you have made to the default data will be discarded and FCTS will retain the values as if
you had never attempted to change it, with one exception. The password will not be discarded once it has been
changed. Even if you quit Set Default Data without saving changes, FCTS will retain the new password - if
you set one. This is to avoid mistakes with the password since if you forget your password, you cannot reenter
FCTS.
41
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4.3.2 Main Set Default Data Screen
FORMAT. COM located at C:\DOS\
BACKUP. COM located at C:\DOS\
RESTORE. COM located at C:\DOS\
VERSION = 3.30
Do you want to hear bells: YES
Are you using a color display: YES
Backup Drive: A:
Backup Drive Description: 3.5 Inch drive, 1.44 Megabyte
Default Printer: NEC PINWRITER P2200
Password: YES
Edit i|fj| Quit
Exit, save Changes
The lower box will list user defaults. If you would like to change any of the listed defaults, choose Edit from
the light bar menu at the bottom of the screen. If you have just completed editing choose either Save to save
the changes you have just made or Quit to erase those changes and return to the main menu.
Note that it if you choose to Quit and do not save changes, this will not erase any changes that have been
made to the password.
42
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4.3.3 Select Backup Drive (A or B)
FORMAT. COM located at C:\DOS\
BACKUP. COM located at C:\DOS\
RESTORE. COM located at C:\DOS\
VERSION = 3.30
,, _.£_. ., ..
* EDIT *
rj= Backup Drives =n
Do you want to A.:
Are you using a col B:
Sal1 T.4. 1
Backup Drive Description: 3.5 Inch drive, 1.44 Megabyte
Default Printer: NEC PINURITER P2200
Password: YES
<6sc> to quit edit
Choose a drive to use for backing up and restoring of databases.
restore of databases and formatting of floppy disks.
You will use this drive for backup and
43
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4.3.4 Select a Backup Drive Description
FORMAT. COM located at C:\DOS\
BACKUP. COM located at C:\DOS\
RESTORE. COM located at C:\DOS\
VERSION = 3.30
* EDIT *
tf= Backup Drive Description
Do you wa 3.5 Inch drive, 760 Kilobyte
Are you using 3U$ tineh «JHve-i J.M Megsfeyts
5.25 Inch drive, 360 Kilobyte
Backup D 5.25 Inch drive, 1.2 Megabyte
t i
Password: YES
<6sc> to ejuil edit
, 1.44 Megabyte
??nn
After you choose the drive, you will be asked for a description of the drive. Make sure that the size of the
drive (3.5 or 5.25 inches) matches up with the size drive in your computer. You should also ensure that you
use the same capacity disk as stated in the drive description chosen.
44
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4.3.5 Select Printer
FORMAT. COM located at C:\DOS\
BACKUP. COM located at C:\DOS\
RESTORE. COM located at C:\DOS\
VERSION 3.30
,, _.£_.. i ,._
= Select a printer ^^=
HP LASERJET SERIES II
CITIZEN MP10/15
Do you want NEC PINURITER P2200
Are you using a EPSOM E/F/J/WIQ
OKI MICROLINE 84/92/93
Backup Dri BROTHER HR15/25
D IBM PROPR INTER
QUME SPRINT 5
ive, 1 .44 Megabyte
R P2200
:--;to--qisn-t:-:-Bdit-"'::':r:-"1 '-^'''':-'':- ''-' ' ;. ;:;;:::>;;:; y:':: <- t '-
You must choose a default printer in order to print reports. If there is not an exact match for your printer,
choose the closest match. Suppose you have an IBM Proprinter XL, choose the IBM Proprinter and try
printing a report with that printer selected. If there is a problem with the printing, try choosing another
printer. If your printer is not listed, be advised the majority of dot matrix printers on the market with work
by choosing Epson E/F/J/RX/LQ. Likewise, the majority of laser printers will work with the HP LASERJET
SERIES II selection. If your printer supports compressed print, is will work with FCTS.
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4.3.6 Password Entry Screen
FORMAT. COM located at C:\DOS\
BACKUP. COM located at C:\DOS\
RESTORE. COM located at C:\DOS\
VERSION 3.30
,, _<..!»
B - Enter New Password |
1
Do you want t
Backup Drive: A:
Backup Drive Description: 3.5 Inch drive, 1.44 Megabyte
Default Printer: NEC PINWRITER P2200
Password: YES
<£&t?> to quit edit (
Enter your password exactly as you set it up. Case does not matter. As you type, X'swill show up but FCTS
will get the correct letters. This is so no one can pick up your password by watching the screen as you input.
After you have finished typing in your password, hit O') to finish. If the password is incorrect you will be
warned with a bell and a message. Once that message disappears, try again. You are allowed 5 attempts per
session. The bells will sound regardless of the default setting. Hopefully the bells will make it obvious if a
person tries to use trial and error for unauthorized entry into FCTS.
When entering a password, you will not be allowed to use the backspace or arrow keys. If you make a mistake
upon entering a password, you must try your password again, If you hit a backspace or arrow key, it will have
the same effect as hitting a <*' >.
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4.3.7Password Edit Screen
FORMAT. COM located at C:\DOS\
BACKUP. COM located at C:\DOS\
RESTORE. COM located at C:\DOS\
VERSION = 3.30
,, _.£_.., i_
r Enter New Password =ji
I
Backup Drive: A:
Backup Drive Description: 3.5 Inch drive, 1.44 Megabyte
Default Printer: NEC PINWRITER P2200
Password: YES
<6sc> to quit edit
Do not forget your password. In order to change your password, you must first enter your current password
if you are using one. As usual, you will have 5 tries, and bells will be on regardless of the default setting. If
you do not currently have a password, or are changing one, you will be prompted for the new password. To
clear out the password and stop using one just hit a <«' > and you will get a message advising you that you
will no longer be using password protection. If you would like to use a password or change the current
password, type in your new or initial password. Note that X's will appear as you type and any key other than
a letter number or symbol will indicate the end of the password entry. Next you will be prompted to verify the
new password by typing it in again. If the two passwords match, your change will take affect. If not you will
be sent back to Set Default Data, but you may try this again immediately if you wish. Immediately after entry
or modification of the password, your new password scheme will be in effect. Even if you do not save the
default data, your password will be saved. If you forget your password, contact the office mentioned in the
manual for procedures to recover your password.
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4.4 Mailcode Transfers
The Mailcode transfer selection will allow you to delete and print record of past mailcode transfers. Each time
that you make a mailcode transfer FCTS will record that transaction. FCTS will save these records till you
purge them.
Periodically, to avoid confusion and to save disk space , you should purge these records. You will be given the
option to print the records before purging them. Printing from here will be the same as if you had printed
them through the Mailcode Transfer selection in the Query menu. After you have printed or not printed them,
you will be able to purge them. If you purge them, FCTS will no longer maintain a record of the transfers and
start saving records from then on. If you do not purge them, the records will remain.
If you have reached a limit of records, approximately 1300, FCTS will automatically put you in this section
each time that you start FCTS. This is to indicate that you must purge the records. If you do not purge the
mailcode transfers, FCTS will proceed as normal. The next time that you start FCTS, it will prompt you to
purge the mailcode transfers, This will continue until you finally purge them.
4.5 Backup Databases
This is an automated procedure to make regular database backups through the use of the DOS backup
command. The BACKUP selection will allow you to make backups of your databases. It will make backups of
the databases only. Keeping a backup copy of FCTS on disks, will be your responsibility. FCTS will use the
DOS backup command in order to make those backups. This file must be located on the hard drive for you
to be able to make backups. The system will locate it in the initial setup or set default data. If the file is not
on your hard drive, you will not be able to make backups until you add it to your hard drive. Just follow the
instructions on the screen. If backup seems to go along without any problems but does not actually backup
anything to a disk, check the backup drive selection in the SET DEFAULT DATA selection. Insure that the
drive letter and the description are set correctly.
4.6 Restore Databases
This is an automated restore procedure that will restore the databases that you have backed up with Backup
databases. Restore, uses the DOS restore command. You will lose all data that was input from the backup date
to the current date. You will be informed of the date of the last backup so you can ascertain how much data
will be lost by restoring from those backups. Of course if you have made regular backups as recommended,
the loss will be minor. If you have not made recent backups you will probably realize the value of regular
periodic backups. FCTS uses the DOS Restore command and it must be able to locate it in the initial setup
or default data. If it can not locate the file, you cannot restore until it is placed on your hard drive.
4.7 Floppy Disk Format
This procedure automates the format procedure. It was designed to be used with Backup and Restore. A disk
formatted through this procedure may also be used by DOS and not just FCTS. If you use a disk of a different
density in your backup drive other than the type you have set for the program (i. e. ,a low density disk when you
have specified a high density drive), the results will be unpredictable and may render the disk unusable until
it is fonnatted properly.
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CHAPTERS: EXIT FCTS
Update Query Tools
H*
gpitiiiti&sDeis
Return to FCTS
U&e t,4r «v* to
, then W to
5.1 Exit tO DOS - quit the program and return to the DOS operation system.
5.2 Return tO FCTS - do not exit the program. You may also just hit to remain in the main
menu.
If you do not exit the program through the Exit To DOS menu selection, the next time that you enter the
program it will have to recreate certain files that could have gotten messed up. If this is the case, you will see
a message saying that the last termination of the program was not a normal one and wait while recreating files.
Warning: The program will correct most of the usual errors that are caused by turning off the machine
before exiting through this menu, Exiting FCTS in this fashion is the biggest cause of corrupted data. You
should be advised that each time that you do this, you are putting your data at risk. BE CAREFUL!!
Wait until you see the message indicating FCTS has terminated normally before you turn the computer off.
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5.3 Abnormal Termination
Last T«rm$natf-an was not a normal one
f>rosram must recreate indexes
and f-efeuild databases
This may take- a mrinutisi
f"r«ss any key t
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